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24/7 Software Blog

Put your pen down.

Stop writing.

You know what you’re doing is terrible for your operation.

But you’ve been doing it so long it’s hard to stop.

You’re using pen & paper.

Not just to write notes and doodle either.

You’re using pen and paper to record everything vital to your operation – especially incident reports.

The recording device that you’re using to capture important incident details is pen and paper.

How could you!?

Please, put your pen down, step away from the incident report on your desk, and read this article in its entirety.

Because we know you’ll tell us you’ll stop writing.

But we don’t believe you.

Why?

Because while many operations have moved on, you’re still holding on… to that pen.

It’s why we need you to know why it’s terrible for your business.

That pen is crippling your personnel, affecting liability protection, and destroying your operational performance.

This practice of handwriting information is miles from Proactive Operations.

But, here’s the good news.

You can change it.

Yes, it takes effort to move away from using pen & paper.

Trust us, though.

Once you make the switch – your performance will skyrocket, and your stress level will drop.

You’re amid a hundred things going on right now.

“We’re out of toilet paper in restroom 100-A,” comes over the radio.

Then, you hear another call.

“We need a wheelchair for a lady.”

It’s one after another.

You’re doing great too.

Your team is using the incident management and request tracking software seamlessly.

They’re a big part of the unified solution you use.

But, now it’s late into the event, and you forgot to reverse the escalators.

“Oh no, the escalators,” you shout as you hustle to tackle this series of tasks.

Why do these tasks always slip through the cracks?

It’s because you’re still writing them down and relying on your working memory!

You’ve got to stop, right?

And, you can.

There’s a way to manage these critical tasks with ease.

You can take control of your essential tasks the same way you’ve maximized your issue, incident, and customer request abilities.

Keep reading; this article is going to explain how to manage your operational tasks efficiently, and how to accomplish this using task management software.

We’ve got a lot to cover.

Let’s get started.

“On the eve of midterm elections, Facebook said Monday that it had blocked 115 social media accounts after receiving a warning from federal law enforcement officials of ‘coordinated inauthentic behavior’ that could be linked to foreign entities,” writes Giles Snyder in their recent NPR article entitled “Facebook Blocks More Than 100 Accounts, Citing Possible Foreign Influence.”

“In a blog post Monday night, Nathaniel Gleicher, Facebook's head of cybersecurity policy, said 85 of the accounts were on the company's Instagram service, with the remainder on Facebook itself,” the article continues.

According to Snyder, “Gleicher wrote that the accounts were immediately blocked after the company was notified Sunday evening of suspicious behavior and that the questionable accounts — potentially linked to foreign entities — are being investigated ‘in more detail."

"[Almost] all the Facebook pages associated with these accounts appear to be in the French or Russian languages, while the Instagram accounts seem to have mostly been in English," Gleicher said, according to the NPR piece.

Snyder explains, “Gleicher said the company typically waits until it is further along in such a probe before publicly acknowledging the steps it takes to remove suspicious accounts, but ‘given that we are only one day away from important elections in the U.S., we wanted to let people know about the action we've taken and the facts as we know them today.’

Immediately, we recognize an essential lesson for you – and your operation.

  • You need a proactive operation that lets you recognize, prevent, and stop foreign (or external) threats from impacting your operation

This lesson has many components and would require your team to understand various aspects of your operation further.

But, the critical takeaway is: having a well-organized operation with processes, agile teams, and technology in place to thwart the “bad guys.”

Agree?

You need Proactive Operations.

All your teams are on track.

They’re knocking it out of the park.

From one incident to the next, they’re moving with high-speed efficiency.

You didn’t realize what you were missing out before you implemented your incident management system (IMS).

But, now you’ve uncovered a new problem.

You thought you’d be able to handle incidents like a proactive operation.

You always wanted to lead a world-class operation.

Unfortunately, you’re not quite there yet.

Implementing your IMS exposed another weakness in your operation.

Everything was out of control because you didn’t have a system before.

But now, you’ve noticed an influx of incident reports being created later.

This disparity didn’t draw your attention previously because you were used to a large number of calls after hours.

It was ‘normal’ for your operation.

You were confident that implementing an IMS would eradicate this weakness.

It didn’t.

Your team never finds out about these incidents until the next day.

“Why is this happening?” you ask yourself.

Several hundred incidents are being handled following the implementation of your IMS, so you thought things were running smoothly.

Yes, your operation improved.

The only issue now is that you’re “aware” of what your team has not been aware of until it’s too late.

You had no idea this shortfall existed prior to deploying an IMS.

Incidents can occur at any moment, and if no one sees or reports them – they slip through the cracks.

It’s hard to notice this when everything is out of control, right?

It’s a tough problem to overcome too.

But, you can resolve this.

You need a time-of-need system.

You need text communication to increase your awareness of all incidents as they’re happening.

“When October Books, a small radical bookshop in Southampton, England, was moving to a new location down the street, it faced a problem. How could it move its entire stock to the new spot, without spending a lot of money or closing down for long?” writes Laurel Wamsley in their recent NPR article entitled “How Do You Move A Bookstore? With A Human Chain, Book By Book.”

“The shop came up with a clever solution: They put out a call for volunteers to act as a human conveyor belt,” shares Wamsley.

According to the article, “As they prepared to ‘lift and shift’ on Sunday, they expected perhaps 100 people to help.”

"But on the day, we had over 200 people turn out, which was a sight to behold,’ Amy Brown, one of the shop's five part-time staff members, told NPR,” explains Wamsley.

The NPR piece continues that “Shoulder to shoulder, community members formed a line 500 feet long: from the stockroom of the old shop, down the sidewalk, and onto the shop floor of the new store.”

“When the great book chain began, she was in the stockroom. ‘I was handing books to people without actually seeing the entire of it. So, it was only after about 20 minutes I actually go out into the road and saw the extent of the people,” Brown said later in Wamsley’s article.

We know it’s only on rare occasion that you’d be moving your operation to a new location.

Yes, it happens.

But, that’s not what grabbed our attention today.

The “book chain” process Brown shares in the last paragraph above got us thinking about the evolution of your operation.

  • What do you need to put in place to run your high-performing operation for years to come?

Keep reading; we’re going to share the essential takeaways this article about a moving bookstore can offer your efforts.

Let’s do this.

You oversee all operations for your property.

Besides your family, it’s your life.

You believe you’re excellent at it too.

But, you always feel like you hit too many bottlenecks when trying to get work done.

Since you run the entire operation, from customer service to security, you have a lot of moving parts to keep your eyes on day to day.

This responsibility makes it difficult to ensure nothing slips through the cracks.

Your security team uses software for their guard tours.

Public safety uses another system – you can’t remember the name – for managing issues, incidents, and other miscellaneous requests that happen throughout the property.

Not to mention, your engineering team requires your team to write up a work order and then forward it to them.

Then, they enter the work order into their CMMS software.

We counted three different systems right there.

Each different system sends you a separate report, formatted a different way, and each has their faults that you must overcome each week to assess the information.

How is this efficient in any way?

It’s not.

You’re using too many ‘tools’ to run your property.

This strategy is dangerous because it leads to significant inefficiencies that affect your customers, bottom line, and your job.

But, the good news is you can change the course of the future.

You can control the effectiveness of your operation.

You no longer need multiple tools – you need a unified solution to achieve Proactive Operations.