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24/7 Software Blog

Use an Incident Management System to Be Proactive (Not Reactive)

by 24/7 Software / May 22, 2018

How do you think an incident management system helps you become proactive?

Chances are, if you’re not using one, you’re running a reactive operation.

You know that’s bad for business, but so is pen and paper.

You’re probably still using that too.

In today’s article, we want to move you away from pen and paper as it causes you to be reactive.

We’d like to help you transition to an incident management system.

Not just for all the bells and whistles, but specifically for your ability to be proactive.

We know all of the benefits of using incident management software solutions.

But, today we’re going to zero in on the aspects of an incident management system that allow you to move from a reactive operation to a proactive one.

So, what about these software solutions will help you become proactive?

Let’s not waste any time.

A Proactive Incident Management System Works for You – Not the Other Way Around!

Close your eyes for a moment.

Think about your current operation.

  • What are all the moving parts?
  • What areas would you like to improve?

We’d bet your answers have something to do with responding to incidents or issues in a little less time.

Maybe, being a tad more ‘proactive’ in every facet of your operation?

Better yet, employing a solution that’ll work for you!

We understand you’ll have to “react” to incidents when they occur.

That’s not what we’re talking about here.

What we are talking about is:

  • Proper planning of daily tasks and protocols
  • Training your staff through role-playing and tabletop exercises
  • Putting a system in place to execute effective response at the time of need
  • Being ready when incidents occur and responding without hesitation or question

Being proactive!

Now, in order to be proactive, you need to have the appropriate protocols in place and an understanding of all your property’s operational information.

It’s the Who, What, Where, When, and How for your property.

Incident management software not only supports these needs, but it also allows you to respond with the utmost efficiency.

No more confusion. No more ambiguity. No more unanswered questions – only maximum efficiency (and proactivity) for you and your team!

What’s Hot Around Your Property?

One of the most significant challenges of being proactive that we’ve seen is made up of two parts:

  1. Understanding trends (e.g., Hotspots)
  2. Resource allocation

Think about it.

You need to know where all those fights are occurring and how much personnel to deploy to those locations.

How are you currently achieving this without incident management software?

It’s even more difficult to obtain this information, manage it, analyze it, and gain insight into your own operation when you’re using pen and paper.

You get some of the details, but nothing with integrity.

Nothing that helps you be proactive.

To produce effective processes, you need to:

  • Fully understand trends associated with incidents or issues to allocate resources and deploy your staff accordingly
  • Know the number and details of each occurrence to determine who’s in the best position to respond

Knowing what’s ‘hot’ around your property before it happens – well – that’ll give you the upper hand!

Understanding Incidents, Issues, and Trends Is the Perfect Formula for Flawless Automation

When you know what to expect, you can be proactive.

You’re not dumping a bunch of chemicals into a beaker and waiting to see what happens.

You’re understanding your formula while perfecting the measurements.

Having the right amount of insight lets you set up procedures for handling specific incidents or issues in the most professional way.

Your incident management software is the tool you use to ensure all need-to-know information is segmented and defined according to your best practices.

That way you can truly be ready for that next allergic reaction.

How can you do this?

Take a moment.

Think about all of the protocols-to-handle you have outlined in your management plan.

Now, make a list of all the incidents or issues that need proactive measures.

Once you have all this information outlined, you can systematize it in your incident management solution.

Create the step-by-step process for getting essential items completed – without any ambiguity or time wasted.

Then, schedule alerts in your system to one or many people in your team.

When a specific incident or issue is reported, whether it’s associated with a trend or location, your need-to-know people will be notified.

You didn’t have to think about it.

Everything happened according to plan. Your operation is humming!

How’s that for a proactive solution?

Proactivity Is a Perpetual Activity for Professionals

What’s the best way to positively influence your ability to be proactive and for the lifetime of your operation?

Always knowing.

Technology changes and criminals get smarter.

That being said, what you need to know and how you respond will always evolve.

You need to see the bigger picture – even as that picture begins to change.

Trust us; it will.

An incident management software solution will give you the analytics your operation needs to be proactive.

Smarter reporting and comprehensive analytics keep you in front of the eight ball.

Your need to be proactive never ends.

Your ability to analyze historical information ensures that you never become reactive.

With analytics, you can take apart your operation and put it back together.

Remove the waste from your operation while simultaneously streamlining your infrastructure.

Doing this will give you better analytics.

Better analytics increases your ability to be much more proactive.

Over to You

Understanding what’s always occurring throughout your property and having a system in place to manage the moving parts is the key to achieving Proactive Operations.

Are you going to implement an incident management system so you can run a proactive operation?

Editor's note: This post was originally published in May 2015 and has been updated for comprehensiveness and freshness.

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