How To Monitor The Performance Of Your Security Guards

Key Takeaways

• Tracking the performance of security guards is essential for ensuring operational efficiency, safety, and client satisfaction.
• Technology such as real-time tracking systems, mobile apps, and surveillance integration is increasingly being used to enhance security guard performance monitoring.
• The average security breach cost is $3.86 million, so effective monitoring is vital for both cost savings and risk management (source: IBM).
• Regular performance reviews can reduce staff turnover and increase accountability, improving overall security outcomes.

Monitoring security guards’ performance is crucial for businesses that rely on them to safeguard assets, people, and property. Without a structured monitoring system in place, it’s difficult to assess the effectiveness of security operations. In this blog, we’ll discuss actionable tips for monitoring security guard performance, common mistakes to avoid, and the tools and systems every security company should use to improve guard performance and ensure higher standards of service.

By implementing the strategies discussed in this blog, your security company can increase efficiency, reduce errors, and improve overall client satisfaction.

Delivering unerring security services is like a constant uphill battle. You cannot be lenient one day and strict the other – you always need to keep things top-notch to avoid danger and keep your clients safe.

Delivering unerring security services is like a constant uphill battle. You cannot be lenient one day and strict the other – you always need to keep things top-notch to avoid danger and keep your clients safe. security guard tracking becomes crucial.

Many security business owners do not know how to keep track of their security guards and measure their performance. If you have been looking for a solution too, a security guard management system is your answer. With such a system in place, you can keep track of the whereabouts and performance of your security guards.

Let us see how you can monitor the performance of your security guards with a security guard management system:

1). Plan And Execute A Schedule

For security companies, it gets tough to manage the schedules of their guards without an adequate system. So, we advise you to execute a security guard management system for your security company.

Such a system provides for mobile and web applications that have different user dashboards based on their roles. For instance, the management or supervisors will work on one dashboard, and the security guards will work on another one. It is like the front-end and back-end of an app.

However, such a system allows you to plan and execute a schedule for all the guards in one go. They can access and follow it from their mobile devices, making it easy for the management to keep track of everything. Once you cover everything with the help of such a system and manage it online, it becomes easier to see whether the guards are following the schedule or not. The system records if there are any slip-ups, which you can confront later.

2). Keep Track Of Their Shifts

An extension of the previous point, this one suggests that the management must keep an eye on the shift timings of the guards. If a guard has to report to the site at 9 AM, leaving at 2 PM, you must regularly note their presence and absence.

You can also do it with the help of a guard tracking system. If the guards neglect the shift timings and are irregular, the supervisors can act accordingly. With features like geofencing and other tracking features, the system notifies the supervisors when a guard enters or leaves the point of duty. So, whether they are arriving late or leaving early, the managers can take suitable action.

One of the most effective ways to monitor security guard performance is through real-time tracking. This can include using GPS-enabled devices and mobile apps to track their movements and activities during shifts. With real-time tracking, you can ensure that security guards are patrolling the designated areas and following their schedules.

Why It Works: According to Statista, the global market for smart security systems is expected to grow by over 20% annually. Real-time tracking helps prevent security breaches and ensures guards are in the right place at the right time.

Example:

• Using a security guard mobile app with GPS tracking that logs when a guard arrives at each checkpoint can provide instant visibility and accountability.

3). Report Their Performance

When you keep regular track of everything, it gets easier for the management to report the performance of each security guard.

Manually logging security guard activities can lead to mistakes and inefficiencies. Automated reporting systems can streamline the process by collecting data from real-time systems and generating performance reports automatically. These reports can show attendance, patrolling times, and even incident reports.

Why It Works: Automation saves time and improves accuracy. Security companies can reduce human error by using automated reports and focus more on analysis and decision-making.

Example:

• Use softwares to track daily activities and performance, such as hourly logs, incident reports, and attendance, and automatically compile this data into an easily understandable format.

