Your KPIs Are Too Late

1 A KPI (Key Performance Indicator) –

KPIs take too long to analyze and return data to really be helpful in the security industry. By the time you get that data, someone could have been injured or you might have lost the contract. It’s flawed to look at compliance or completion analysis, waiting to see if you performed an inspection, completed site visits, security analysis, or penetration test efficiently.

You may be accustomed to waiting to get results during a Quarterly Business Review (QBR) when the stakeholders are meeting and going over stats and data. But that’s too late to be acting on data. Let’s talk about your upfront training courses and statistics, and your e-learning platform so you can show all of the training, and elite officers, to provide proof and certifications. You want to show key stakeholders upfront the skill and growth investment that you have in your employed talent. That brings peace of mind to your client. You don’t want to wait and prove your value 3 months later because once you have a contract, focusing on billable skills based on data, or you’re going to fail.

 


2 A lead measure is — Not response training.

“There is a giant difference between knowing a thing and knowing the data behind that thing,” says Chris McChesney, co-author of The 4 Disciplines of Execution*. You shouldn’t wait for lag metrics to evaluate tasks and efficiencies; you need real-time information. You need to see what is actually happening while it’s actually happening. (How? See DSSM ) Security is a real-time industry and for maximized safety and security you need real-time evaluation and real-time data so the focus can be on the process and the people. There are many lead measures that give insight on measuring the effectiveness of your team. By the time you get the information from the lag metrics, you’ve seen the data and tried to adjust, but without using lead measures you’re too late. You’re looking for the qualitative data and reducing your daily vision on the quantitative data. Both are important, and both have a time and place where they should be in front of you without thinking about it.


3 Overtime – You need a lead measure.

You need to evaluate what your employees are scheduled for, not what they are working, and you need to see it in real-time, and you need software that will alert you when an employee is approaching OT. Most security companies don’t get reimbursed for overtime and that pay has to come from somewhere. The best method to reduce overtime is being able to look at your scheduling on Monday to see where each employee will be on Thursday, not waiting until Thursday to see who is still available and who is approaching the overtime limits. (Ask us about HR COMMANDER)


4 First-time fix rate—

The first person on the scene should find the resolution to the problem. Instant resolution and incident de-escalation are very important to you and your clients. You need lead measures and real-time visualizations to achieve a new view of the number of incidents and how many officers are on each incident. Ideally, you will only have one officer on each incident, but sometimes the situation calls for additional assistance, and that’s understandable. But when you get to the point where you have multiple officers on every report, you really need to start examining where the breakdown is occurring. Do you have a low-confidence officer who needs backup on every call? Do you need to step in and re-administer training? Software with a DSSM brain will assist in finding the root issues rather than waiting for the outcomes. You will see constant evaluation and officer rating just like you would give your Uber driver, every time an action takes place, you are getting rated. As rates drop, DSSM software will ensure that low rated staff is not dispatched to high-risk situations. Then it should alert supervisors to the staffing weakness.


5 Client Onboarding –

Do you have the right people in the right place and are they using the software to educate the client and the officers for a new location? Do you have a quick and easy turnkey solution where you are already in tune with the software and the software knows your business processes and you can replicate that from location to location? Do you have a strong partnership with your vendor and you can easily present that to prospects and new customers? You should. It will save you a lot of headaches… and money.

*https://www.franklincovey.com/the-4-disciplines/discipline-2-act.html

Change Is The Only Constant. Part 1

“Change is the only constant” Heraclitus, Greek Philosopher

Change and Change Management:

Change is not easy and it doesn’t happen overnight or even as often as it probably should. I’m not sure what really stops change from happening, if it’s a fear of the unknown and monetary investment, or if it’s more closely related to the fact that our client’s companies have been built from nothing and have been very successful using the processes that they have developed and put into action. We do see a lot of, “it’s not broken, so why fix it” and they are right, if it’s not broken, there is nothing there to fix. But…

But when we get into a conversation about how all of the moving pieces of a business are coming together, and really start peeling away the layers, we see things that can be handled a lot more efficiently, effecting both time and money resources.

Sometimes the problems are so buried that they aren’t easily recognized. And sometimes problems look like they might have an easy solution that really just acts as a topical bandage on the deeply rooted issues.

Let’s say you find yourself with a payroll problem and think that your business requires a really ridged solution to fix whatever the visible issues are. But why? Do you really have a payroll problem? Or do you have an employee talent pool problem? Do you have enough employees to complete the work? Do you have too many employees staffed? Do you lack a good way of tracking employee hours and overtime? Is your team getting the right training to be as useful as they can be, to meet the needs of your company? I guess the point is, is it really a payroll problem?

It’s not about plug and play solutions that we see from so many of in the market, they always sound so easy and end up being more work for you and your employees than what they’re worth.

