5 Traits of a Proactive Guard Tour System

24/7 Software
Aug 25, 2020 7:00:00 AM

You walk over to your security supervisor.

“This is the problem we’re having,” you remark.

Joe gives you a blank stare while he waits for you to continue.

“We’re always picking up the pieces when something happens,” you continue.

“You know, it feels like we’re always behind the eight ball,” you tell Joe.

“We’ve been working with an antiquated system,” he responds.

“It’s a combination of pen, paper, and hoping that we’re in the right place at the right time,” he continues.

“It’s a reactive security operation that we’re running here,” he tells you.

“Poor documentation, legacy time-stamping technology, limited if no accountability, and high turnover,” he elaborates.

“That’s what I’m working with every day,” Joe asserts with pursed lips.

You know Joe is frustrated because he’s approached you about upgrading your guard tour system in the past.

Only now have you’ve realized the struggles of operating with an outdated solution and disjointed process.

That’s the problem.

You’re reacting to the inefficient process.

But, Joe’s ready to employ a proactive system.

Today, you’re moving to that proactive guard tour system Joe needs – and we’ll show you what traits should be non-negotiable.

Are you ready to transform your security operation from reactive to proactive?

What Are the Deficiencies of Your Current Guard Tour System?

Joe understands what your current system lacks.

He’s ahead of the game, which is why he’s anxious to get the ball rolling.

All the deficiencies in your current system won’t exist in a progressive system.

That’s right, the traits of a modern system remove the drawbacks of legacy systems.

This advancement is how value is created.

You must be proactive.

It saves you time, money, and reduces stress.

How capable is your system?

Use progressive guard tour software to improve your operation.

Give your team a new outlook on their performance.

Below are five traits of top-notch solutions that can (and will) supercharge your operation.

Move to a proactive process where nothing slips through the cracks.

These five characteristics will make help your team do what they’re trained to do, but faster and better:

  • Complete Documentation
  • Audio, Pictures & Video
  • Accountability
  • Proactive Operations
  • Seamless Training
Tiny people forming a DNA helix symbol
( Proactive Traits )

Complete Documentation

Would you agree that poor documentation leads to an accumulation of problems?

You cannot expect efficiency or accountability when you rely on printed inspection schedules and handwritten details.

Not only do they pile up on your desk, but they’re also illegible.

Do you see a lot of mistakes?

You can’t afford any, period.

You spend your time working through errors and solving issues.

Like our example above, are you always picking up the pieces?

You require the right information when you need it.

A real-time software solution lets Joe’s team capture tour information efficiently.

They enter the data in real time.

You receive the information from your guards’ tours.

Everything enters the system immediately.

You can access it from your computer when you want.

You have useful information because it is accurate and detailed. You have complete documentation!

Audio, Pictures & Video

One characteristic all outdated systems are missing is an ability to see the whole picture.

A picture is more valuable than writing lengthy reports to describe a single example.


Then, take a picture!

Multimedia changes the game.

It empowers your staff to ‘get the proof’ to ensure accountability and liability protection.

All bases are covered with a clear picture of what occurs.

Progressive solutions take advantage of mobile device functionality.

This quality augments your proactive operation.

Consider this:

One of your security officers, Sharon, is running through her tour schedule and identifies a suspicious person near a women’s restroom on the second floor of your property.

Sharon can snap a quick photo of the individual, jot some notes, and approach the person to see if she can be of any assistance.

If the person is lost, no problem.

Sharon will help.

But, if the person was, in fact, a threat, Sharon can notify her team with information about the person.

You can increase your team’s ability to protect customers and your property.

You have the potential to be proactive.

Why wait?


Do you trust your security team?

Or, is accountability something you continue to struggle with on a regular basis?

Your goal must be to prevent errors.

‘Enforcing’ accountability should come second to helping your team succeed.

You do not only want to enforce accountability when necessary.

You want to create accountability from the start.

Don’t operate with the intention of punishing your employees for making a mistake.

Give them a tool that outlines an efficient way to get their job done correctly.

Because high turnover is an issue, and it’s not right to let guards go when your system and process might be the root of the problem.

Here’s what we mean: routine tours are easy for the security team when you keep it simple.

Remove your old system and replace it with a proactive solution.

  1. Scan the barcode, QR code, or RFID label
  2. Populate tour information onto the mobile app
  3. Review assignment
  4. Complete tour in no time

Always remember that enforcing is reactive.

Control the process to monitor accountability effectively.

This method is proactive.

Be proactive!

Seamless Training

What’s the purpose of a system that your team can’t figure out or won’t use?

Your employees must understand the purpose of your system, how to use it, and can get up to speed without delay.

They will never buy into a solution that's hard to learn and even harder to use.

They’re already frustrated with your current system.

You don’t want to carry the negativity to your new system.

Many solutions make your employees look bad because it forces them to figure things out and make mistakes.

Limited capabilities require your staff to remember more procedures, which means the chances of forgetting what to do increases.

Implement a system that lets you train staff professionally.

You want security officers to execute, starting today.

Ensure quick deployment and produce a confident security team.

Proactive Operations

Proactive Operations is demonstrated throughout all traits of a quality system.

But, the result is that you’ve extended Proactive Operations to another aspect of your operation – your security team.

Inefficiencies that exist in a reactive operational environment are dangerous.

Implementing a proactive system can change this forever.

Your current solution is not working because your ongoing process is not working.


Develop your efficiencies through Proactive Operations.

A proactive operation employs strategy, infrastructure, and technology.

If you have weaknesses at any stage, you need to address them.

Employing Proactive Operations means implementing a proactive guard tour system.

Over to You

Increase your operational efficiency using a proactive guard tour system. Introduce complete documentation, multimedia, accountability, seamless training, and Proactive Operations in your security operation.

Stop picking up the pieces of your old system and take control of your operation. Now, how’s that for proactive?

Editor's note: This post was originally published in September 2016 and has been updated for comprehensiveness and freshness.

Learn how and why CheckPoint supercharges equipment and location inspections

You May Also Like

These Stories on Guard Tours

Subscribe by Email