The adherence to the schedule, punctuality, management of work, behavior on duty, problem-solving aptitude, actions taken during emergencies, etc. should be recorded. Once you collect such data by personal observance and with the help of a security guard management system, you can measure the performance of the guards. Such information will tell you who is performing to their full potential and who isn’t. So, the management can act as per the company policies.

Seek feedback from clients, employees, and visitors regarding the performance of security guards. This can be done through surveys, suggestion boxes, or direct communication. Assess the feedback received to identify any recurring issues or areas where security guards may require additional support. This will make security guards’ monitoring easier as you will get authentic reviews. 

If you choose the guard management system by Novagems, you can also keep tabs of the guards’ performance through color-codes and symbols. They help you visualize things clearly and keep track of continual progress. For example, Green for the on-time performed tasks, yellow for Late performed tasks, red for absence or not done tasks, etc.

4). Use GPS Tracking

The duty of security guards involves risk and danger to their life. However, their responsibility is to safeguard the lives of others by ensuring complete safety. Thus, the absence of deployed guards from the point of duty can become a matter of life or death.

Security rounds tracker will help you gauge the activities of your guards. With Novagem’s GPS Geofencing you can even see if the guard has left the vicinity of the premise he is supposed to patrol.

To make sure this does not happen, a security company should seek help from a well-functioning GPS tracking system. It will help you locate your guards and see whether they have reported to their duties or not. The features like geofencing will also alert the management whenever a guard enters or leaves a restricted area.

With GPS tracking, it is easier to monitor your guards along with providing the required help during emergencies. A GPS security guard tracking system is also very beneficial for security guards on patrol duty.

5). Pay Field Visits

It is easier to trust your old and experienced security guards. However, for the new recruits, you need to be extra careful. As a security company cannot take a chance with the duties delivered by security guards, you can follow a strict supervision pattern for the new guards.

You cannot pay a visit to the premises regularly that is why you need security guard monitors, especially if your guards are patrolling a larger area. With visual proofs you can validate your guards work against any false claims made too.

6). Define Key Performance Indicators (KPIs):

Establish clear and measurable KPIs that align with your security objectives. These KPIs may include response time to incidents, completion of patrols, adherence to protocols, incident reporting accuracy, and customer satisfaction ratings. Clearly communicate these expectations to security guards. Manage the security guard performance with these KPL’s easily as you have already defined the areas where the guards need to be working hard on. 

What Are KPIs?

KPIs, or Key Performance Indicators, are measurable values that show how well a company, department, or team is achieving its goals. In the context of security management, KPIs help you understand how effectively your security operations are performing. They can measure things like response times, incident rates, and the effectiveness of your security equipment. A good security officer monitoring is not just about keeping an eye on your security guards. It is about helping them improve their performance too.

Before you can monitor performance, you need to define what success looks like. Establish clear performance metrics for your security guards. These could include response time to incidents, regularity of patrols, incident report quality, and customer feedback.

Why It Works: Defining key performance indicators (KPIs) allows for objective evaluation and ensures that guards know what is expected of them, which can lead to improved performance and accountability.

Example:

KPI Examples for Security Guards:

• Response time to emergencies
• Number of incidents reported correctly
• Number of patrolling hours completed
• Customer satisfaction (based on client feedback)

7). Incident Reporting And Documentation:

Implement a standardized incident reporting system for security guards to document any incidents, violations, or observations during their shifts. Review these reports regularly to identify patterns, areas for improvement, and potential training needs. You can have both a security and performance record at one go in case anything goes wrong. 

Integrating surveillance systems with security guard operations allows you to monitor their actions and ensure they’re fulfilling their duties effectively. Real-time video monitoring can be used to observe guards’ patrolling behavior, watch for irregularities, and verify reports.

Why It Works: Surveillance systems provide an additional layer of monitoring to ensure that security guards are not only following protocols but also ensuring the safety and security of the premises.

Example:

• Combine guard tracking systems with CCTV cameras to ensure that patrolling patterns align with real-time surveillance footage.

