Setting Up the basics
When you begin planning the basics of what needs to be setup in Silvertrac for a new client, there are categories of information that need to be considered.
- Routine/preventative items (The Daily Activity Reports)
- Non recurring items (Incident Reports)
Routine & Preventative Items
The routine and preventative items will account for everything your officers do on a regular basis. These are the activities you want to account for to make sure your client is aware that you're getting the job done.
Reporting the routine items can include, but isn't limited to, the following items
1 - Tracking Arrivals and Departures
You can either setup an Issue Type called "Officer on/off Location" that the guards will submit at the beginning and end of their shifts, or you can setup a checkpoint they can scan as a faster alternative.
You can also use the task feature and overdue task alert to make sure your officers show up for a cold start on time.
2- Include Post Orders and Reminders in the Property Details Section
Notes in this section should be short bullet point items reminding the guard of what they are responsible for throughout their shift.
You can also using task to remind guards of high priority items of the site. Like when lock ups should be conducted or of changes to the scope of service.
3 - Planning checkpoints that makes sense
Checkpoints should account for the guard's time when they aren’t handling issues or unusual items. This includes everything from door checks, routine patrols of high risk areas, high value asset checks, etc.
If it's something that happens everyday, or multiple times throughout the shift, there should be a checkpoint or task setup for it.
For more on checkpoints watch this detailed webinar on how to setup checkpoints to WOW your customer and save tons of time.
Non-Reoccurring Issues (Incidents)
1 - First you want to make sure you have issue types setup in the terminology commonly used by your client. This means that the issues you use at a hospital should be different than the ones you'll use at a residential property.
2- It's important NOT have any unnecessary issue types showing on the property profile or in the handheld for the officer.
3- Track both emergency level items and cautionary issues including issues like:
- Positive and negative contacts with patrons or tenants
- Doors found open that were supposed to be closed
- Drive throughs or visitors on site after hours
- Janitorial visits
- Trash pick-ups
4 - Set Up Emergency Contacts for individuals sites and your operation as a whole.
Proving Maximum Value
After you setup the basics of the property, try pulling a property profile report and having your client highlight the issues they want to know about right away.
Identify what reports your client wants to see and setup automated reports to fit that criteria.
2 - Documenting all Supervisor Visits
Anytime you have a supervisor stopping by the site it should be documented by the supervisor on the DAR.
Future Webinar on this subject.
3- Quality Summary Reporting
Be sure to discuss the type of information that will be most valuable for your client ahead of time.
Example: Unit/Suite History, Address History, Issue Specifics, etc.
4 - Coordinating with Facility Maintenance
Discuss how maintenance issues should be reported and offer to provide the maintenance team with a dashboard for issues you discover.
If you’re going to rely on notifications, make sure the guards are trained on how to properly submit maintenance items.
5 - Additional Inspections
- Fire extinguishers
- Community Code Violations
- Street Sweepers
- Slip Trip & Fall
- Electrical/Sump Rooms
- Lost & Found
6 - Ability to Provide Parking Enforcement
Discuss the ability to provide basic to advanced parking management services.
- Working with a Tow Company
- Employee vs. Customer Parkin
- Short term vs. Long Term