As a security agency you know how critical it is to supply your clients with good security officer daily activity reports. You also probably know that there are many benefits to using web based daily activity report software. Some of those benefits include: elimination of illegible reports due to poor handwriting; real time access to reports for clients; and the ability to easily archive and review reports. But if your security guards are submitting bad information, it makes those benefits less relevant…Garbage In – Garbage Out (GIGO).
With Daily Activity Report Software Avoid GIGO
When using web based daily activity report software, your clients are much more likely to regularly access this information. As a result, you should use this opportunity to showcase the great service that your officers are providing. But be aware that some security officers don’t include enough details in their daily activity reports. In many of these cases, officers aren’t sure what or how things should be documented. So here are some general rules of thumb for writing good daily activity reports:
- There is never such thing as too much detail – Whether you are using daily activity report software or paper, officers should try to leave no lines unused.
- Be as descriptive as possible – When security officers are describing something or someone, they should be as descriptive as possible. Being descriptive gives the reader a better understanding of the situation.
- Include an accurate detail of the duties or tasks that are completed – If your officers are responsible for checking something specific, for example locked doors, ensure that they document it.
- Document the people that are encountered – When officers document people that they see, your client will know that your officers are engaged and attentive.
- Record information about vehicles – At times when security officers are in need of content for their reports, vehicle information is always easy to add. Record the make, model, and license plate of vehicles that make it into daily activity reports.
- Most importantly don’t be repetitive – “All secure” is OK, but seeing that eight times in a row on a report begins to make the client wonder. Officers can break up the repetition by giving specifics: “All exterior doors checked secure, all outside lights working…” or “All fifth floor offices locked, all light are off, all OK.”
Here is a great presentation that covers many aspects of security officer procedures which includes a section on report writing starting on slide 31.
If you are a security agency that is providing access to your reports via daily activity report software like OfficerReports.com, it is critical that your officers understand how important this activity is. Take the time to read your officers’ reports and offer coaching and training as necessary. In the end, better reports make for better clients.
How do you train your security officers to write reports? Do you think that your clients value good reporting from your officers? We would love to hear your thoughts, please leave your comments below.
By Courtney Sparkman