Instead, let’s look at multifunctional software that assists you in tracking and data analysis so you can learn a whole lot more about your business by the numbers. And beyond seeing your business on paper, you are decreasing liability and optimizing your operations and processes. This is software working for you rather than creating fragmented parallel processes with everyone in their own lane, doing their own thing, and more than likely, doing the same work because the avenues to share data never intersect. This route may feel like it’s making progress, but really it’s just creating a whole new problem.

The solution rests in Dynamic Security Signal Management software. Just one platform that houses everything that your business needs, and provides flexibility of use to the user and the organization. It’s not required that you use all modules of the software at once, but see it, learn it and let those conversations happen to really understand the problems your business is facing and intervene early with an all-encompassing solution.
Our platform is about as plug and play as they come but in a good way. It’s user-friendly and is designed for a quick roll out no matter how large your operation is. But on the other side, it’s the furthest thing from plug and play because we work with you to customize every aspect of the platform, so it fits perfectly.

We are changing the way you work with technology. You don’t have to put a lot of time into it to get a lot of worth out of it.

DSSM Solves Your Scheduling Problems, No-Shows, and Overtime- Intelligently

Why should you work for your employee scheduling software when it should be working for you? DSSM is able to identify information gaps and trends while intelligently ranking your employees for approval of shifts so you don’t have to.  Why should an employee that often no-shows, or isn’t available be at the top of your list only because their last name starts with “A”?  Your scheduling software should suggest to you the best fit to fill a spot based on experience, work history, and skills.

If, for instance, an employee consistently no-shows or calls off for a shift, they will be ranked at the bottom of the employed talent pool, and potentially not get scheduled anymore. But before that, the software would flag and notify HR and supervisors to intervene and counsel the employee on their attendance or performance.

DSSM also helps you identify and reward successful employee behavior by scheduling them for the shifts they want and have earned. With intelligent ranking systems, employees are no longer sorted by alphabetical order, rather they can be sorted by their performance abilities and make you look like a hero to your bosses and/or clients.

It’s a fact that your software can still be very smart and show you data, but it still runs off of a mainstream thought process of software use that requires human analysis and physical interaction to name the significance of trends, rather than more progressive measures. Why shouldn’t the software be intelligent enough to make those decisions for you, based on your trends and needs exhibited through the machine learning process?

Let’s take this back to something that we can relate to in a different aspect of businesses. If you compare to leads and sales where we start at the top of the funnel with a large pool of prospects and when you get to the bottom of the funnel with a smaller number of successfully closed deals, you track those backward and look at all of your successes.  From there you want to know where those successes came from.  What are the common factors of the successful deals, so you can replicate those same deals?  This same method will then help you with employee training and recruiting.  If you can classify your most successful employees based on certain recruiting locations or techniques and understand their unique skills and abilities, then you can replicate that process and keep growing successful operations.

You want to attract, train, retain and repeat— make a repeatable process of your successful employees because that’s how you will teach the software to do the work for you. We are looking for a full evaluation, not just measuring day-to-day signals of external components such as door alarms or security breaches, but also internal processes and training. You are developing best practices as you go and don’t even realize it, and an intelligent DSSM can mirror all of that back to you.

Dynamic Security Signal Measurement

Dynamic Security Signal Measurement Platform (DSSM) is replacing an antiquated human interaction system of analyzing data manually.

What does this mean? It’s not about creating custom forms, guard tours, dispatch modules, or text messaging programs. Rather, it’s about watching constantly changing indicators within security operations having the ability to auto-respond to it. There is always change. Every event and activity fluctuation requires measurement, and the demand exists for something that has never been done before in the world of security software. Does this door alarm require a response by a physical guard? If yes, who should the guard be to handle it? If there are an elevated number of incidents occurring in one particular location, should you re-deploy on-duty responders? DSSM will provide real-time data and not just data but offer real-time direction in conjunction with machine learning.

Another example:
A front gate becomes loose and there is no one around and must not have latched completely. Maybe the wind blew it open and there was no one around it and no threat. Then the intelligence of dynamic security signal measurement software would just log the incident alert someone to go close the gate. But it wouldn’t start sounding the sirens and go to Defcon four over it. Right now reactive security protocol is just that if the alarm goes off, someone is going to go run to it or figure out what is going on without any computer-aided knowledge in the decision making process.

On the flip side of that if someone is trying to drive a car through the front gate, the protocol would say to call 9-1-1 dispatch all available officers that are capable, not just closest, but capable, to get there. You need to be able to measure the situation instantly and effectively by knowing who is within the area who is properly trained to handle the situation and who can get there and how fast. Even down to know what their mode of transportation is.

