4 Things Every Daily Activity Report Should Include

Daily activity reports (DARs for short) are the backbone to an effective security team. For contract security teams, the daily activity report serves as the primary method of daily client communication. While a security presence alone is extremely valuable to a client, the information and data the security team shares is what will make a security team invaluable.

Here are the four basic elements that you as a client can expect every First Class Security DAR to include as well as why our Officers go beyond what our competition offers.

Daily Activity Report Basics

Daily Activity Reports include:

• the officers time on/off site
• shift change information
• a record of all activity throughout the shift including routine patrols
• any unusual activity

These are the items that you can count on to be seen within any FCS daily activity report. Even if you the client do not initially require them, we believe our value is being able to offer data that has historically gone unseen. We believe that this is the professionalism and dedication that all clients deserve. No matter what type of officer you require on your property, all of them are trained and capable of maintaining the highest standard of service.

1. Accurate Arrival and Departure Times

At the beginning and at the end of each shift, our officers use an app on their phone to clock in and out. This allows for an accurate capture of both their arrival and departure times. Once clock in, their FCS manager is able to see a GPS signal of the officers location and movement within their shift. In the event the officer fails to clock in on time, their FCS manager will receive a failure to clock in notice.

FCS uses this data internally to monitor the data that is being inputed into the DARs for each shift. If there is ever a discrepancy we are able to accurately and quickly address to get to the root of what actually happened. This allows for information to flow freely and as needed while maintaining a level of transparency that all clients deserve.

2. Shift Change

Within every shift there is insightful information that one guard has learned and the rest of the team needs to know. When there are pass down orders relevant to the property and/or the client, the officers will document this information and ensure that it is exchanged with the relieving officer.

The shift where there is NOT a relieving officer, the DAR is used to document the change made and provide a confirmation to the client that the requested change has been acknowledged. Most posts will have duties that apply specifically to the different parts within the shift. For those specifics, our DARs will note what part of the shift was worked in relationship to what information is being collected. Our goal is to be completely transparent with the client ensuring everyone is on the same page concerning what is happening on each shift.

3. All Preventative Measures Taken

Daily activity reports also will document everything the security officer does from increasing presence on the property through patrol to preventing any unwanted activity from happening.

For most of our clients this summary includes hourly snapshots of the on post activity being completed. We train our officers to include as much detail to accurately represent both the action completed by the officer as well as what the officer witnesses while on duty.

Our officers know no details are too small to record. We believe that over communication actually allows for a clearer understanding on what it takes to provide proper security for each property.

4. Any Perceived Issues

All non-normal occurrences (no matter how insignificant) on the property will be noted in the DAR. This includes incidents (although incidents will also have their own report) and any other issues of concern including, but not limited to:

• Safety hazards
• Maintenance issues
• Unexpected visitors
• Doors found unlocked that were supposed to be locked
• Positive or negative contacts with anyone on property
• Security risks or concerns
• Any vendors on-site (janitorial, street sweepers, construction, etc.)

Summary

In summary, we become the client’s the eyes and ears while being in a position to actively enforce all client’s rules.

Security is on site to reduce the risk and liability to our clients. The DAR includes language that helps reduce risk and liability while also educating the client and us on how to improve the security of the property.

While most guard companies stop there, we take it one step further. In all cases where it is appropriate, we share these reports in real time with all the officers assigned to this post. This allows for our entire team to be aware of any issues without requiring a specific briefing from their manager. Because of this our Officers to be more engaged with the client’s property and feel a sense of communal ownership.

If you are not constantly receiving these 4 things within your DAR, then it is time to reevaluate your security partnership.

1. Accurate Arrival and Departure Times
2. Shift Change
3. All Preventative Measures Taken
4. Any Perceived Issues

Are you in need of security?

Give us a call to discuss your specific needs and let us tell you how we can help! 615.656.3300

You can also review our company’s specific offerings here.