When providing security services to a client, the daily activity report issued by security guards is of utmost importance.
Your clients won’t be in the building at all hours to observe your guards as they perform the rounds—your clients don’t want that, and your team surely does not want to have clients intruding when they work. That is why one of the best methods to prove the worth of your team and remain accountable to your client is these daily reports.
While all daily activities of security guards are not the same, modern applications can help simplify and automate much of the reporting process. However, there are still a few things that you can do to perfect the activity reports of your guards as well as ensure that your clients receive information.
Consistent Activity Input
Accountability is important for a client, and as such, it is essential for guards to be consistently active throughout their shift. Even if the incident reports don’t have anything major to add, inputting normal observation shows the client that your team is patrolling actively, and they are ready to act if an incident occurs.
Attaching Photos and Videos
Digital security reporting software enables guards to add images and videos to their reports so that clients can assess an incident better and provide further instruction if necessary. Videos are especially helpful during a serious incident. Of course, there is no need to flood a client with images, either. Videos or images should be included in a security guard reporting only if it is useful to the client.
Reports Should Be Simple and Descriptive
It is important for your guards to know that while a client wants a thorough report of all occurrences during a shift, they also want to quickly read the vital information. Patrol descriptions should be brief, and your guards should also avoid unnecessary adjectives and flowery language. However, they should include the what, where, when, and who for all activities. Only the facts should be included in these descriptions because speculation and opinions are not helpful to the client.
Clients don’t always have time to read a report completely. Busy clients may only scan through an activity report for matters of concern or just to make sure that your team is doing its job. Distinct activities should be separated with different entries and timestamps to make scanning the information easier for clients.
Guards should avoid using 10-codes or other such jargon that might make it difficult for a client to understand. These codes and abbreviations are appropriate for communications between the members of the security team, but many civilian clients might not be able to comprehend the meaning of these terms. Jargon should be avoided to reduce the risk of clients becoming frustrated with the reporting of your team.
The above reporting techniques will help your guards become more efficient in their reporting as they will be able to provide easy-to-read, useful information in their reporting. This will provide a satisfactory accounting of the work of your team, improving client satisfaction as you send usable and reliable information.