Setting up Successful Protocols
For the monitoring of your site to be successful, establishing clear protocols for incidents such as crimes, thefts, vandalism, and/or suspicious activities on your site is crucial. Here’s a comprehensive guide on how to set up these protocols:
1. Define Incident Categories
Begin by clearly defining different categories of incidents that Pro-Vigil should report to you or to the authorities. These may include:
- Crimes: Any criminal activities observed on the premises, such as break-ins, theft, or assaults.
- Vandalism: Damage or defacement to property, vehicles, equipment, facilities or other assets.
- Suspicious Activities: Any behaviors or actions that appear unusual or potentially threatening.
2. Designate Primary & Secondary Monitoring Contacts
Identify key personnel within your organization who should be notified immediately in case of an incident. This may include security managers, facility managers, or designated emergency response coordinators.
The individuals designated as contacts will receive all communications from Pro-Vigil via phone calls and text messages. Establishing clear communication expectations with these contacts is crucial to ensuring they do not feel overwhelmed by the volume of communication. Additionally, it is recommended that they save the Pro-Vigil contact number in their phones to avoid the risk of missing any important calls or texts. This step will help facilitate smooth and efficient communication between Pro-Vigil and the designated contacts.
3. Establish Reporting Procedures
Create clear and detailed reporting procedures that Pro-Vigil should follow when an incident occurs:
- Immediate Notification: Specify when we should promptly notify your designated contact person or the police department upon observing an incident (separate it by incident category/type).
- Contact Methods: Define preferred communication methods for reporting incidents, such as contacting the police department, phone calls, text messages, or dedicated incident reporting platforms.
4. Determine Response Protocols
Develop internal response protocols based on the severity and nature of the incident reported for your teams, after they are contacted by Pro-Vigil:
- Emergency Response: Establish protocols for activating emergency response teams for critical incidents requiring immediate action (e.g., ongoing crime, safety threats).
- Non-Emergency Responses: For non-critical incidents (Ex. unusual behavior or someone walking the property unauthorized without displaying threatening behavior) establish protocols for your teams to activate.
5. Implement Regular Review and Feedback
Schedule regular meetings with your team and account reviews with Pro-Vigil Customer Success Team to discuss your site’s activities and performance:
- Feedback Mechanisms: We encourage open communication between Pro-Vigil, you, and your team to review incident reporting procedures and response reviews.
- Continuous Improvement: Use insights from these reviews to refine protocols, update your internal training programs, or enhance your coverage area to better address security challenges.
6. Documentation and Training
You can access your protocols for review at any time through your Customer Portal. It is crucial that your monitoring team is well-informed about the specific actions Pro-Vigil will take in various situations that require immediate action. This understanding will help ensure swift and appropriate responses in critical scenarios.