5 ways to secure and protect your facilities management business

December 9, 2016
Posted in Resources
December 9, 2016 GraemeH

The season of goodwill or the season free-for-all? How secure is your business? How safe are your margins? How safe is your data? With recent hacking stories, you may well be looking at beefing up your IT security, to better protect your business, but which part of the operation do you tackle first and why? We look at 5 areas that should be secured in order to safeguard your business operations.

  1. Automate your processes
    In FM it is estimated that 30% of the typical working week for an area manager is wasted on administrative tasks because they are paper driven, duplicated or too complicated. Managers use forms and spreadsheets rather than software platforms modern tooling. Where they do use technology they often use lots of disparate systems causing re-typing of data from one system to another. This ignores the time spent driving around and that lag that creates getting paper forms from a-to-b, and the data entry from forms to excel. In a competitive, efficient business, as few platforms as possible are used. Mundane, low value activities are automated, as are processes getting data from user A to user B e.g. holiday request to holiday approver. HR, Finance, Ops, Sales all work with one view of the world too with agreed reporting and views of performance thus negating the need to merge different data sources in excel, word etc.
  2. Use biometric technology
    Biometric technology uses computerised methods to identify a person by their unique physical or behavioural characteristics. It uses traits such as fingerprints, face or eye maps as identifying features. Biometric technology has a wide range of uses and can be deployed to check that an employee’s time and attendance record was submitted by them, and not another. It can also allow a person secure building or laptop access.
  3. Eliminate ‘buddy punching’
    A common type of low-level theft in FM companies is buddy punching. This occurs when an employee gets another employee to clock in for them when they are absent. This is easily eliminated by the use of fingerprint signing-in or ‘challenge’ questions. A Cloud-based telephone feature, caller challenge, includes programmable and random assessments of employees; it requires them to validate elements of their ID against their HR details.
  4. Use a split permission security model
    A split permissions model restricts specific permissions granted to administrators, meaning you can increase security and accountability. This model works well in large organisations that employ different teams spread across multiple locations. An employee’s accessibility can easily be reduced in certain areas. A tick-box in the back-end prevents a user from being able to access certain information. The permission model you choose can be defined by the structure and nature of contract you need to fulfil.
  5. Secure your data
    Finally, you can’t escape the problem of data security. Whether on-site or in the Cloud, make sure your data is stored securely. If you rely on third-party providers, you should expect highly resilient network connectivity and ISO 27001 and ISO 9001 certified datacentres. All datacentre support staff should be trained with certifications in routing devices and firewall implementation and enforcement.

Timegate is a workforce management solution that’s built specifically for facilities management. It gives you visibility of your workforce and a real-time overview of your operations.

Timegate offers flexible options to help address legal obligations and ensures compliance with various statutory and regulatory challenges you face – from lone workers to time and attendance. Our UK datacentre is maintained, monitored and managed by skills-based staff on a 24/7 basis.

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