Security Management Strategy with Smart Workforce Analytics

Security Management Strategy with Smart Workforce Analytics

The key to an effective security team is basing decisions on the actual, not the speculated. A robust security management plan demonstrates risk levels, identifies duty holders and assesses the effectiveness of plans. This guide outlines how smart workforce analytics can enable security teams to feel at ease protecting sites.

Workforce Planning and Deployment

Each of the security sites will have its own requirements. There will be situations when a shopping centre will require additional guards on a weekend, a warehouse might require a timely night guard, and a building site would require a gate control during deliveries. The first step in good planning is to have a good grasp of these needs, followed by the placement of appropriate guards at appropriate times.

The plan is put into action at deployment. Guard(s) should be present, licensed and available to arrive on time at the site. With managers able to view hours, locations, and qualifications all in one place, they can create rosters that truly meet the needs of the business. This eliminates gaps and helps to prevent overbooking and to ensure that clients know that their sites are covered.

Plans That Match the Site

The plan that works well for one site might not be successful for another. By observing past incidents and the layout of busy periods, it is possible for managers to establish sensible guard numbers. The little things count as well patrol time, number of entries to be checked, etc. Plans created with this knowledge are easier to sell to clients, and to carry out by guards.

Security Management Strategy for Modern Teams

Patrols are not the only aspect of modern security teams. They take care of the roster, licences, reports, customer requests and sudden changes, and can do it in several sites at one time. Having a clear plan ensures teams are organised and are able to deal with pressure calmly. Also provides a common understanding of the expectations for good work for guards and supervisors.

Analytics can help with this by providing valuable takeaways from the daily data. Hours, incidents and response times are reported and provide information on what’s working and what needs attention. Leaders can then make changes to their plans early – before a complaint is received. A consistent strategy creates more powerful teams, as well as trust with clients over time.

Smarter Guard Deployment

One of the most critical decisions in security is "who" is assigned to "where". Smart deployment is not simply about who is free; it's about who is qualified.

A guard trained in first aid can be beneficial in an event where a lot is going on, and a guard who is familiar with a site could be most useful during a quiet night shift. Fairness also matters. Guard rosters share the hours appropriately and provide notice on time; guards feel valued and are more likely to remain.

However, managers continue to have control and to be able to overrule suggestions, leaving human judgement at the heart of the operation. Narrow teams have a better knowledge of their sites, are quicker to detect unusual activity and provide a more dependable service to their clients. A positive attitude by the guards leads to increased retention.

Right Guard, Right Time

Skill is not the only thing that matters; it's timing as well. The value of a late good guard is less than that of a timely good guard. Clear shift details, travel time and handover notes assist guards to show up well prepared. In the case of urgent call-outs, managers can quickly and easily fill these vacancies when they know who is the closest and best qualified.

Live Security Operations Monitoring

Live monitoring displays what’s occurring at the sites at this very moment. It helps managers to view the rostered guards and the sites they are covering, and where a hole might be appearing in the coverage. The supervisor can recognise immediately if there is no guard and can take action before the issue escalates.

Using a WMS, this information is displayed on a mobile device or computer no additional calls or messages. The same information is displayed at the same time to supervisors and control room personnel, thus accelerating decision-making. But alerts that are not too frequent will help as well. There must be an optimum number of alerts; otherwise, people will not pay attention to them.

WMS for Risk-Based Staff Planning

A WFM system combines rosters, licences, attendance and reporting in a single system. Rather than having to deal with multiple files, managers have one record which remains updated.

This helps to minimise double entry, helps to ensure that no information is lost and provides leaders with transparency of how each site is performing. Risk-based planning involves placing more guards in the places with a higher risk and fewer guards in the places with a lower risk.

This is possible thanks to the records a WMS can store, such as the hours worked, incidents and shift changes. WorkforceMS started in the construction industry, where crews have to be on site all the time, and keeping accurate records is essential. This background is ideal for security teams that have multiple locations.

Security Strategy and Risk Control

A good strategy is not a piece of paper that is put in a drawer. It is a series of easy everyday precautions that help to keep things safe. Teams assess risk and make decisions about controls; they regularly verify the effectiveness of controls. One of the most robust controls is staffing; staff can prevent many problems if the right people are in the right place.

There is a need for honest reviews in risk control. The plan should change if there are repeat alarms at a site, unusual activity or if the site is frequently short-staffed. These reviews are made easier and fairer due to clear records. It is then possible to discuss what changes should be made, having facts at their disposal.

Here are some things to keep in mind:

• Compare guard numbers with the actual risk level for each location.
• Maintain all rosters, licences and reports in one location.
• Check incident and staffing information weekly.
• Make early changes to the plan when patterns emerge.

Spotting Weak Points

The weak points are typically found in the smallest of details. One or more of the following can be a risk if a gate is unlocked at shift change, a patrol is always late, or a site relies on one guard: Reports are used to alert managers to these vulnerable areas before they can do any damage. It is easier, less expensive and safer to fix them early than after an incident.

Automated Compliance Tracking

There are laws in place regulating the security industry in Australia, with variations in the laws between states and territories. Typically, guards are required to have a valid security licence, and some positions require additional training or first aid certification. Providers must make sure to follow current requirements with the licensing authority, as these requirements may be subject to change.

Manual tracking of all licences is time-consuming and susceptible to risks. Automated checks can record details of the licence and dates of expiry and remind you ahead of time when anything is about to expire. A roster can be used to mark the end of a guard's licence, so that the guard will not be marked for rostering accidentally. Below is a list of some frequently used items.

Fewer Surprises

Reminders are sent out weeks before an expiration date and leave time for guards to renew. Upcoming renewals are visible across the team, and cover can be planned. Additionally, clients can be assured of the qualification of all guards on site as well as their ability, which helps to gain trust and eliminate last-minute stress. All know their places.

Performance Insights for Security Teams

Performance insights enable managers to gain an understanding of the performance of the teams. Reports can include attendance, completion of patrols, response times and overtime statistics for each site.

These facts give evidence-based praise and coaching, not memory-based praise and coaching, which in turn gives evidence for fair feedback. It's good for guards to be noticed and documented for good work as well. Insights are to be taken with a pinch of salt.

Don't make decisions based on numbers; supervisors should confer with guards first. All personal information should be managed sensitively and responsibly, and only passed on to those who require it and in compliance with Australian privacy laws. When there's trust within the team, it's because of the honest and respectful use of data.

Data-Driven Workforce Decisions

The use of data enables managers to go from "we think" to "we know". Reports can provide details on the most commonly used sites, shift changeover frequency and timings and the occurrence of incidents. These figures illustrate areas of success and failures of plans. Leaders don't have to take a chance.

Leaders can use this data to make roster changes, incorporate employees and provide actual data to their clients on costs. Helps to have an open discussion regarding the degree of cover required at each site. As time goes on, these positive data create more secure sites, more solid teams, and better client relationships.

Learning From Every Shift

All the moves convey something of value. Going through what has gone well, what has not been so good and what might be done better will improve teams' effectiveness every week. If one time slot is ALWAYS full, it can be filled in more appropriately. If the plan is always to be changed because one site is constantly running low, then there is a problem. Little and little makes a big difference.

Conclusion

To build an effective security management strategy, you'll need clear plans and the appropriate guards and records that you can rely on. WorkforceMS lets security teams maintain their rosters, licences and reports all within one place. Make the most of the smart analytics and have a demo today!