Security Policies and Efficient Operations
Policies, Guidelines, Working Standards. Don’t click away or fall asleep on me just yet! In the rapidly evolving landscape of the modern workplace - home office, coffee shop, “biz-cation”, traditional, and every hybrid imaginable - the importance of structured security policies cannot be overstated. Establishing clear guidelines to mitigate risk will foster a secure and productive environment, wherever that may be. This article explores the consequences of undeveloped policy programs and some best practices you can use to develop and improve your own.
So, what does an unstructured security policy program do to most organizations? Below are the most common and easily identifiable areas that need attention.
1. Lack of Employee Awareness: One of the primary risks associated with security policies is an employee not knowing what is required of them. Your organization could have the gold standard of instructions, but if they are not shared, accessible, or updated, employees may be uncertain about what is right or what to do. Organizations can’t just hope that everyone understands what is expected when there is no universal “logic” on what is acceptable. If this were true, there would be simple laws at a global level and no need for the hundreds that address workplace violence alone.
2. Inconsistent Leadership Perspectives: In the absence of a security policy program, there is a heightened risk of inconsistent application based on an individual leader’s beliefs. This lack of uniformity can lead to confusion among leaders themselves and therefore their employees. This impacts the overall effectiveness of most any security measures. What is important to one person may not even hit the radar of another. Defined policies help align leadership perspectives and ensures a cohesive approach to workplace security.
3. Legal Vulnerabilities: A critical aspect often overlooked is the legal basis for dismissal or the risk of litigation. Without clearly defined policies, and proof that employees actually received training on them, organizations may find themselves in precarious situations when taking disciplinary actions. Well-structured security policies provide a legal foundation for addressing security breaches and reduce the risk of legal challenges. There are many examples of individuals not being held accountable, due to the “I didn’t know I couldn’t do that” defense… unfortunately, it works still today!
4. Reduction of Productivity: You read that right! Having no policies in place will reduce employee productivity. If your team members are looking over their shoulders for a potential threat, it will slow work down. If they witness someone involved in an incident, or with a weapon, they may leave, never to return. When that happens, it may be time to restart the hiring process costing even more time and money.
5. Outdated thus Ignored: Security threats are dynamic, and policies must evolve to address emerging challenges. Regularly revisiting and updating security policies ensures that they remain relevant and effective in the face of evolving threats. This safeguards both digital and physical aspects of the workplace. No one wants to see a policy that was last revised decades ago. Is it still valid and why do I need to be worried where I can use my PalmPilot?!
With all of these anchors, it doesn’t mean you have to build a library of policies. Contrary to popular belief that policies need to be overly detailed or prescriptive, even a minimal level of structure can yield positive outcomes. Having a basic framework in place provides employees with a sense of security and contributes to a more organized and efficient work environment.
When developing effective security policies, a collaborative effort is needed. Coordination with key departments - Human Resources, Legal, Operations, and Facilities - is paramount to ensure a comprehensive and well-aligned approach. This collaborative approach not only strengthens security measures, but also reinforces a culture of shared responsibility within the organization. It is not just a single department’s problem at the end of the day.
The last lesson to share is having a single owner for each policy. Several advising, but one owner. Establishing ownership ensures accountability, a consistent arbitrator should a conflict occur and enables a prompt response to evolving challenges.
The takeaway… The importance of developing and revisiting security policies cannot be overstated. Clear guidelines enhance employee awareness, foster consistent leadership approaches, mitigate legal risks, and contribute to a positive workplace culture -that in turn promotes productivity. While policies don't need to be overly detailed, having a structured program is crucial for maintaining a secure and resilient workplace. Organizations that prioritize the development and regular review of security policies position themselves to adapt and thrive in an ever-changing security landscape.
What is your current policy structure? How do you keep track of training or current versions? Share your thoughts and let’s build the community.