It’s a perfect balance of everything we’ve created coming together, but now adding machine learning to the mix. Learning and being able to filter out what’s not important and bring to the forefront what is important.

This is different for every user, this is different for every facility, location, company, it’s going to be different for a lot of people and it has to be-be able to measure every indicator and know what needs to be done with those every time and it’s going to learn. It needs to be able to learn those responses and that information as well.

But then it’s also going to give you all of the visuals that you need, not just give you one specific module. Whether it’s tour confirmations, or your learning management systems or your incident dispatch system, you’re going to need to be able to see more than one thing at a time just in case something does happen so that you’re not looking through the straw at only one process, you need to be aware of your surrounding s and have a 360 view of the safety and security of your facility or venue or your residential community.

What does this mean for you

What it means is that you are going to react to situations faster and more efficiently, be more cost effective because you can officially distribute your workforce as needed and spend less on overhead through labor and software

Why us?

We are the only ones who can do this, we’ve created this for you.

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A 360° View Is Important No Matter Where You Are— Even In Software

I’m sure you’ve heard the term “looking through a straw,” meaning that it provides a limited view of what is actually happening around you. To ensure safety and security, you need to see the big picture, the 360° view of events in real-time. A lot of people live under the false belief that because you put someone in front of a computer and give them a great tool, that magic will happen, and doesn’t mean that — there could be something happening and they wouldn’t know it. If you are handling a dispatch call, that doesn’t mean that you shouldn’t be aware of what is going on around you. You need to be able to switch between open calls to stay aware of progress and resolution of incidents, but also be aware of other communications, actions, and incidents in the field.

Proactive action and simplified communication broadcasting are the most important factors with a Dispatch Team, but in order to be effective, safe, and secure, your team requires something with predictive intelligence and a full view, making the call for action quicker and easier. If Predictive Intelligence isn’t a current proactive touchpoint in your security strategy, it should be.  Why should you use retroactive data to manage security, why not use real-time data and ever-changing intelligence?

It’s not about overloading your team. You can overload your team by the wrong CAD software if it’s too cumbersome. It’s about finding the best fit for you. In my 15 years of security experience, I’ve found that it’s not the most expensive software that is always the perfect fit, it’s the one that has everything that you need with the fewest clicks to get the job done. It has to be easy, and it has to give a full view.  You shouldn’t be wasting time trying to figure out the software when you need to be proactive in the field.

A well-trained security employee will know the procedures and protocol, but having a perfectly designed report will guide your employees through all of your processes and provide you with valuable data that you can use to protect yourself from any future litigation or even forecast future needs. Your safety and security are at risk without the best tools, where all of the data points can come together to paint the full, short-term/long-term picture so you can see the full scope of what you are dealing with for the day, week, month, year, and beyond.

Here is a little more to think about: Real-time data is great and all software has it, but is that data presented to you in a way that is easily digestible, understandable and useable? Are you getting everything you need and nothing that you don’t? Can you customize that view based on your responsibilities (staff/supervisor/operations).  Data is essential for what we do, especially in our forecasting and planning sessions. I can’t emphasize this enough, forecasting must be intelligent. We can’t afford to have any guessing in this industry when there is so much at stake. You can collect all of the data for any period of time, but it wont do you any good if you can’t easily recall the reports to review, don’t have someone to analyze and present the data, or if you don’t use it to create protocol within your organization. Just know that the right software will assist at a high level by producing intelligent, easily searchable, and useable data for you.

Tony Unfried has a Masters Degree in Public Affairs: Criminal Justice Management from Indiana University. Tony spent more than 15 years experience in physical security and 8 years in creating security software.

Want to know more? Fill out the contact form and we will get back to you right away.

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Security Team Management

There are so many details that contribute to great Security Team Management but for the sake of this blog, we are going to focus on three points. As we continue with the blog and our upcoming podcast, we will take a deeper dive into what it takes to have great security team management, so keep checking back to catch what we are tossing your way.

#1 Scheduling:

Automated scheduling returns time to your management team by reducing all of the calls and emails that are usually sent to employees during the scheduling process. Automation also gives employees the freedom and flexibility they enjoy having with an employer. Don’t worry, automation still allows you to have regulatory control over what shifts and employee can schedule for, based on certifications and training requirements and keep employees from scheduling themselves for unapproved overtime. Not only can you ensure that shifts are fully covered, as needed for safety and budgeting reasons and for revenue. You don’t want to leave any money on the table by keeping a spot open. Keeping a spot open is just as detrimental to your bottom line as it is to the safety of your venue or facility.

#2 Dispatch management:

By implementing the use of auto-tasking and dispatching, the application of event-triggered action plans and tasks happens in the click of a button when the call comes in. Instead of radioing individual officers and telling them what to do and where to be like we used to do, now everyone instantly knows their roles and what to do next. It’s going to save a lot of time, reduce the potential for property damage, and most importantly, save lives.

