The use of logbooks is an outdated process, yet it was the only way to accurately collect data from dynamic workforces and customers in 2001.
Regulatory compliance was ensured through logbook data.
A process that once signaled change is rife with problems.
The first issue is that accurate data kept by individual security officers are being loosely transcribed into logbooks.
This information is collected monthly to be put up for audit and storage.
Many companies have fallen victim to the mistake of implementing too many systems to fix minor problems.
This creates a bad effect, where multiple systems don’t communicate with each other, data is wrongly interpreted, and input time is increased exponentially.
An Incident Management System is a piece of software that allows for more effective staff and mobilizes resources quickly.
It also enables staff to communicate seamlessly, which helps in making decisions based on more informed data, which creates a safer and more secure environment for everyone.
What Falls Under Incident Management Software?
In theory, adding technology to incident management should be a simple task.
However, the biggest challenge is getting people to use it.
When you first start working with an Incident Management System, it’s important to use it for every incident so that you can become skilled and practiced in its application.
It’s not something that you should wait for the “big one” to use it on because, most likely, you won’t get the chance.
If a system is user-friendly, your personnel will be highly proficient with it.
Then, when a larger-scale incident does happen and requires the involvement of multiple stakeholders and outside personnel, everyone will be familiar with the software and feel competent.
As a facility manager, you should look for software with these basic features.
This will greatly increase the probability that you will gain tangible benefits.
Track and Manage Resources Effectively
A system should have an online dashboard where the operations manager can see and track all situations and their workforce locally or globally.
The system should also allow the operations manager to assign an incident task to a team or individual with just a few screen-taps or clicks.
Shift, Assignment, and Incident Templates
The software should enable the user to set up templates for incident types they commonly respond to, like suspicious behavior, routine patrols, hostile recon, intoxication, and fire hazards.
The templates that are provided should contain ready-to-use task shortcuts so that managers can easily delegate tasks and be confident that details and key stages are being tracked and logged.
Running Time Count and Case Management
The system should provide a running commentary of issues and their status to track elapsed time on the incident so that Ops Managers can make time-critical decisions and track the situation to resolution.
Incident Log with Timestamps
When information is automatically captured and saved with a timestamp to the incident log, you can eliminate hours of frustration back at the desk.
This is because you will have important details documented right away.
A detailed incident log can help create post-incident reports that are informative and educational, which can be used for a variety of purposes, which the police or other governing bodies can go through and interrogate the reports.
Access to Pre-Incident and Business Continuity Plans
You can use incident and event pre-incident planning information to make safe, effective, and efficient decisions on how to manage an emergency.
However, not everyone needs to know about this data.
You can set levels of view ability and hierarchy so that only those who need the knowledge have access to it at any given time.
Map-Based Control and Command Center
Map-based command boards help operations managers and incident managers by allowing them to view resources geographically, as well as mapping layers and other situational awareness data.
The Tech Landscape
In the last century, the tech landscape has seen an enormous expansion.
Cloud-based systems have been one of the most important developments in this area.
These systems can turn any desktop, laptop, tablet, or smartphone into a digital control room or command center.
The use of cloud systems for incident management is a new and growing trend that does not require any special hardware, is easy to learn, and does not require a degree in IT to set up.
This is why cloud-based systems work well - they are compatible with Mac, Windows, iPhone, and Android operating systems.
Interface Ready
Your company likely has many sources of information that are useful for managing any incidents that occur.
These may come from a manufacturing system, employee data, and your scheduling system, among others.
This information, both historical and present, should be able to integrate into the software you choose without a heavy investment of time or money.
With that considered, the software’s main goal should be to help you with the tasks at hand.
The software should help you with the incident, gather evidence, and provide emergency assistance.
Management and Incident Management Software
Incident management technology is beneficial for Operations managers because it increases their capabilities to manage large-scale incidents.
This technology is helpful because it enables the development and management of a more comprehensive and detailed incident action plan.
Incident management software also helps to manage the logistical needs of an incident by providing specialized equipment, supply caches, rehabilitation areas, and communications hardware.
In addition to the equipment, these systems help manage communications.
This typically involves more than just radio communications.
It also includes outside world communications about what’s happening, what’s continuing to happen, and plans to resolve the incident.
Over to You
Current versions of incident management technology are a serious upgrade over previous ones, as they help employees and managers become more dynamic and productive.
This will make the company more competitive and increase the efficiency of the bottom line.
Requiring no physical hardware installation, Incident Management Software can be set up and implemented within hours, thereby improving your operations and overall efficiency.