8). Performance Metrics: 

In addition to the KPIs mentioned earlier, you can consider other performance metrics to assess security guard effectiveness. These may include incident resolution rate, patrol coverage area, compliance with safety protocols, completion of required training, and adherence to uniform and appearance standards. Security guard monitoring can be done on the basis of performance metrics as well and in return this will improve the productivity and efficiency of the security guards. 

9). Talk To Your Guards

You not only need to monitor your security guards but you need to solve their problems as well if they have any. When you are making any visit to the site, make sure that you have a meeting with them and address any problems that they might be facing, and try to bring solutions. This will increase employee morale and satisfaction. Your guards are the face of your company and they are the ones clients are interacting with the most. So any complaints any client might have, the guards will know.  

Frequent performance reviews are essential for tracking the long-term progress of your security guards. These reviews should focus on their performance, adherence to protocols, and any areas that need improvement. Regular feedback allows security guards to adjust and improve their work.

Why It Works: Studies have shown that performance reviews can boost employee morale and productivity. 

Example:

• Schedule bi-monthly or quarterly reviews with your guards. Use these sessions to discuss strengths, weaknesses, and set new performance goals.

10). Data Driven Decisions

If you know your company’s strengths and weaknesses then you can easily make informed decisions and analyze the areas that need improvement. You will not have to go through heaps of paperwork to collect all of the data and can easily have all of the facts in front of you. With a management system you can easily identify the key performers and reward them. If you find some of the guard that are lacking in some areas and need improvement then you can also present them the data and advise them where they need improvement.

Even if you already have a security guard tracking system in place, paying field visits is a good idea. When the supervisors monitor the performance of security guards by paying surprise visits, they will be more cautious and serious about their duties. It is good for the reputation of your company as well as the performance of security guards.

Why Are KPIs Important in Security Management?

1. Measuring Performance

One of the main reasons KPIs are important is that they provide a clear way to measure performance. Without KPIs, it’s hard to know if your security team is doing a good job. By setting specific KPIs, you can track important areas like how quickly your team responds to incidents or how often security breaches occur. This helps you see what’s working well and where there might be problems that need fixing.

2. Identifying Areas for Improvement

KPIs are also crucial for identifying areas where your security operations can improve. For example, if you notice that the response time to alarms is slower than your target KPI, you can investigate why this is happening and take steps to improve it. Maybe more training is needed, or perhaps you need to upgrade your equipment. KPIs give you the information you need to make these decisions.

3. Ensuring Accountability and Security

KPIs help ensure that everyone on your security team is accountable for their performance. When team members know that their work is being measured against specific goals, they are more likely to stay focused and work efficiently. This can lead to better overall performance and a more secure environment. This way your security guards can enhance their performance and provide better security. If you have set performance standards for security guards they know what they need to follow.

4. Increase Client Satisfaction

Secure clients are happy, happy clients and happy clients are loyal clients. If your clients are feeling safe and secure with your services, they will come back. They will even recommend your services to others and this way you can grow your security services business. This is an organic way to increase your loyal client base and get new security contracts. Good feedback will even motivate you to improve your services.

Common Mistakes to Avoid

Monitoring security guard performance is not without its challenges. Many security companies make mistakes that undermine their effectiveness. Here are some common mistakes to avoid when monitoring performance:

1. Relying Only on Manual Reporting

While manual reporting might seem like a simple solution, it’s prone to errors and can be time-consuming. This method is inefficient for tracking security guard performance, especially when working with large teams or multiple sites.

How to Avoid: Use automated reporting tools that integrate with real-time tracking systems to ensure accurate and timely data collection.

Example Mistake:

• A security guard manually fills out a daily log sheet that’s often filled in at the end of the shift, leading to inaccuracies.

2. Focusing Only on Negative Feedback

While it’s important to address performance issues, focusing solely on negative feedback can demotivate security guards. Regularly acknowledging their successes and providing positive reinforcement helps build a stronger relationship.

How to Avoid: Ensure that performance reviews and feedback include both positive recognition and constructive criticism.

Example Mistake:

• Only criticizing security guards for missed patrols without recognizing their successful handling of an emergency situation.

