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It's the end of the year, and you've probably seen lists of trending topics: top books, news stories, or popular posts. But there's one list that doesn't make the headlines: the questions businesses should have asked about key control — but didn't.
Here are seven of the most important questions you may have overlooked, why they matter, and how to take action.
Top Questions Businesses Didn’t Ask
1. What keys are we not tracking?
Even if your business has a key control system or smart locks, it’s easy to overlook the keys you still rely on. That could include any spare, vehicle, or smart lock system backup keys. These untracked keys can create hidden risk, from lost keys to unauthorized access, often without anyone noticing until it’s too late.
2. Where do lost or overdue keys tend to appear in our workflow?
If you’ve experienced lost or unreturned keys this year, look for patterns. Does it happen most in a specific department? With a certain employee? Or during a particular task, like fleet vehicle checkouts or apartment turnovers? For example, maybe one employee stashes a key in a desk drawer instead of returning it to the system. Or maybe employees pass keys around during shift changes without logging them properly.
Once you identify these weak points, make small changes to close the gaps. Turn on escalating email alerts to remind employees to return keys on time and notify management if they don’t. During shift changes, have staff use your key control system’s mobile app to document key transfers. These small adjustments help prevent repeated losses.
3. Are we relying on people more than documented processes and technology for key control?
Manual processes are still surprisingly common. But relying on memory or informal routines is prone to errors — and even small oversights can create security gaps. Turnover can also create problems if employees don’t properly document or transfer their key control knowledge.
4. Which key-related tasks consistently slow down our operations?
Are your staff constantly hunting for a key when someone is waiting to get their fleet vehicle, test drive their car, or tour an apartment? Are employees wasting time organizing keys instead of focusing on other core job responsibilities? If you’re still using a manual process, these are signs it may be time to transition to an electronic key control system.
If you already have a system, look for ways to streamline key-related tasks. Reviewing key activity reports, managing user key queues to ensure each employee has their assigned keys available, and following daily system checklists can help reduce delays, prevent confusion, and keep operations running smoothly.
5. Are we using audit data to prevent problems or only react to them?
Proactive audits catch issues before they escalate. If your audits happen only after a key goes missing or someone gains access to an area they shouldn’t have, you’re reacting rather than preventing problems. Instead, schedule routine audits (they don’t have to take long!) to identify issues before they become bigger problems.
6. What tasks do staff wish they could stop doing manually?
Employee frustration often points to hidden inefficiencies. Filling out key logs, hunting for misplaced keys, or juggling multiple check-in points takes time and lowers job satisfaction. Ask your staff what they find repetitive or time-consuming, then explore how technology or process tweaks could simplify these tasks.
7. Are our current systems or processes scalable for growth or new locations?
As your business grows, your key control process needs to adapt. Adding staff, assets, or new locations without revisiting your process can create security gaps and inefficient workflows. Evaluating scalability now ensures you’re prepared for expansion.
Why These Questions Matter
It’s easy not to ask questions like these. Routine can lull us into thinking “our process works fine,” urgent projects can crowd out strategic thinking, or sometimes we simply didn’t know what to ask. But asking these questions leads to measurable outcomes that improve your organization’s security and efficiency:
- Fewer false emergencies
- Better use of staff time
- Reduced liability
- Smoother resident/customer experiences
- More predictable operations
- Less money spent on rekeying
By examining these areas now, you’ll uncover hidden risks, streamline operations, and set yourself up for a more secure and efficient year ahead. Make 2026 a smoother, safer, and more organized year for your business!
