Small Office, Big Problem: How Do You Handle Unexpected Theft Among a Tiny Team?

Please advise on this issue. I have only 5 employees working in my office, and my company is also not very old. Since its start in 2009, there have been no thefts whatsoever as per my knowledge. We started with 3 employees, and 2 more have joined recently. In a week's time, small office stationery and some items (personal water bottles) are going missing.

Handling Office Theft Concerns

How can I handle this situation? It’s a bit annoying and shocking, and I need to be prepared for the near future if any cash thefts may occur.

Best Regards,
D

It is good that you have identified the issue, i.e., theft taking place in your office. Please call all the staff and give clear instructions that "Recently, we are facing some issues in our office. Some small materials are being taken away by an unknown person. Everyone should be more vigilant to safeguard their materials and personal belongings. If any company items go missing, the responsibility will be on the person who lost the material and to whom it was issued."

From now on, you must take responsibility for all the items in your office. Start maintaining inventory records for all items under individual names. Before supplying materials, even stationery items, please take a receipt signature in the stationery register. If there are further issues, you can inform them that you have issued the items and ask for accountability and consumption details.

Thank you.

Do you have frequent visitors to the office? Also, do you suspect anyone specifically—especially the two new employees?

Regards,
TS

With very few employees, it is quite shocking that such things are happening. Like S. Bhaskar said, you can prepare an "ASSET ALLOCATION FORM" for all your existing and new employees. Make it a practice to get it signed by the employee immediately at the time of joining when you issue them the assets (whether tangible or intangible). For employees associated with you for a long time, it might be a little awkward to go through this, but you can always convince them or hand over the responsibility, which will bring in a feeling of togetherness in them.

Nowadays, even CCTV cameras are available at affordable rates. You can install one at your office premises. It will not be offending to them, and the person who is doing such things will immediately stop doing so (at least will fear before doing so).

Regards,
Hiral

Mr. Bhaskar has suggested a great way, but in addition to that, you can also appoint one security guard at the gate who can keep a watch on this while letting them out of the office.

Mr. Bhaskar has suggested a great approach, but in addition to that, you can also appoint one security guard at the gate who can monitor the situation while letting employees out of the office.

For a small office employing only 5 staff, it is not advisable to deploy security guards, as this will escalate the company's costs. That's the reason I did not advise hiring a security guard. Another consideration is that if the security guard conducts frisking checks on an employee, the employee may feel insulted. Therefore, it is not advisable. However, the installation of CCTV is advisable.

I agree with your point that it will slightly increase the company's costs, but professionally, I don't think employees will feel insulted. Going further, CCTV installation is also advisable.