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How to Build a Business Case for Staff Smart Locks

Your workplace has changed, right? The post-pandemic shift in hybrid working practices is to be embraced, and your organisation needs to ensure its workspaces appeal to all employees who see flexibility as a given now. Digitising your staff lockers is vital for any business with innovation, employee satisfaction, and efficiency on its priority list. More so, the popularity of hybrid working brings about more opportunities for things to get lost and for lockers to be hoarded.


These days, traditional locker systems don’t work for this new style of working, and your management team spends more time managing them than necessary. With lost keys and regular audits, this time adds up and becomes a significant drain on resources.


If you’re reading this, you have probably already concluded that traditional locker systems don’t cut it anymore, but how do you convince those who make buying decisions or cause workplace change to happen?


Usually, you have to write a strong business case backed with figures and a clear ROI, which can be challenging and time consuming.


The eLocker team can happily work with you to make your business case as strong as possible, at the end of the day, our solutions have to date proven a return for the likes of PWC, Microsoft and Amazon. But detailed below is a guide to help you get that first draft off the ground.

The best way to show decision-makers the value of smart office lockers is to compile a solid business case that outlines the reasons why it’s needed, the objectives and the desired benefit to the business. A business case typically includes four main sections:


Executive Summary: The executive summary is your business case’s first impression to make a clear mark. It should concisely convey the essence of your proposal. Summarise the key points, objectives, benefits, and expected ROI in a way that decision-makers can easily understand, e.g., why your office needs a smart lock system, along with a breakdown of the smart locker systems to consider.


Finance: Financial appraisal, sensitivity analysis, and other financial considerations of installing various employee lockers. Consider the Cost of Inaction (COI) too…basically, the impacts of ‘doing nothing’ (our team can help you work out these figures). How many hours and resources will be wasted if you don’t implement the solution? How impactful will it be on existing employees and the recruitment of new?


Project Definition: Background information, business objectives, benefits and limitations, option identification and selection, scope, impact, interdependencies, outline plan, market assessment, risk assessment, project approach, and purchasing strategy for obtaining smart locks.


Project Organisation: Details on project governance, progress reporting, roles and responsibilities, project tolerances, project standards, review points, and decision-making processes.

Benefits of Smart Locks for Staff Lockers​

When making a business case for implementing digital staff lockers, you must highlight the advantages of smart locks over your current locker system. Solutions like eLocker have proven time, cost and security savings and these savings should be defined and positioned carefully throughout your document.

Enhanced Security

Digital locks offer a higher level of security compared to traditional locks. They are less susceptible to misuse because having data on their usage quickly creates accountability, with many companies who use digital lockers seeing lower levels of misconduct. Additionally, the centralised management of lockers will enhance the security process for on-boarding and off-boarding employees.


It’s essential to tie this benefit directly to financial and organisational goals, e.g., “Our proposal for staff lockers aims to enhance workplace security, which will, in turn, help us meet our employee satisfaction goals.”

Hybrid Lockers & Integrations

One of the standout features of eLocker’s solution is a whole new level of flexibility, allowing you to choose which staff have a temporary (hot) or permanent locker, making it simple to match your hybrid workers and your clean desk policy (a core component of ISO27001).


Moving to ‘hot’ lockers, in our experience is also the catalyst to see lockers placed in smaller numbers, in multiple places around the workplace (typically close to hot-desking or agile work areas). This delivers a better experience to employees and improves overall office space use.


With multiple access options available, including using existing staff cards, installation is non-disruptive, and you’ll find that the time spent on manual key distribution has been eliminated. This will also improve your staff’s overall experience. All they need to enter the building, print something, grab lunch, or open lockers can all be on one card, eliminating confusion and simplifying onboarding.


Integration with any existing HR platform or other workspace management tools is easy by using eLocker’s open API. Just put us in touch with your tech team and we can help.

Space & Time Optimisation

Using eLocker’s hot system, your staff can use a locker just for the day, allowing you to have just enough lockers for the staff on shift rather than the whole workforce. In your business case, use real-world examples to illustrate this point. For instance, one of the world’s ‘Big Four’ accounting firms saved 70% of their floor space compared to their old key and barrel lockers. For most building managers, this space-saving is a big goal but often an unexpected benefit of smart lockers.


Smart lock systems significantly reduce the management time needed compared to traditional lockers. Amazon staggeringly saved over half of their locker management costs when switching to eLocker. This time-saving benefit can increase productivity and operational efficiency within your organisation. Many companies still use a simple spreadsheet (or pen and paper!) to manage their lockers, which takes too long and often leads to errors. When there is an error, you usually have to re-audit your whole locker system.


With a solution like eLocker, your data is accurate, up to date and safely stored in the cloud.

Analytics & Insights

eLocker’s online system gives you valuable analytics and insights into locker usage across all your workplaces. Your management team can use data to optimise locker allocation, track usage patterns, and improve overall operational efficiency at the company by making smarter data-led decisions.

Presenting a Compelling Business Case for Smart Staff Locks​

There are a few tips to keep in mind when crafting and presenting your business case:


Align with organisational goals. Show how smart locks align with your organisation’s broader objectives. Whether it’s enhancing employee well-being, increasing operational efficiency, or reducing security risks, highlighting this alignment reinforces the importance of your proposal.


Address potential concerns. Anticipate and address possible concerns or objections that decision-makers may have. Whether it’s initial costs, maintenance, or implementation challenges, demonstrating your readiness to tackle these issues shows thorough planning.


Use figures. When presenting your business case, it’s important to quantify any points via cost and savings figures. This will help to make the business case more justifiable.


Smart staff locks are proven by the likes of Amazon and Microsoft to deliver significant time and cost savings. To develop a strong business case, you need to ensure that you have figures demonstrating a clear and tangible benefit upon installation. Before building your business case, be sure to speak to the eLocker team, who can help to generate a Cost of Inaction document and other key stats on how upgrading to smart lockers may be the transformation your business needs.

Want to see eLocker in action?

Tell us a bit more about your business and use case, then our experts will guide you through the process to see if smart locks are a good fit for you.

How to Build a Business Case for Staff Smart Locks