24/7 Software Blog

#1 Tool Convention Centers Use to Ensure Accountability

by 24/7 Software / October 29, 2015

happy business team making high five with their hands in the officeWhether you’re a general manager, director of operations or event manager at a convention center – your day starts early.

On event day, it’s a super long day. You start with emails, check phone messages, and respond to them all. That’s only the beginning and you’re probably ready for the door by 10 AM.

Does this sound familiar?

Now you have to walk the 1,000,000 plus square foot space you oversee looking at room sets, reviewing floor plans, and confirming pre-conference and post-conference meetings.

You’re busy. Really busy.

The last thing you want to be burdened with and stressing over is your staff doing their job. You want peace of mind knowing they’re checking rooms, putting things in the right place, and frankly, checking the “stuff” that needs to be checked.

From one end of your property to the other, you need location inspection software that’s going to help you safeguard staff accountability and strengthen operational processes throughout your convention center.

Today, we’re going to show how a location inspection solution can help your staff efficiently and effectively inspect everything with superior accountability in place.

Let’s get to it.

An Often Faced Challenge for Convention Centers

One of the common challenges faced by convention centers that we hear quite often is full execution. Another challenge is not being able to prove it.

Yes, we know your staff does their job. But how much of their job is slipping through the cracks? What’s sliding under the radar?

The worst part is that the question doesn’t necessarily mean your staff is at fault. You don’t know what you don’t know. It’s pure and simple.

You know it's happening.

A black hole of checklists, work orders, and fragmented processes prevent you from identifying whether it’s a problem employee or an ineffective process. Location inspection software enhances your operation and makes tracking accountability achievable.

Here’s the thing, we’re not here to do a feature dump on location inspection solutions. We’re focused on explaining the ways you, as a professional who manages a large property, can identify your operational or staff-related weaknesses…and fix them.

Here’s a fact:

  • Unless you position your property to track accountability, there’ll be no peace of mind in your future. Not even the least bit.

Would you say it’s time to change that? We say, “Yes.”

There’s a solution. Yes, the functionality is great but we’re talking about what it can do for you.

This is undeniably important. There’s a difference too.

A solution’s value comes from the ability to hold your staff accountable for their performance, ensure your process helps them be successful, and most important, to have the documentation to back it up.

This is clear synergy between an operation, the staff, and a powerful solution. The impact can be extraordinary with the right leadership driving it forward.

Tackling the Challenges of Accountability Become Possible with Location Inspection Software

Accountability is manageable when you have a good system in place.

Now, if you’re already using a solution or evaluating whether you should move to one, use the following seven traits of a progressive system to validate whether you’re making the right decision. 

These seven traits will help you move your operation from a cost center to a profit center. It’s always about a return on your investment. These systems quickly provide an ROI.

1. Location inspection software starts and ends with complete, accurate documentation.

A solution will come with the ability to accurately record and manage your property’s vital information.

All your staff can execute inspections while digitally delivering the results to you without the need to write it down – no more pen and paper.

If someone is producing inaccurate and useless reports, you know what and how to resolve the issues immediately.

2. Checklists: Paper lists are bad for business and only prove ineffectiveness.

In theory, we’d say checklists are an important tool for your operational efforts. However, they’re only as reliable as the employees completing them.

A core flaw in your inspection process might exist. Or, your problem employees will eventually reveal themselves to you. 

How do you validate whether your staff complete required inspections? The problem is chronic.

An employee might only initial the checklist without completing the inspection, or address only the items they feel matter.

Typically, we see “the flying check marks” on the checklist, where an employee checks off all items without taking the time to do the inspection according to the standard process. 

What happens when someone on your staff disregards an inspection that affects the safety of your attendees?

This is harmful to the effectiveness of your operation. What’s worse is the potential lack of data integrity.

You’re beyond accountability at this point.

Lack of data integrity results in unnecessary allegations among your supervisors and staff.

When conference rooms are disheveled, suspicious items pose a threat or injuries occur without warning – who’s to blame?

3. Are you really ready for early retirement?

Keep an eye on inefficiencies to keep your organization humming and from losing your job.

Sorry to be blunt, but, it’s the truth!

The good news is that most solutions give your staff the tools to be well-organized…from the ability to record an inspection at the time of inspection to attaching multimedia – pictures, video, and audio.  

Do you agree there’s no reason your employees should be spending questionable hours handling inspections that take a quarter of the time? That’s why you need to use a location inspection solution.

4. Don’t sweat the learning curve.

Most inspection solutions can have your team trained up in no time. We’re talking fully operational.

You’ll be moving your team from disjointed with no accountability, to effective and efficient. Your operational black hole will close - forever.

5. RFID, Barcodes & QR Codes lead to smoother inspections.

Running routine inspections is easy for your staff when they no longer need to check off a list. Your ultimate alternative is using a device to scan RFID, barcode or QR codes at any location. 

  1. Your staff scans the label.
  2. A digital checklist populates in seconds.
  3. All inspection items for a location become accessible.
  4. Staff completes the inspection in a timely manner.

Now you have the power to hold staff accountable for their inspections. You also have a fluid, trackable process in place.

Isn’t that the peace of mind you need?

6. According to science, a picture is worth a lot of words. Science doesn’t lie.

Getting back to efficiency, software solutions can make recording an inspection a painless process.

For your staff, it requires minimal effort. 

With the ability to attach pictures, video, and audio, your staff have all the details to show results.

7. Stuff needs to be inspected, well, because stuff breaks.

If your staff spot furniture that’s broken or faulty equipment during their inspection, from a modernized solution’s mobile handheld device, they can submit a work order into your CMMS.

Your engineering team is then able to effortlessly track and respond to the work order. We call this maximum efficiency.

Scrutinize Your Process and Consider the Effect on Accountability

Following your implementation, you might find out that the problem wasn’t your employees.

It was your process.

This is good news because it’s easy to fix your process. Finding trustworthy, accountable, effective, and efficient staff – that requires a lot more effort, patience, and training.

Now, we’re not denying that unreliable employees exist. Many times, though, you’ll find the problem comes from processes poorly defined in your operation.

Your staff’s weaknesses are more likely to surface when you don’t have the fundamentals in place to keep them together.

Implementing smart processes together with inspection software will lead to honest employee contribution.

Use this list to find problematic processes and employees. Work diligently alongside your team to produce absolute efficiency.

Over to You

As a final thought, use the built-in analytics provided by many of these systems to measure success.

You can quickly uncover ways to better allocate resources, train employees effectively and manage location inspections at your property with ease.

So, will you start using location inspection software at your convention center anytime soon?

Download our free eBook about guard tour and inspection software

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