3. Ignoring Client Feedback

Client feedback is a valuable resource that many security companies overlook. Clients may notice issues that internal performance reviews don’t capture, such as customer service skills or response time during an emergency.

How to Avoid: Incorporate client feedback as part of your performance review process. Make sure your clients know how to report issues or provide feedback on security guards.

Example Mistake:

• Failing to gather client feedback after a security guard has completed a shift.

4. Not Using Technology

Many companies still rely on traditional methods to monitor security guard performance, such as paper logs or verbal check-ins. This can be inefficient, prone to errors, and difficult to scale.

How to Avoid: Use technology like mobile apps, GPS tracking, and automated reporting systems to streamline the monitoring process.

Example Mistake:

• Using paper logs and handwritten reports that are hard to organize and analyze.

Tools and Systems Every Security Company Should Use

To monitor the performance of security guards effectively, security companies must invest in the right tools and systems. These tools help automate tasks, track performance, and improve overall efficiency.

1. Guard Management Software

Using guard management software allows you to manage and track your security guards’ schedules, locations, and performance metrics. Popular software includes Novagems, TimeClock Plus, and PatrolScan.

Why It Works: These platforms integrate with mobile apps, providing real-time updates and automated reporting. This leads to greater accuracy, less paperwork, and a more streamlined operation.

2. GPS Tracking Systems

Implementing GPS tracking systems on security guards’ devices allows you to monitor their location in real-time. This ensures that they are patrolling the correct areas and provides an audit trail for their movements during shifts.

Why It Works: GPS tracking provides real-time visibility and accountability, which is essential for ensuring that security guards are performing their duties effectively.

3. Incident Management Software

For tracking incidents and generating reports, incident management software is crucial. Software like Silvertrac or Novagems allows guards to log incidents in real-time, which can be reviewed and analyzed by management.

Why It Works: Incident management software centralizes all data into one system, making it easier to track recurring issues, improve training, and enhance overall security guard performance.

4. Surveillance Integration

Integrating CCTV cameras and other surveillance systems with performance tracking tools enables real-time monitoring of security guards during their shifts. Video footage can be analyzed to ensure compliance with security protocols and identify areas for improvement.

Why It Works: Combining surveillance with performance monitoring ensures that security guards are both doing their job and following established procedures.

How novagems can help track security guard KPIs

Managing the whole company, your security guards, and tracking their KPIs is a tough task. You can have an all-in-one software that will help you manage the whole operation. That is where Novagems comes in. It not only helps you in security officer monitoring but also streamlines the process.

• Real-time data access: Get all of the information you need regarding your security guards instantly. Monitor guard activity, and track security guards and their incident response times. This way you can keep everyone on the same page and posted.
• Automated reporting and notifications: Now you do not need to worry about manual reporting. With Novagems you can customize which fields you want in reports and when to send them. Have a guard that is getting late for the shift? Worry not! Novagems will send an automated reminder to him.
• Enhanced license management: You can keep track of the expiring licenses of your security guards. The software keeps track of any license and notifies you in advance in case you need to review it. This way you can keep track of all of the latest protocols and procedures. This way your team stays skilled and ready to handle any situation.
• Complete Training: Novagems takes care of your onboarding process from start to finish. With a proper team dedicated to answering any query you or your security guards might have. The support team at Novagems is dedicated to training your security guards as well.

Conclusion

Setting apt performance standards for security guards is not an easy task. Managing it also becomes difficult if you do not have the right tools. That is why knowing where to start and having a plan is important. Empower your security officers and grow your security business. 

According to IBM, the average cost of a data breach is now $3.86 million, which further emphasizes the need for efficient security operations. With the right tools and strategies, you can significantly reduce risks, improve guard performance, and increase client satisfaction.

Start monitoring your security guards effectively today, and watch your business grow with better operational efficiency and performance.

So, these were some of the ways on how to monitor the performance of your security guards. If you don’t have a security guard management system yet, get in touch with Novagems for fool-proof and tech-fueled solutions. Our feature-rich guard tour system will help you keep a close eye on your guards in a fuss-free manner. Contact us today!