Countersign Personnel Daily Report Made Easy

Sign personnel daily report

hey guys Johnny Paige here over at silver track software and in this video we're gonna talk about seven things that every day the activity report should include [Music] all right so we're gonna start off we'll talk about some of the basics that should be in every daily activity report but then I will give you three ways to go above and beyond and really deliver value to your client through the daily activity reports now I'm not gonna cover a ton of examples here in this video but if you check out the article on our blog I will provide some examples of daily activity reports that have really gone above and beyond and are hitting home runs for their clients okay so be sure to check that out alright so let's dive in to the basics that need to be included on your daily activity report alright so when we're talking about the basics of a daily activity report it needs to include some things like time on and time off shift change information any kind of like passed down logs all of the routine preventative measures that you do on site we need to include incidents most customers may not require all of these things to be in their daily activity reports but part of being a professional in the security industry is that you hold a professional standard whether your clients hold that or not you never know when you're going to need a detailed report and the daily activity reports can be a very effective tool for strengthening the relationship with a client moving the perception of your services away from being a cost center towards really being a partner of that client and you can't do that with de ours that are just like rounding off entry is code for no issues to report or heaven forbid no da ours at all alright so let's dive into the four elements that every dar has to have when we're covering the basics let's start off with arrivals and departure times so you need to make sure that when your guard is coming on-site they're not rounding off the start times that's a really bad start to the report that we want to be accurate and valid if they're rounding their start times to the times that it was scheduled to start rather than writing down the time that they actually started we're not getting off to the right start here so make sure that you're either using a guard management software or a timekeeping solution that would actually put the right start time so if we're starting at 8:00 p.m. sometimes it's gonna be 7 58 sometimes it'll be 802 but we need to start off and into the shift with accurate start and end times of course you want to encourage punctuality but we don't want the officer lying and always writing down zero a hundred because or rounding off the times they're starting it's just not a great start to the report and technically it's not true the second thing we need to include is any kind of shift change information now there's two ways of going about doing this number one you may be actually having a shift change where one officer is relieving another in that case we recommend including any kind of pass downs that were received from the officer that was previously working so the new officers first entry should be information that they received it's relevant to the client into the report from the previous officer if it's a cold start another best practice here would be to start the report with how the guard is going to begin the shift things like officer is on site ready for duty I've got all the equipment it's in normal working condition I'm about to begin my routine patrols or something to that effect just a way for the guard to say hey I'm here I'm on site and I'm off to a good start the third thing that needs to be in the basics of a daily activity report is all of the routine and preventative measures that are handled on site and this is really going to make up the bulk of the report we want to make sure we stay away from things like all secures no issues to report all as well especially with some of those hand written reports having those rounded off times at the top of every hour I can't tell you how many times I've seen company is using reports where they say like 2100 all clear 2200 no issues to report those just don't really communicate a ton of value anything you're doing to prevent bad things from happening needs to go into the daily activity report if we don't want to be viewed as a cost center you need to make sure that there's somewhere in your reports that's showing the customer everything you're doing to reduce the number of incidents that are happening on site we want to show that the work you're doing is making a positive impact on the property that happens when we include all of the routine preventative measures that happen on the property the last basic element we're going to cover that needs to be included in the daily activity report will be any exceptions to the norm so anything that happens out of the ordinary now of course incidents are going to get their own incident report but we should also be including things like having positive or negative contacts with anyone on site any kind of safety hazards lights out sort of those like middle level cautionary items that'll happen things that are out of the ordinary or unusual may not necessarily warrant an incident report but we just want to make sure that if there's something unusual happening on the property its documented in the report and then of course we always recommend noting within the timeline of the daily activity report when an incident occurred if there was an incident on the property so that way when you're looking at the daily activity report you'll know if there was an incident created during that shift [Music] all right now that we've covered the basics of what needs to go into your daily activity report let's talk about a couple of ways that you can step up the value of these reports to your clients the first way is that we need to prove value to the client we need to make sure that when the customer reads the report that you feel like it's a valuable interaction with our security team one way that we see this being done is by including photos with the daily activity reports allowing your customers to get those snapshots of what the guard is seeing really helps increase the sense of value the customer feels when they look at the reports if you think about it most of your clients and clients in the security industry as a whole would love to spin the security budget somewhere else if they had a choice so we want the report to work against that view of security being a cost center one way we can do that is by including photos in the reports and just finding additional ways to really deliver value to their client and documenting that in the daily activity report item number six your daily activity reports should reduce risk and liability for the client when you're making those routine preventative patrols around the property we need to make sure that we're documenting what we're looking for and what we're attempting to prevent maybe we're doing a patrol of the East stairwell so we might say officer patrolled the East stairwell looking for any safety hazards we checked the lighting and the signage and the handrails to make sure that they were a normal working condition that way if there's ever a slip trip and fall hazard or a lawsuit we have the documentation we need to purr to help show that there was due diligence on behalf of the customer last but not least your daily activity reports should reaffirm the partnership with a client sit back and think what is it that my customer really cares about and make sure that we are documenting the officer's actions around those items in the daily activity report for example if you're working a construction site and their big concern is theft in the storage containers make sure that we mentioned the storage containers by name in the daily activity report oftentimes multiple times throughout the shift you're saying hey we checked the storage containers they're locked that way the customer feels that the guard really understands what it takes to perform well at the property and we've got it documented in the report [Music] that's all I've got for you guys today thanks so much for checking this out drop us a note if there was something that you include in your daily activity reports and we didn't include in the video here I'd love to hear back from you if you are looking at this video say hey Johnny that's great but I'm not really sure I could get my officers to include all of that and the average dar then I would love to have a conversation with you visit silver tract software comm and in the top right hand corner click get a demo schedule a demo with our team and we'll show you how security companies like yours are delivering amazing daily activity reports every single day all right thanks so much for watching [Music]