Using SmartTask to manage mobile operations and client reports saves security company over 730 admin hours per year (100 working days)
Benefits at a Glance
- Simplified operations for staff deployment, client reports and service delivery with one system
- Saves time with easy to use app for staff to share site information and updates
- Reduced administration with electronic capturing of billable hours and site reports, equating to more than 730 hours a year (100 working days)
- Improved service delivery with quick response to alarm calls and customer updates to meet SLAs
- Helps support environmental goals with electronic systems replacing paper documentation, and operational efficiencies reducing fuel costs
County Security provides professional and bespoke security services in the UK and holds SIA ACS approved contractor status. Its comprehensive services include security guarding and events, dog handlers, mobile patrols, key holding, CCTV security and alarm response services. The company works across many sectors, comprising commercial property, constructions sites and the public sector including education and local authority sites.
Part of the ARM Group, County Security is known in the industry for providing a first-class security service for over four decades. It has recently invested in its business, deploying SmartTask’s workforce management software to manage activity for its entire operations, from generating rosters and managing check calls, to control room operations and mobile patrols. As a result, the company has saved 730 hours per year of admin time, which equates to 100 working days – time which is now redirected to more valuable customer facing activities.
One central management system for the business
After reviewing several competitive products, County Security selected SmartTask’s software for its modular approach and its scalability to support future growth. The software is used by employees across the business, including security guards, dog handlers, office-based staff and response drivers.
Sam Noble, Director of Security at County Security said; “Our service deployment is based around our workforce management system, and so the chosen solution needed to meet the requirements for all of our staff, both working at client sites and in the control room and back office.
“We chose SmartTask as it could support rostering, check calls, control room, mobile services and any ad hoc work. Its usability was a big plus for our back office team and our staff on the ground, and it’s really easy to upscale as we grow the business.”
Electronic documents increase efficiencies
The control room staff use the system to support and manage lone workers, monitoring booking on and off to meet its contractual and compliance terms and to ensure staff safety. In addition, the HR team uses SmartTask to manage all HR related documentation and policies, including holiday, which staff can request via the app. Updates to company procedures or working methods can be easily broadcast in a simple, consistent way. Company newsletters, mission statements are all sent via the portal.
“SmartTask gives us a consistent way to communicate with our mobile staff. Employees like the fact that it is easy to use and they can access everything they need in one place. Risk assessments, site information, shift plans - everything can be sent using the app,” said Sam Noble.
Live updates enable faster response
Using the real-time system, the control room can send officers the latest run sheets with their site schedules. Having staff location visibility also enables the control room team to send the nearest driver to attend an alarm response call. This saves time, helping both to meet key KPIs and is a more efficient use of vehicle and fuel resources.
Accurate reports help meet client SLAs
Up to the minute proof of attendance data on the system means that the latest check call information and reports can be shared promptly with clients, giving immediate visibility of site visits and updates.
With accurate records of staff movements, County Security is able to keep a close eye on billable hours to ensure invoices are correct and that it meets the contractual obligations of Service Level Agreements. Reports can also be created quickly and easily to check queries as and when they happen, rather than having to review historic paper records.
Supporting business growth
The successful deployment of SmartTask has enabled County Security to benefit as a whole business, from efficiencies in its back office operations to improved frontline services to customers.
“We recognised that we had to change our working systems and SmartTask has helped us to do exactly that. It all comes down to how our business works, using SmartTask has made operations a lot easier to manage. It’s easy to use, which has been a great benefit and the team at SmartTask offered excellent training and support. The efficiencies gained have helped us to scale up and our business has grown massively as a result,” said Sam Noble.