#3 Payroll:

Payroll and invoicing is something that everyone hates to do. If an officer clocks in then the payroll system needs to know it, and not depend on yet another person to input that data. There is no need to be doing double work! If the guard is clocked in, there is no reason that someone else needs to clock them in or enter that time somewhere else. It’s common sense. But let’s be honest, we aren’t trying to be a payroll company. We aren’t trying to integrate with a payroll system, we are just trying to get data to the correct format to get it to the payroll system so you can focus on what matters most.

About Tony Unfried:

Tony Unfried, CEO of Archon Tech, holds a bachelors degree in Psychology from Wabash College and earned his master’s degree in Public Affairs and Criminal Justice from Indiana University. With 15 years of professional industry experience, Tony shares his knowledge of security and safety management through consultation and developing custom software to meet the unique needs of independent security companies.

Build Your Best Incident Report Template

In the security industry, it is essential to protect ourselves (and our businesses) from litigation and this means we have to track every detail of what we do. Everything.

Incomplete incident reports commonly lead to an increased litigation risk that can easily be avoided by ensuring proper training for all employees involved in the reporting process. Documenting the most accurate and complete record of events is vital to your operation.

By using an incident report mobile app and/or web application, you can ensure that proper reporting procedure is enforced every time. By utilizing required fields, dropdowns with limited response choices, using built-in Idscan and image capture, you are guiding your guard to a complete and robust report.  Since such a large portion of the data collected is company and guard information, this information can easily be pre-filled by software settings to save time and increase user efficiency.

In the event that an incident must be taken to court, prosecutors much prefer a complete, digital incident report that has standard required fields to ensure a solid report with on-site photos to create a holistic view of events. By introducing and making use of tools such as ID scanning technology, (ours is called IDReader) you can ensure fast, complete and accurate information of all individuals involved in the incident that your force is reporting.

Keep in mind that many legal cases are dismissed or plead out by the defense when a complete, digital, incident report is submitted by the security company.

Download for free on iTunes or Google Play.

A complete incident report that will hold up in the event of dispute or prosecution will include:

  • Full name, address and phone number of your guard company
  • Full name, position, and duty of the responding guard or officer
  • Complete demographic information of all parties involved – victim, witness, suspect
  • Complete factual narrative including specific details, individuals involved, along with photographic evidence
  • Specific locations are vital for future planning as well as the accuracy of reporting

How can you make your reports foolproof?

Just get digital.

We could give you a template to download, but that would just keep you on the analog paper path, and that isn’t going to help your business grow. Instead, let’s explore the benefits to going digital:

  • Digital forms provide the unique ability to add additional individuals (guards, witnesses, victims, suspects) instantly and as needed
  • Digital forms offer only the fields you need, offering extra space to include additional defendants, and reduce excess space to clean up clutter and produce a polished finished product
  • Digital solutions allow complete letterhead and logos on finished reports
  • Digital reporting strategies generate easily searchable data by keyword, location, or event
  • Robust digital reporting produces tracked analytic points that can be used for planning purposes and future incident prevention

Download for free on iTunes or Google Play.

 

4 Big Things Our LMS Does For you

1. Audit-Proofing Your Organization.

Compliance requirements for Safety and Security are ever-evolving, and organizations are protecting themselves and their employees by providing documented training for response to critical events. Companies are focusing more on employee development and training to reduce liability. Learning Management Systems (LMS) keep a real-time record that your employee has taken the courses and completed required certifications, as well as how well they performed. You can easily report out the status of each individual in the event of a security audit.

2. *DING* *DING* Your Training is Due!

A good Learning Management System will report out when employee training has taken place, but a GREAT LMS will notify employees when required training must be completed or repeated, keeping your employee learning and compliance up to date at all times.

3. On-Demand Training.

The beauty of a Learning Management System loaded with eLearning courses and documents is that your employees have 24/7 access to education and exams where applicable. No more scheduling multiple off-site classroom learning days to fit everyone’s schedule! Training is increasingly being digitally delivered as eLearning accessible by computers, tablets, and smartphones. A device-responsive LMS makes instant access to learning materials possible by delivering eLearning links, apps, PDFs, videos to any mobile device, anywhere, anytime.

4. Content Is Always Available.

Without putting knowledge into immediate practice, people tend to forget the majority of what has been discussed in a classroom training session before ever making it back to the office. By using a quality LMS, your staff will be able to go back and review content at any time to keep important information fresh in mind.

There is so much more to see in the Cirus Security App, schedule your software tour and see how the fully customizable CSA360 can help your security operation run more efficiently.

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