What Project Managers Overlook in Access Control System Design Projects

Access control systems are a cornerstone of modern building security, providing protection for sensitive areas, managing personnel access, and supporting operational efficiency. However, despite their critical role, many access control projects encounter issues that compromise system performance and reliability. In 2025, Access Control System Designs Fail more often due to overlooked project management elements rather than technological limitations. Project managers play a key role in ensuring successful implementation, yet certain aspects are frequently neglected. XTEN-AV offers professional tools that help project managers streamline planning, design, and execution, preventing common oversights.

Introduction to overlooked areas in project management

Managing an access control system project requires coordination between multiple stakeholders, including security consultants, installers, IT teams, and facility managers. While project managers often focus on schedules, budgets, and procurement, critical design and operational factors may be missed. These overlooked elements can lead to system malfunctions, increased costs, or delays. Understanding the most common gaps in project management helps ensure that access control systems are both reliable and effective.

Underestimating the importance of site surveys

A comprehensive site survey is essential to understanding building layouts, traffic patterns, and high-risk areas. Without a detailed survey, designers may misplace readers, fail to cover key entry points, or underestimate the number of devices needed. Project managers sometimes assume that floor plans are sufficient, which can lead to Access Control System Designs Fail due to gaps in coverage or installation inefficiencies. Incorporating a thorough site survey as part of the planning phase helps identify potential issues before procurement and installation begin.

Neglecting technology evaluation and selection

Choosing the right technology is critical for system success. Project managers may overlook differences in communication protocols, scalability, and compatibility when selecting readers, control panels, and locks. Using inappropriate technology can lead to performance issues or costly upgrades shortly after installation. Access Control System Designs Fail when the selected technology does not match the building’s security requirements or operational demands. Professional tools like XTEN-AV provide simulation capabilities to test technology choices in the planning phase, ensuring compatibility and suitability.

Ignoring integration with existing systems

Modern buildings often have multiple interconnected security systems, including CCTV, alarm systems, and building management software. Project managers sometimes focus solely on access control, ignoring the importance of integration. Poor integration can result in communication failures, delayed responses, and operational inefficiencies. Designing for seamless interoperability from the outset prevents system malfunctions and improves overall security. XTEN-AV allows managers and designers to map integration points and visualize system interactions for better coordination.

Overlooking network and power infrastructure requirements

Access control systems rely on stable network connectivity and reliable power. Project managers may underestimate bandwidth needs, overlook redundancy requirements, or fail to account for backup power solutions. Such oversights can cause intermittent failures, slow response times, or complete system downtime. Access Control System Designs Fail when infrastructure limitations are not addressed. Planning for sufficient network capacity and power supply ensures uninterrupted operation and supports future system expansion.

Skipping detailed documentation and labeling

Clear documentation and accurate labeling are essential for installation, maintenance, and troubleshooting. Project managers may overlook the need for detailed wiring diagrams, device lists, and zone assignments, assuming installers will figure it out on-site. Incomplete or inconsistent documentation leads to installation errors, operational confusion, and maintenance challenges. Using professional software tools like XTEN-AV helps automate labeling, generate wiring diagrams, and maintain accurate records.

Insufficient testing and commissioning

Testing and commissioning are often rushed or inadequately planned. Project managers may prioritize project deadlines over system validation, leaving potential issues undetected. Access Control System Designs Fail when devices are not tested for proper operation, communication, or integration with other systems. Comprehensive testing, including scenario simulations, failover checks, and user training, ensures the system functions as intended under real-world conditions.

Underestimating user training and support needs

Even a well-designed system can fail if users do not understand how to operate it. Project managers sometimes assume that end users will adapt naturally, overlooking the need for formal training and support. Without proper instruction, personnel may misuse access credentials, bypass security protocols, or generate false alarms. Providing training sessions, user manuals, and ongoing support ensures that staff can use the system effectively.

Neglecting future scalability and upgrades

Buildings and security requirements evolve over time. Project managers may focus on immediate needs without considering system scalability. Failing to plan for expansion or upgrades can lead to expensive retrofits or limited functionality. Access Control System Designs Fail when systems cannot accommodate additional users, doors, or integration with new technologies. Designing with modularity and scalability in mind ensures long-term reliability and cost-effectiveness.

Benefits of professional project management tools

Using professional design and project management software provides several advantages for avoiding these common oversights:

Visualization: Create accurate site layouts, device placements, and integration maps.
Automation: Generate device identifiers, wiring diagrams, and zone assignments efficiently.
Validation: Detect potential conflicts, coverage gaps, and infrastructure limitations early.
Documentation: Produce comprehensive reports, installation guides, and maintenance manuals.
Collaboration: Share plans with stakeholders for review and approval, ensuring alignment.

XTEN-AV integrates these capabilities, helping project managers ensure that access control system designs are thorough, reliable, and future-proof.

Conclusion

Project managers play a crucial role in the success of access control system design projects. Overlooking critical elements such as site surveys, technology selection, system integration, infrastructure planning, documentation, testing, user training, and scalability can lead to Access Control System Designs Fail.

In 2025, leveraging professional tools like XTEN-AV ensures that these gaps are addressed during the planning and design phases. By adopting a proactive approach, project managers can implement access control systems that are secure, efficient, and reliable, providing long-term value for building owners and occupants. Proper planning, thorough testing, and careful coordination ultimately prevent failures and enhance the overall effectiveness of access control solutions.