Tim Norris – Vice President Global Product Marketing at Brivo discusses how innovative access control systems can not only enhance the physical security of co-working spaces, but user experience as well.

Physical security in the office

Sixty percent of large organizations in the US plan to invest $3 million in AI and automation over the next three years.

A great deal of this investment will be in security, but, according to the World Security Report from G4S, nearly all CSOs believe company leaders are more concerned with cybersecurity over physical security.

This would be a mistake – physical security technology has a critical role in protecting lives and critical infrastructure.

Over $1 trillion of revenue is lost every year thanks to physical security failures. It cannot be ignored.

Businesses must move away from traditional, lacklustre physical security measures to smarter, more efficient, cloud-based solutions that integrate with video surveillance, Internet of Things (IoT) devices and management tools to develop a more efficient and secure user experience.

In office spaces – and co-working environments in particular – the need for digital transformation of physical security is significant.

Facility teams need remote management capabilities, seamless integration with current systems and data to inform decisions.

But this isn’t all about the needs of the business – modernization needs to be done with the employees and other end-users in mind to ensure that they buy in to security changes.

The complexity of modern physical security

The rise of shared office environments and flexible workspaces has meant more complex security needs.

Co-working spaces are especially important for many small and medium businesses as it enables them to have an office at a lower cost and remote staff that need an office environment.

But with so many people walking in and out of spaces like lobbies, elevators and parking areas, maintaining tenant security can be tricky.

In order to keep these locations secure, an enhanced security solution is non-negotiable.

The old school “rip and replace” approach to upgrading physical security can be costly, but it is not the only option.

There is no longer the need to replace proprietary controllers, doors and other hardware.

Through the use of cloud-based access control solutions, it’s far easier to upgrade and enhance systems without overhauling everything, leading to a higher return on investment over time.

Remote management, automated updates and integration with existing systems (like video surveillance or intrusion detection) are all possible through cloud-based solutions, maintaining a high level of security with fewer resources, often within one single software solution.

The shift from locks to the cloud: real-life applications

Businesses that are taking this approach are already seeing significant cost savings.

Techspace, a rapidly expanding co-working company, achieved a 50% reduction in costs by eliminating the need for traditional key rekeying and reducing reliance on on-site security guards.

Instead of key replacements, Techspace can activate or deactivate access cards in minutes, thanks to seamless integration with their existing contract management tool.

This isn’t just about enhancing efficiency and streamlining operations.

Customer satisfaction has improved, leading to higher renewal rates among members and a long-term return on investment.

Plus, and perhaps most importantly, security is much improved as there is always a risk with a key-based system that keys are stolen, lost or used by employees or customers that no longer need them.

Cards can be turned off, keys cannot.

In addition to cost savings and security, the scalability of cloud-based solutions makes them ideal for businesses with fluctuating needs.

As Techspace anticipated doubling its operations across Europe over the course of 18 months, a cloud platform was the clear answer as it is flexible enough to quickly add new locations.

With the ability to implement a full access control system in as little as three weeks, Techspace can bring new offices online rapidly, regardless of the building’s complexity.

Easy-to-learn interfaces and reliable hardware allow administrators to manage member access with minimal effort, ensuring that the system can scale effortlessly alongside enterprise growth and shrinkage.

Physical access controls are increasingly being integrated with identity and access management (IAM) solutions.

In a 2023 survey, 36% of organizations integrated their physical access control with IAM systems, bridging the gap between digital and physical security for enhanced protection.

IAM integrations simplify user access, encouraging compliance with security protocols while safeguarding both digital and physical assets.

Access control as an experience enhancer

Co-working spaces can be difficult to differentiate.

Bright, inviting spaces, coffee-making facilities and fast broadband speeds can all help.

Another way is the user experience – how easy it is to enter and exit while maintaining security.

Access control is evolving from a system of restriction and control to one of “access enablement”, vital in creating a welcoming environment for visitors.

Individuals and businesses occupying corporate spaces expect seamless, frictionless experiences.

They need systems that are designed to be intuitive, quick and hassle-free, ensuring they can move through an office easily without compromising security.

This need for convenience and ease of use is driving the widespread adoption of mobile and biometric access methods.

The adoption of mobile and biometric credentials is rapidly increasing, helping to make access control not only more secure but also more convenient.

Smartphones enjoy wide adoption – particularly among those who would use a co-working space – and so mobile apps can give tenants control over their spaces and add an element of customization and convenience to an individual’s working environment.

Cloud-based access control can also seamlessly integrate with other office management tools.

This allows new tenants to be granted access instantly and departing visitors can be quickly deactivated, reducing security risks without creating a bad user experience.

Visitor reports mean everyone in the building can be verified, a potentially life-saving feature in cases of emergencies.

Technology integration and future trends in physical security

Like in all areas of our lives, AI and data intelligence is being integrated in physical security.

With its ability to analyze vast amounts of data from security systems, AI will be key to convert this data into actionable insights.

This capability also allows security teams to detect anomalies, predict security threats and make data-driven decisions that enhance safety and operational efficiency.

Business intelligence tools can also help customers understand their spaces, support easy investigations and improve security.

This data-driven journey through digital transformation can be strengthened by data visualization tools that develop customizable reports and real-time insights, simplifying the management of complex data sets.

This transition to data-centric security solutions is further enhanced by AI’s ability to integrate with other business systems, improving both operational efficiency and security outcomes.

Embracing the future of physical security

Physical security technology today has far surpassed the traditional methods that were once the only option and increasingly makes use of AI and machine learning.

It goes beyond protecting assets and now is effective at creating a more efficient, convenient and secure environment with a good user experience.

Businesses such as co-working spaces need to reevaluate their physical security investments, look at upgrading legacy systems and move to the cloud, to ensure that the systems they have in place not only protect their people and property but also complement their broader digital transformation strategies and increase ROI.

This article was originally published in the October edition of Security Journal Americas. To read your FREE digital edition, click here.