We’ve seen it happen time and time again: A facility manager reports that their team is struggling, but they don’t know why.
We do. The majority of the time, team members don’t have the resources and tools to be successful. It doesn’t get clearer than that.
Most of your team members walk your property regularly as a part of their role, so they need to communicate and document information while on the go. If they’re relying on radios to communicate, the noise gets to be too much when a lot of issues and incidents are being called into your operations center.
When that happens, they try texting back and forth, but their phones can only do so much, which means critical conversations aren’t being tracked and documented.
And even though you ditched the pen and paper years ago to upgrade to technology, your tablet doesn’t communicate the details via a proactive operations platform.
It’s overwhelming, but here’s the good news: We can help you change your current state. Even if your team is already mobile, you’ve got to make sure their mobile resources help up their game—not slow them down.
Property operations occur in real time, so now is the time to implement a management solution to maximize your operation’s performance through proactive mobile incident management.
Let’s dive in!
What are your current drawbacks?
Your day starts, and the calls start coming into the operations center: wet spill, a fight, another wet spill. A lot of calls will catch up to you, inevitably bogging your team down.
Two significant shortfalls consistent with properties during occurrences such as this stand out to us:
- Lack of communication between personnel
- Lack of proper documentation of incidents to reduce risk
Lack of Communication Between Personnel
How can you be ready for high-priority calls if you don’t have an incident management system in place? When the wet spills keep coming, you need to respond efficiently by automatically assigning tasks to proper personnel through a dispatch queue.
But the spills aren’t the only incidents you’ll be dealing with. When those spills become slip-and-falls, those tasks need to quickly be organized in your incident tracking software based on priority.
Without this level of efficiency, you’re nowhere close to proactive operations.
Lack of Proper Documentation of Incidents to Reduce Risk
When your team is on a scene, how are they writing down the information? When you look back on your documentation, where are you looking: a cabinet or a legacy system? Is the documentation handwritten? Consistent? Complete? Legible?
It can be frustrating not having a complete incident management process in place. It can be even more frustrating to hear that you have to dedicate more time to recording informative, valuable data.
But without data, you don’t have the ability to do any analysis, which means those wet spills that go unattended and then become slip-and-fall cases cause you to lose a good chunk of money.
Lack of communication and insufficient documentation can be a calamity for your organization, possibly leading to multiple subpoenas.
Luckily, it’s a problem that can be resolved with two great software solutions.
Overhaul your operations.
Your property has operational and incident-related needs. So, what are the solutions?
Regardless of operational challenges, you can achieve superior efficiency. These are problems of your past:
- Unnecessary radio traffic
- Missed incident calls
- Incident details logged on paper
- Ambiguity and confusion
You can optimize your operation, unclog communication lines, reverse the downfalls associated with poor documentation, and get a binding return on your investment by investing in mobile incident management.
Optimize using mobile technology.
Mobile incident reporting software has revolutionized how proactive operations communicate. They’re the ultimate tools for reporting and incident response and management throughout your property. Here are the top two:
- Software to report incidents using handheld mobile phones
- Software to give your team the ability to fill out complete digital incident reports from any location on or around your property using affordable tablet devices
The mobile software will empower you to deploy your team and know they can communicate and document incidents, which ultimately streamlines your operations.
Flexibility, efficiency, and effectiveness are possible when you put mobile software into the hands of your team members, ensuring incidents can be reported in seconds.
Seconds Make Your Investment Worth It
Are you still trying to operate without an incident management system? Are limited resources still a concern too?
Your mobile technology will resolve this issue. You’ll have the ability to choose whether your operation uses a Wi-Fi connection or an existing data network.
The benefits of this software are boundless, but here are three more we feel you should be aware of:
- Both tools can supplement vital details with multimedia. Your ability to send photos or videos between mobile devices or your platform puts your team in a winning position. Need to send out a be on the lookout (BOLO) alert or one about a lost child or a suspicious person or package? Instantly send a visual to every active mobile device.
- Real-time data and updates lead to more awareness and mitigation of incidents. As incidents progress, communicators can update incidents in real time. Real-time data is currently a missing ingredient among many operations. Giving staff members the ability to document, communicate, and see what’s going on is enough value alone to take your operation mobile.
- Not able to get new staff trained quickly enough? Ready to streamline your training? Your team changes, but training them on how to use these mobile devices is painless. Images are used to represent incident types and response teams.
Request a demo today!
What’s your next move? Are you set to go fully mobile? Are you ready to improve the communication of incidents on your property?
Embrace proactive operations by putting an end to the less-than-par documentation your team is recording. Get clear, legible, valuable, and historical documentation by deploying software for mobile incident reporting.
How? Request a demo of our software to see it in action.
Editor's note: This post was originally published in February 2015 and has been updated for comprehensiveness and freshness.
