In the security industry, data is power. Every activity and process, no matter how small or routine, needs to be analyzed to keep security teams as agile as possible. Managing this data has proven to be a time-consuming task for security managers. But the days of writing out daily activity reports longhand are long gone.
The use of digital tools, like those in a security guard management software system, can help security managers translate everyday actions into measurable results faster than ever. A prime example of a security management software perk are digital daily activity reports.
6 Key Points to Create the Perfect Daily Activity Report
Daily activity reports are vital documents for security guards and managers alike. They are also one of the most important ways security teams communicate with their clients. And thanks to digital tools, it has never been easier to create these reports.
Ready to learn more? Here's six ways that software can help create the perfect daily activity report.1. Customize, customize, customize. You need a software system that is customized for your team’s needs. Figuring out exactly what you want to track and manage is key to creating the perfect daily activity report. Once you’ve established what you’d like to track in your reports, live security dashboards and customizable widgets make inputting data simple. Security managers can even customize their daily activity reports to match company logos and brand materials.
2. Include staff arrival and departure times. A security guard management software system offers convenient workforce management features like guard scheduling and remote clock-in and out tools. This feature helps free up time to check the schedule to ensure your security guards are where they need to be. Arrival and departure times also offer a simple way for managers to stay ahead of any unanticipated changes, like last-minute shift adjustments or unexpected guard tours.
3. Include a clear, concise summary of the shift’s activities. This information is helpful when evaluating and improving future processes. Compiling the day's activities also helps security managers identify guard patterns that can influence future training needs. Each daily report should list all the work completed for the client, including any issues. These details all provide more insight into your team’s processes, and therefore, their value to the client.
4. Document of any incidents or issues. Daily activity reports are different from incident reports. But these details should still be listed as they occur in the daily activity report. Examples of issues that need reporting include:
- Maintenance issues
- Safety breaches
- Unplanned visitors or tours
- Compromised entry or exit points
Each issue should include timestamps, shift details, and a step-by-step description of activities leading up to the reported incident. Software systems, with live dashboards and easy-to-use widgets, make inputting these details a breeze. These details minimize litigation risk and prove that processes were being followed. This helps protect security teams and their clients from being involved in messy legal proceedings.
5. Incorporate a range of media. Videos, text messages, emails, phone call logs, and other types of media are great ways to add structure to your daily activity reports. A wide range of media also helps show clients that all areas of a venue or property are being monitored at any given time.
Storing all these different pieces of information is no problem with software. The organizational capabilities in a digital daily activity report means all media will be easily accessible at all times.
6. Set up weekly or monthly stakeholder reports. Regularly sharing data, processes, and reports with clients promotes transparency and builds trust. Clients feel involved in every detail of their security team’s process. This not only improves client retention, but also strengthens client relationships.
Your daily activity report provides a two-fold value: security managers have a bird’s eye view of their processes. They can easily see where their team is excelling, and where improvements are needed. Clients are privy to all the information and know exactly where their investment is going. It is a win-win situation.
Gone are the days of physical data tracking and mundane reports. Digital daily activity reports are just one way security management software can strengthen and empower security teams and instill confidence in clients.
Security guard management software makes tracking employee performance, establishing new goals, and sharing information with clients easier than ever before. And daily activity reports are only the beginning. Discover how security guard management software can improve your processes by signing up for a demo with CSA360 today!