The complete guide to property management security

In today’s rapidly evolving landscape of property management, security has become a paramount concern for owners and managers. With increasing risks from theft, vandalism, and other safety issues, implementing robust security measures is essential for protecting assets and ensuring peace of mind.

The security needs for properties in your portfolio will vary based on several factors, including location, whether the properties are public or private, and operating hours. 

Additionally, some properties may require enhanced security measures. High-value homes or university facilities with expensive equipment are particularly attractive targets for criminals, necessitating a stronger security approach.

Regardless of the type of property you manage, effective property management security is crucial for safeguarding employees, clients, and assets. It serves as a vital defense against financial loss, legal liabilities, and operational hazards. 

Staying informed about the latest security trends and practices will enable you to adapt to new challenges as they arise. Ultimately, a proactive approach to property management security not only protects your assets but also enhances the reputation of your properties and builds trust with tenants and clients.

5 ways to get your property security to where it needs to be

1. Security audit
   The first step in improving your property security is to carry out a comprehensive audit. This will help you identify physical and digital vulnerabilities in your current security protocols. Look for blind spots where additional cameras may be needed, assess how easily someone could manipulate staff into revealing entry codes or keys, and evaluate the potential for cyberattacks that could compromise your physical defenses. Our expert team can assist you in designing a tailored security system that meets your specific needs.
   
   
2. Regular physical checks
   In addition to conducting frequent audits, it’s crucial to regularly inspect the physical safety measures in each property. This includes checking smoke alarms, carbon monoxide detectors, lighting, and emergency exits. Ensuring that these safeguards are functioning properly can significantly enhance the safety of your properties. Keep detailed records of these inspections to track when equipment needs to be replaced or repaired.
   
   
3. Key control
   Maintaining strict control over access to sensitive areas and residences is essential for security. Our intelligent key cabinets can significantly enhance this control. These innovative tools restrict access to authorized personnel only – such as rental agents conducting viewings or university professors needing entry to labs, lecture halls, or specialized equipment rooms. 
   
   These key cabinets utilize robust identification methods, including PIN codes, biometrics, or swipe cards, ensuring that only those with proper clearance can gain access. By implementing effective key control measures, you can safeguard your properties and minimize the risk of unauthorized access, enhancing overall security.
   
   
4. Access control
   Our remote software provides real-time tracking of key usage, allowing you to monitor exactly when and where an employee checks out a key and the reason for access. This feature enables you to grant access for employees handling property viewings, even when you're out of the office for business trips, conferences, or meetings.
   
   
5. Update, update, update
   Effective communication is essential for enhancing security and fostering a strong safety culture within your organization. Regular security training for employees is vital, ensuring they are well-prepared to recognize potential threats and respond appropriately.
   
   Additionally, maintaining open lines of communication with residents is important for addressing concerns and building trust. Clearly communicate and regularly update lockdown procedures and emergency contact numbers so everyone knows how to act in critical situations. Furthermore, it’s vital to consistently review and update building security devices and related software programs to keep pace with evolving threats.

How much of a priority should security be?

Security should be your top priority as a property manager. Legally, you are responsible for keeping properties safe and secure, which underscores the importance of implementing effective security measures. Beyond legal obligations, there is a moral duty to protect the individuals who use those buildings.

When establishing a robust security infrastructure, it is essential to incorporate high-quality surveillance systems in strategic locations, effective access control measures such as key cabinets, and reliable alarm systems.

Adequate lighting around properties can deter crime, while regular staff training and open communication with residents help foster a culture of safety. Emergency preparedness is vital, so conducting regular drills and having a well-defined response plan ensures everyone knows how to act in case of a security breach. 

Neglecting these responsibilities can have severe legal and financial consequences, including injuries and significant fines. By prioritizing security, you not only protect your tenants but also safeguard your business’s reputation and stability, creating a secure environment that benefits everyone involved.

We're here to help

Managing a high volume of keys for a variety of properties can be quite the challenge. Whether you oversee a mix of residential and commercial buildings or a combination of homes, maintenance rooms, and common areas, it can feel overwhelming to assess, map out, and address your security needs. Fortunately, property management security is our area of expertise, and we’re here to assist you from start to finish.

We’ll guide you through conducting a comprehensive audit to identify your current security weaknesses and specific needs. From there, we’ll design a tailored system to eliminate those vulnerabilities, implement it, test its effectiveness, and even provide training for your team to ensure they can operate it confidently. 

Our flexible electronic key cabinets, combined with our remote software, can be customized to meet your specific requirements. These systems not only enhance security but also keep detailed records of assets and properties, such as energy-efficiency ratings, the last check on appliances, and any outstanding repairs. This thorough documentation can ultimately help you remain compliant with health and safety regulations, providing peace of mind as you manage your properties.