How To Manage Your Contract or Outsourced Security
When you use the right tools for managing your contract security force it will make everyone’s job easier, especially if your are member of JMB or a Resident Committee. There are basically 3 primary tools that we will discuss in this article. The first of which is the Security Manual.
- The Security Manual
The security manual is a document that outlines directives, emergency procedures, post orders, and other memorandum pertaining to the security function. Your facility’s security manual should also reflect publications and manuals from other departments such as audit wherever possible. By having this tool in place, you will spend much less time addressing errors that your guards make due to the lack of proper instruction or training.
The security manual should be a living document that is updated regularly and one which all security guards should have access to it. The ability to quickly update the security manual, or at a minimum the post orders, is critical. The security manual’s post orders provide instructions that are specifically tailored for each post or position in the security program. The post orders should also detail the guard’s duties in chronological order so that they serve as a minute-by-minute guide for the guards. As part of the security manual, post orders must also undergo regular revision, review, and updating. In a world dominated by document sharing applications, post orders should be stored and accessed digitally. When stored digitally, post orders can be updated, uploaded, and distributed to your guards instantaneously. This type of instantaneous access ensures that all of your guards are always in the loop when requirements change.
- Reporting Systems
The security guards at your facility generate various types of reports that serve to inform you of what they have seen, as well as issues that need to be addressed. The development of a reporting system is necessary for efficiently monitoring the performance of the guards and management of the contract. Incident reports and daily activity reports are two reports that are fairly ubiquitous in security departments. But there are many other types of reports that your security guards can and should be generating, including: lights out reports, fire extinguisher reports, parking violations, and incident trending. With the amount of information that your guards are generating in their reports you should have an easy way to organize, distribute, and summarize this information.
One of the best tools for efficiently reviewing security guard reports are web-based security guard reporting systems like those provided by some real-time system softwares. These reporting systems allow your security guard contractor to eliminate the inefficient use of paper reports by allowing their guards to submit their reports via the web. Using these types of systems allows contractors to provide you with one point of access to review, update, and disseminate any reports that are generated by their guards.
………………continued in Part 2