HOW WORKFORCE MANAGEMENT SOFTWARE IS TAKING THE HASSLE OUT OF SECURITY OPERATIONS
Last year, Integrity Security Group became the latest manned guarding and security services specialist to adopt employee scheduling and mobile workforce management software SmartTask. Selected to deliver advanced proof of attendance, control room management and staff rostering, the solution replaced an outdated time and attendance system. While the business benefits of this kind of technology have been widely publicised, Professional Security Officer wanted to get a hands-on view from the frontline to find out how it was helping security professionals in the field.
Manned Security Officer, Jasvinder Singh, works at a number of different customer sites for Integrity including a business park where he is part of a three-guard team. He finds SmartTask to be really easy-to-use and it means does not have to worry about recording working hours manually. He explains: “I have SmartTask installed on my smartphone, so I can quickly book on and off my shift, as well make check calls every two hours.”
As well as a proof of attendance tool, Integrity is also using SmartTask’s intelligent rostering functionality to streamline internal planning processes and reduce the administration associated with preparing work schedules. As part of this improvement, rosters are sent automatically to the SmartTask app or a preferred email address, so staff can quickly confirm availability at the click of a button. Jasvinder is now able to view his rota through the app, which he says: “means I can always see when and where I will be working.”
Meanwhile, Godfred Boateng, a Mobile Patrol Supervisor, is using SmartTask to simplify scheduled building checks as well as respond to any alarm activations: “For some customer sites, I use the app to scan checkpoint tags, which records where I have been and provides proof that a scheduled patrol has been completed.”
In recent months, Integrity has started to use SmartTask’s SmartForms to gain added visibility and dramatically cut down on its administrative burden. The SmartForms are initially being used for building inspections and is already saving more than 15 hours of admin a month. According to Godfred: “SmartTask has really made my life simpler since replacing the paper-based reporting system for building checks we used before. I can quickly capture all the required information onsite, which can be tailored for each customer.”
He goes onto say that the software has proved to be particularly useful when inspecting vacant properties: “I normally visit around 15 vacant properties each week, where I need to record gas, electricity and water readings, as well as log any damage or signs of attempted break-ins. With the SmartTask app I can quickly input all the information and even take photo evidence. I would previously have spent as much as two hours inputting the information into my computer at the end of my shift.”
Integrity’s General Manager, James Chittil, further underlines the impact SmartTask SmartForms are having for both the business and its staff: “They are enabling us to dramatically reduce paperwork and remove manual processes. This is making it much simpler for both our security officers in the field and our office-based admin team to capture, collate and communicate essential operational data.”
He goes on to say: “SmartTask is not only helping us make better use of our valuable resources, but also enhance the service we are providing to customers. Therefore, we are constantly looking at clever ways to take advantage of the software’s rich functionality, so we can continue to simplify and enhance the way we operate.”
One such example is the vehicle check undertaken daily for each of Integrity’s vans, which must be completed by the driver. Using a specially-developed SmartForm this can now be completed through the app to simplify the compliance process for this essential health and safety procedure. Any vehicle-related problems or damage can be raised by the driver and actioned immediately by the admin team to mitigate fleet risk.
Workforce management solutions are often seen as a way of gaining visibility and control over mobile and remotely based team, but when implemented correctly there should also be genuine benefits for security officers in the field. “Overall, SmartTask has made a big improvement to my day-to day role and has removed some of the hassle I previously faced. It really is easy to use, and any tasks can be completed in a matter of seconds through the app,” sums up Godfred.
SmartTask is an advanced and simple-to-use employee scheduling and mobile workforce management solution that enables security companies to better plan, manage and protect their workers. The cloud-based software solution combines intelligent rostering, live monitoring and integrated proof of attendance across both static and mobile teams, making it the ideal tool to improve operational control, enhance customer satisfaction, and support duty of care to staff