As Buildings Get Smarter, Security Risks Multiply
The modern workplace is undergoing a quiet transformation. What was once a facility managed through separate teams handling physical access, surveillance, IT infrastructure and administration is increasingly evolving into a single interconnected ecosystem where one security lapse can trigger multiple risks.For organisations embracing smart buildings, the convergence of physical security and cybersecurity is no longer a future possibility but a present reality. Vikram Dixit, Head Administration at TotalEnergies, recalls the stark contrast between workplace security systems he encountered after returning to India from the Middle East in 2018 and the highly integrated systems now becoming common across global organisations.
"When I returned, everything worked in silos. IT handled cybersecurity, physical security was managed separately and there were significant gaps between the two," he says.
One incident stood out. A security guard routinely used his own access card to allow visitors into a facility because visitor cards had not been issued by another department. While the practice seemed harmless, it exposed the absence of coordination between security and technology functions. Today, that landscape is changing rapidly.
From Silos To Smart Buildings
Dixit points to smart office projects where a single digital credential controls entry from the main gate to elevators and designated meeting rooms, eliminating the need for multiple layers of manual intervention. While these systems improve efficiency and user experience, they also create new vulnerabilities.
"One cybersecurity breach could expose visitor information and provide unauthorised access to multiple systems," he explains.
The implications extend beyond security. Automation and intelligent access systems are reshaping workforce requirements, reducing dependence on traditional operational roles while increasing demand for technology-enabled oversight and risk management.
According to Prasad Sulakhe, Senior Manager Administration at L'Oréal India, organisations can no longer afford to view security as an isolated function. "If access control fails, it is not just a security issue. It becomes a business issue. If CCTV systems go down, it becomes a business risk," he says. The larger challenge, Sulakhe argues, lies in breaking organisational silos.
Facilities teams, administration, security professionals and IT departments often operate independently despite relying on the same infrastructure. As buildings become more digitised, this fragmented approach creates vulnerabilities.
"The biggest challenge today is bringing everyone onto the same page and integrating all functions into one framework," he says.
That integration is becoming increasingly important as organisations adopt predictive technologies. Artificial intelligence-powered surveillance systems can now identify unauthorised individuals through facial recognition, trigger automated alerts and support real-time decision-making.
Workplace analytics are also expanding beyond security. Occupancy patterns, workstation utilisation and space consumption are increasingly being analysed through integrated platforms, generating valuable business intelligence while simultaneously creating new data protection responsibilities.
Sachin Sharma, Head of Integrated Facilities Management and Security at IDFC FIRST Bank, believes organisations must build systems that allow all stakeholders to participate in decision-making from the outset.
"It is no longer sufficient to have separate platforms. Every stakeholder has different requirements, and these must come together to create secure and efficient workplaces," he says. Such platforms, Sharma notes, should evolve continuously as organisational needs, technologies and risk environments change.
The Overlooked Reputational Risk
Adding another dimension to the discussion, Panel Moderator Shriram Kumbhare, Head - Infrastructure, Facilities, Corporate Real Estate and Administration at Zee Entertainment Enterprises, added that organisations often overlook a risk that can have consequences far beyond operational disruptions.
"There is one more parameter which we normally do not look at — reputational risk. That's a bigger risk which is under the wraps always. We never get into that mode because we always look at cost, quality and employee satisfaction," he says.
In an era where social media can amplify incidents instantly, a single video, post or online controversy can erase billions in market value within hours. "Reputational risk is one of the biggest risks organisations face today. People can post on social media, create narratives online and damage a brand very quickly., added Capt. Shakil Ahmed, former Senior Vice-President at KTPL.
While facilities and administrative leaders may not directly manage corporate reputation, Ahmed argues they must understand how operational failures can trigger wider business consequences..
For experts across sectors, the message is becoming increasingly clear. Security can no longer be divided into physical and digital categories. Smart buildings require integrated thinking, shared accountability and unified governance frameworks. The challenge now is ensuring organisations are prepared for the risks and opportunities that come with it.
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