The Role of Occupants in Building Security Preparedness

Buildings may be designed with safety in mind, but systems alone aren’t enough. Occupants are a vital layer of security—one that must be integrated with systems for comprehensive emergency readiness.

Strengthen System Integration

Brian Higgins, founder of Group 77 and former Chief of Police and Director of Public Safety of Bergen County, New Jersey, explained that proactive planning about communication, trainings, and maintenance protect all occupants.

“All security measures need to be integrated. Your alarm system, camera system, and access control all must be integrated,” he said. “Individual tenants throughout the building have to be part of the integration as well, because what happens in one space could affect the entire building.”

Occupants should know the sounds and colors used for emergencies and action steps to take when those occur. Newer systems allow for sound differentiation between active shooters and fire alarms. Different colored lights can also be used as signals; red and white can indicate a fire alarm, while blue is an active shooter or unwanted person.

In metropolitan areas, air quality concerns may require facilities managers to turn off HVAC systems. Communication informs those building occupants why the system is off and who will be impacted based upon whether the HVAC is distributed as one big system, by floor, or by space.

Building access systems also need to be tested and maintained to ensure ongoing security and safety, especially when buildings are not open to the public or have restricted access to the whole or parts of the building. Some buildings require multiple keys to access a front or side door and another key to enter the apartment or business suite. While Higgins said this is OK, it’s important to understand how those systems integrate during an emergency.

Improve Emergency Communication

A key element to safety and security of all occupants is communication. Higgins noted how effective communication systems inform people when systems are down for maintenance or when emergencies arise. Predetermined messaging about various emergencies can go out immediately, ensuring people stay informed.

“How do you let people know there is something going on the building that will affect them from the fire alarm to the active shooter to some other incident that may happen? Whether it’s public address system, an app, or something else you need to be in communication with everybody,” he said.

Software and apps help account for employees and tenants. Having a centralized communication system allows people to say they are safe or if they are locked in a room and need help.

Avoid the Automation Trap

Occupants should be involved in training and can help test panic buttons and alarms within their units and buildings. Verifying that the buttons and alarms work during the warranty period is critical should replacements be needed, Higgins noted.

Should occupants identify broken systems, having designated drop boxes or email inboxes for details to be submitted are important. Those boxes and inboxes must be monitored frequently so the process of repair moves quickly.

Plan Exits and Refuge

Fire is the most common threat to safety and security within a building, whether it’s a fire in the building, smoke conditions, or a fire alarm, Higgins said. Other threats include active shooters, natural disasters, and system failures like a water main break or loss of electricity.

Regardless of the threat, Higgins advises facilities managers and building owners to have a plan and communicate that with occupants. It also improves the recovery process when people know who is ordering supplies and how the occupants are supported during that time.

“Where do you leave your building and space? Do you use elevators and stairs? Most elevators will recall with the fire alarm and go down to the first floor. What does your elevator do? How do you get out?” Higgins asked.

During emergencies, tenants should have plans about where they will rendezvous inside or outside—acknowledging that roadblocks may prevent everyone from getting there—and communication channels to account for everyone.  Post 9/11, stairwells became areas of refuge.

“Where are your areas of refuge in the building? When you think of buildings and high rises built after September 11, we now have staircases we call areas of refuge—they have a certain time before they will burn, like 90 minutes to 3 hours,” he said.

Occupants should know if the staircases grant access to every floor, should something or someone impede the staircase access. Know all available exits, particularly the closest exit to you, Higgins said.

“The door you go in and out regularly may not be the closest. There are plenty of examples of people who died trying to leave through a door they came in, when there was a door next to them.”

Some buildings also have safe rooms that are ballistic proof in the event of an active shooter. Higgins noted a client installed a camera outside the safe room that connects to an iPad inside the room, allowing people taking refuge inside to see who is at the door before unlocking it.

“The recommendation when you’re in an active shooter situation is once you are in a safe room you never open the door,” Higgins said. “How do you know it’s not the shooter? How do you know the shooter isn’t holding somebody against their will? This will give them an opportunity to see.”

In mixed-use buildings, occupants should know their closest exits, even if it’s not through their company space. Thinking about alternative exits helps people safely leave in an emergency.

“You don’t even think about where is the alternative [exit]. I came in the front of the grocery store so I’m going out the front door—same thing with your building. That’s whoever’s office space and we don’t use that. During an emergency, you can use that space.”

Regularly reviewing and practicing safety plans shows the company values safety. Higgins advises annual plan reviews and consistent training to maintain safety awareness across all employees, including new hires.

“You know what I like to see during trainings? Throw something you didn’t expect in,” Higgins said. “Here’s your stairwell, you need to evacuate. You go there and then the stairwell is blocked. You need to plan for Murphy’s Law because on the day something happens, it will break.”

A common pitfall with building security and safety is assuming people know and systems work. Training reviews action plans and reinforces system maintenance.

Engage Safety Leadership

Leaders within the company should also be emergency operation plan (EOP) leaders. They are present during the trainings and lead people through the action plan during emergencies, showing safety and security are important in the company.

“When leadership addresses these safety and security issues, they are saying here’s what we think could happen— it -probably won’t, but if it does, here are the measures we took to protect you, the employee.”

Higgins advises someone to be the security lead, even if it is part-time, to be in charge of all building security needs, from the EOP to ensuring routine maintenance of systems.
Following an incident, employers and facilities managers can follow up with resources for the occupants from mental health access to support with family.

“There’s that delay and when you get that moment of is this real, there’s panic and back to decision-making. If you’re thinking in advance, you can collapse that timeline. Seconds matter.”

Strong security comes from the synergy of smart systems and active occupants—making collaboration on preparedness planning essential.