3 Memorable Ways to Train Your Team on Key Control Best Practices

Installing an electronic key control system is the first step to improving your key security. But even the best technology can't do its job if it's not being used properly. 

Your team must consistently follow key control best practices and develop helpful habits to make your workplace safe, organized, and secure. Without periodic training, it's easy for staff members to unintentionally slip on procedures over time. That's why training can't be a one-and-done deal. Reinforcement is key (literally). 

So how can you reiterate your processes without being repetitive? Here are three practical strategies to refresh employees' memories:

1. Practice Real-World Scenarios 

Hands-on learning is often more effective than passive learning. People usually retain information better when they perform tasks themselves instead of watching lengthy videos or reading dense instructions. 

A recent study from BioMed Central on clinical training simulations found that role play fosters quick thinking under pressure, self-efficacy, and readiness for real-world scenarios.  

Role-play training offers your team a safe environment to rehearse real-life key control situations like: 

• Checking Out a Key: Reinforce proper checkout steps.
• Transferring a Key: Practice the proper procedure for handing off a key to another employee.
• Granting Access: Simulate the proper protocol for managing key access requests from staff and non-staff individuals, such as residents, vendors, or guests. 

These low-pressure exercises familiarize your team with standard procedures and give them the confidence to handle key control tasks with ease.  

2. Boost Engagement With Gamification 

Training doesn’t have to be boring. Gamification adds game-like elements to training, making learning interactive and fun. Plus, by adding a little friendly competition and rewards, you’re likely to increase motivation.  

Here are a few gamified activities to try: 

• Quiz Challenges: Create short, timed quizzes after training sessions with rewards like badges or points for correct responses.
• Timed System Tasks: Hold a contest to see who can check out and return a key most quickly.
• System Exploration Bingo: Make a bingo card with tasks like “check key history” or “set up a key alert.” Staff members who are able to complete the tasks and fill out a row of squares win a reward. 

These methods turn routine training into an enjoyable experience employees will want to participate in. 

3. Create Easy-to-Follow Visual Aids

Everyone learns differently, but even those who don’t identify as visual learners tend to remember graphics more easily than audio or written instructions.  

Offering quick-reference materials helps your team follow procedures correctly and reduces the chance of mistakes. You can incorporate visual elements into your training by leaving cheat sheets next to your key control system.  

Some examples of visuals tools include:

• Flowcharts showing step-by-step procedures
• Checklists for daily or weekly tasks
• Infographics summarizing key control do’s and don’ts
• Relevant memes or cartoons to boost morale and awareness

The goal is to make each step easy to remember, and even easier to reference if (or when) it’s forgotten. 

Make Reinforcement Part of the Routine 

Even the best training fades without reinforcement. Make it a habit to: 

• Review key control procedures monthly or quarterly.
• Rotate between different learning strategies.
• Encourage feedback to improve the learning experience. 

Strong key control habits don’t happen by accident — they’re built through consistent practice, creative training, and clear communication. You can start small by picking just one strategy to implement this week. Your team (and your keys) will be more secure because of it.