How to secure your business

Appropriate security measures should be in place to protect all aspects of your business, regardless of what kind of premises you operate from. For businesses that operate from commercial premises or factories, security is especially important to prevent crimes such as robbery, vandalism and fire.

A comprehensive security plan that details security measures and staff training is essential for all businesses that operate from premises.

Before you create a security plan, you need to identify risks to your business. It is useful to carry out a business risk assessment, which covers the possible threats to property, stock, IT systems and data, and personnel.

Business owners also need to plan for what to do in the event of an incident. A business continuity plan details how to keep your business up and running in the event of a security breach.

This guide explains security measures that could help protect your business, the importance of staff training, and how to prepare for and respond to an incident.

Premises security planning and crime prevention

Premises security hazards can damage your business and threaten the livelihood of your employees. Some common security threats include

• robbery

• vandalism

• fire

• ICT (information communication technology) breaches

• violence against staff

To prevent these kinds of incidents, you need a business security plan, which includes a security risk assessment. You should identify threats to the safety of your staff, and implement measures to protect their security. IT security is also paramount, and measures to protect your data and IT systems should form part of your business security plan. Take into account premises design and layout to correctly identify and manage security threats.

Business premises security plan

The first step in developing a business security plan is to undertake a business security assessment. This helps you identify the possible security threats to your premises, and makes it easier for you to adopt measures to prevent them.

Security risk assessment for premises

A security risk assessment needs to include the following aspects of your premises

• signage, landscape and building design

• fences, gates, doors and windows

• lighting and power

• information and computing technology

• alarms and surveillance equipment

• cash handling

• car parks

• staff security

Premises security measures

Security threats can have negative effects on your business, especially when you do not respond quickly or efficiently. You need to develop responses for threats to your premises, such as

• vandalism

• property theft

• shoplifting

• armed robbery

• burglary

• asset theft

• suspicious mail

• bomb threats

• civil unrest

Incident response plan

An incident response plan forms a part of your business security plan and details how you will respond to each premises security threat. Consider the following when you begin an incident response plan

• prompt action is crucial

• a staff communication strategy helps you to respond quickly

• a list of key stakeholders' contact details is important

• staff security is the first priority

Managing premises security

As a part of your business security plan, you need to decide how to manage the security of your premises, including your property, money, and personnel. A risk analysis helps you to identify security threats your business faces.

Money security on premises

If your staff handle cash on a daily basis, you need a cash management system. Consider using cash management strategies. For example, you can:

• limit the amount of cash in the cash register

• transfer cash from the register to a safe regularly

• limit access to the cash compartment or safe

• store cash compartment keys in a secure location

• lock up cash and take keys with you when you leave

• memorise your safe combination number and change it regularly

• make sure customers don't see where petty cash is stored

Security systems for premises

You may consider using some or all of the following security devices on your premises:

• alarms

• CCTV cameras

• observation mirrors

• security gates

• radio frequency systems

• security tags on merchandise

• locked display cases

Premises insurance

Business owners should insure their premises against crime and natural disasters. It's also important to regularly review and update your insurance, especially when your business grows or changes.

Business continuity plan

A security breach on your premises can interrupt or even stop business operations. A business continuity plan ensures that the impact on your business operations is minimised, because staff know how to respond. A quick and organised response by staff can prevent further losses to your business and help the business recover quickly from the incident.

Premises security training for staff

Staff security is the first priority for businesses in the event of a security breach. As part of your business security plan you should include staff training in security management procedures.

Robbery response training for staff

For a retail business where employees handle cash, it is important to train staff in what to do in the event of a robbery. Training can be delivered either internally or by qualified external training providers and should include

• threat response

• behavioural skills

• emotional competency

• critical thinking

• effective communication

• how to manage stressful situations

Staff cash handling training

Staff dealing with money should be trained in cash management procedures, including

• cash handling

• using the cash register

• cash transfers for excess cash

• safe deposits

• using the safe – keys and combination locks

Train staff on minimising theft

A security risk assessment should identify the highest theft risks on your premises. Train staff to minimise theft risk with security methods, such as

• using optimal product placement

• identifying zones where theft is more likely

• doing customer surveillance

• servicing customers

• recognising suspect behaviour

• taking specific action in the event of a suspected theft

Staff inductions and training documents

Staff should have easy access to induction and training documents at any time. New staff should be taken through a staff induction, which includes premises security training. Employers are obligated by law to take their staff through a work health and safety induction.

Code of conduct for your business

Develop a code of conduct to outline the rules, values, ethical principles and vision of your business. It should also set guidelines for staff behaviour in normal business operations and in the event of an emergency.

The Business Minder is a business consulting and management service operating in SE Asia with clients in Bali, Indonesia, Malaysia and Singapore.