How to meet workplace compliance needs in the age of flexible work

Flexible work has reshaped the workplace, with hybrid schedules, distributed teams, and a constant flow of visitors. But compliance processes haven’t evolved at the same pace. The proof: 60% of companies have experienced breaches in their physical security in the past five years, exposing serious compliance gaps.

With people coming and going on different schedules, old tools and manual processes just can’t keep up. The risks are higher, the rules are stricter, and patchwork systems leave big compliance gaps. In this post, we’ll look at how your company can stay ahead and build a more secure, compliant workplace that protects employees, visitors, and your business. 

Outdated practices are putting you at risk. But there’s a fix.

If your compliance process still relies on legacy software, spreadsheets, or manual logs, you’re probably dealing with more headaches than you realize. Siloed, outdated systems make it hard to access critical workplace data quickly and that can leave gaps in compliance.

The consequences are real:

• Inconsistent data and slow reporting
• Increased risk of compliance breaches
• Potential fines, reputational damage, or even legal trouble

The good news? You can close compliance gaps with automated, scalable, and user-friendly practices—recducing risk, saving time, and creating a single source of truth you can rely on. Let’s break down each of these pillars to show you what they look like in practice.

Pillar 1: Automated

Hybrid schedules make it tough to know who’s in the building at any given moment. Paper sign-ins and manual checks slow things down and leave room for mistakes. With a unified workplace platform, you can automate sign-ins and security screenings, giving you instant, accurate data and peace of mind that only the right people are walking through your doors. Plus, it logs attendance automatically and stores this data in one place, so you can handle compliance with less stress—even a surprise audit.

Pillar 2: Scalable

One size doesn’t fit all in workplace compliance, especially when your teams are spread across offices, regions, or even countries. Scalable systems grow with your organization, making it easy to standardize practices globally while adjusting for local rules, and accommodating hybrid and remote employees.

For example, Parker Meggitt, a global aerospace and defense company, needed consistent security measures across locations. Using a unified workplace platform, they created a standardized sign-in process. Each new site could roll out the same setup quickly, with minor tweaks for local compliance. This approach:

• Saves days of repetitive setup
• Reduces the risk of errors or gaps
• Helps ensure compliance with regulations like ITAR, where failures can result in fines up to $1 million, business interruption, and even loss of export privileges

Pillar 3: User-friendly

Complex compliance processes discourage engagement, especially when employees are working remotely or on flexible schedules. When folks aren’t in the office every day, long forms, confusing instructions, and limited support make it easy to miss steps—creating gaps in compliance. It can also discourage people from wanting to work onsite in the first place

A user-friendly approach changes that. Clear, intuitive compliance processes encourage participation, which leads to:

• More accurate, up-to-date compliance data
• Higher engagement from employees and visitors
• A safer, more secure workplace experience

For example, instead of a clunky process to track visitor safety training, you might add required safety videos right into pre-registration. Visitors complete them ahead of time, so compliance is covered, and the in-office experience stays smooth.

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Ditching outdated, siloed compliance practices is essential in today’s flexible workplaces. Automated, scalable, and user-friendly systems enable you to streamline processes, reduce risk, and keep accurate data at your fingertips—leading to a safer, more compliant workplace.

Dive deeper into workplace compliance management for flexible work. Download our ebook, Outdated workplace compliance management is a threat to business success.