In a service industry people are your most important asset, so it comes as no surprise that the largest section of the SIA ACS workbook is devoted to the management of people. As you would expect Workforce management software plays a pivotal role in managing people within the business, and enabling the business to grow. In our next two blogs about the SIA Approved Contractor Scheme, Paul Ridden looks at people management, specified in Criteria 6 of the SIA Guide.
The ACS sets out among its aims to transform the private security industry and make it a career of choice. How security companies treat their staff and provide training and career development opportunities are major factors in achieving these.
Good people management in any industry requires HR policies and procedures that are clearly communicated and managed to ensure that staff are aware of and adhere to them. In the security industry such factors all impact employee safety, wellbeing - and ultimately service delivery. Look after your people and your people will take care of your business.
The SIA Guide Criterion 6 outlines the following five areas for accreditation requirements: management, deployment, support, legislation and staff performance and organisation perceptions. In this blog we delve a little deeper into these aspects and discuss how workforce management software can help to support them.
Get onboarding right from the start
From the outset it’s important to ensure due diligence with recruitment processes to get the right staff onboard. A good workforce management system will have onboarding and vetting modules to ensure that staff are appropriately checked.
Such a system is designed to help you follow a consistent and approved process and enable thorough background checks to meet the necessary standards, including BS7858. It can also assist with compliance with many HR regulations including10-year working history, DBS checks, right to work and GDPR. These systems can also engage staff in the entry of data for the vetting process by inviting them to enter their own data to save time and reduce input errors whilst still ensuring the data is checked.
You can safely recruit a range of personnel, appropriate to the nature of a client location or required security clearance. You can capture accurate employee details right from the start, ensure they are tested, have the relevant history and confirm they have the skills required to meet the contractual expectations of both existing and potential new clients. This can help to avoid the costs and risks associated with failed screening processes.
Some software solutions also provide an app that makes it easy for staff to see their own records. Such apps can also be used to ensure that employees are aware of any health and safety risks and confirm they have signed the appropriate documentation verifying they have the right training to undertake the work.
Storing the data electronically removes the need for paper copies of certificates and identification documents, which makes them easier to maintain and manage securely, (a requirement specified in 6.1.2. of the guide).
Section 6.2.2 also mandates that an induction or training pack is provided, including an introduction to HR policies and procedures. A full electronic document library that can be accessed via an app makes it easy for staff to keep themselves updated.
Checking the Ts and Cs
Workforce management software can also be invaluable with managing the Terms and Conditions of employment. This may include roles and responsibilities, and policies related to equality and diversity all of which can be implemented and communicated via the app. If necessary, this can also be used to ensure due process is followed with disciplinary and grievance procedures.
Where a new customer agreement may specify a Transfer of Undertakings, this can be implemented and communicated using workforce management software. As an example, Kestrel Guards uses workforce management software to ensure that staff on duty at the customer’s site (in this case Tate St Ives) are looked after.
This was a key part of the TUPE (Transfer of Undertakings, Protection of Employment) requested in the tender process. Kestrel was able to demonstrate the kind of reporting visibility the customer would have and how they would ensure the safety and welfare of the security team who were transferred under TUPE.
In addition to using the workforce management software to broadcast updates on policies and procedures to staff, an app can also be used to gather feedback and opinions, (detailed in 6.1.8).
Supporting training and development plans
For all companies staff training and development is important and especially for security business where customers are trusting their property to your care. From health and safety, risk assessments, first aid, site protection, fire and hazard prevention, there are many skills and certifications that are required.
It’s vital to keep accurate records of employee accreditations to be able to meet the business requirements. This also means keeping track of when renewals are due to ensure business continuity, particularly if certain customers or shifts require particular qualifications or experience.
The SIA Guide states that it is important that all staff have training plans and records (Section 6.2.5). Reminders to staff to book onto courses, check attendance and manage accreditations are all part of managing staff development. A workforce management system can track these details, help manage industry updates and individual training records. It can ensure that only those that are appropriately qualified are assigned to certain customers to meet contractual requirements.
If you are currently undergoing the SIA ACS process for your security company, why not contact us and find out how workforce management software could support your operations towards accreditation.
Our next blog will look at staff hours, earning and regulations, and how workforce management software can help.