If you’re running a security company, you know that efficiency and transparency can help you stand out from the crowd. Daily activity reports for your security officers play a crucial role in both aspects — they can help you operate more efficiently and build trust with your clients.

But how do you structure a security report? And is there a way to make it less of a chore? Traditional paper-based methods can be impractical and time-consuming.

This guide dives into what makes a good DAR, how you can streamline the DAR process, and some ways to make reporting easier and more effective.

‍

Understanding the security officer Daily Activity Report (DAR)

A Daily Activity Report (DAR) is a record that security officers fill out during their shift and submit once the shift is done.

It details their activities throughout the day, including patrols, incidents, observations, and any other relevant security events.

Why are DARs important?

DARs are essential for effective security operations. They serve three main purposes:

‍

1. Communication: DARs keep everyone informed. Security officers can report important details to supervisors and managers. Supervisors can use this information to identify trends, adjust security protocols, and ensure officers are following procedures.

2. Legal documentation: DARs can serve as legal documentation in case of an incident. Detailed and accurate reports can be crucial evidence in investigations or lawsuits.

3. Client assurance: Regular DARs demonstrate professionalism and transparency to your clients. By showing them exactly what security officers are doing on-site, you build trust and confidence in your services.

So how do you put together a structure for an effective DAR? Let’s get right to it.

‍

Components of an effective DAR

Every effective DAR starts with a solid foundation. Here is a structure for an effective DAR that you can follow:

‍

Accurate arrival & departure times

Accurate timekeeping is essential for transparency and accountability. Use timekeeping software with a time clock function to capture precise arrival and departure times.

Consider implementing location tracking technology to restrict clocking in/out only to when the officer is physically present on the property. This helps ensure accurate payroll records and provides a clear timeline of the officer's presence.

Tip: Belfry makes timekeeping and location tracking effortless.

Accurate timekeeping becomes crucial during legal matters or investigations, providing verifiable documentation of the officer's activity.

‍

Shift change information

Smooth and informed shift transitions are vital for maintaining security continuity. The DAR should document any crucial information exchanged during shift changes, including:
‍

• Pass-down orders: Any instructions or updates specific to the property or client.
• Briefings: Information on ongoing issues, incidents, or areas requiring special attention.
• Equipment: Confirmation of receiving and verifying the condition of all necessary equipment.

Example: "Officer Blake on duty, received all pass-downs and equipment in good order."

Clear communication during shift changes minimizes the risk of missed information and ensures a seamless handover of responsibilities.

‍

All routine preventative measures

DARs should showcase the officer's proactive approach by detailing all security activities performed during the shift. This includes:
‍

• Tours: Specific routes and areas covered, including the time spent on each.
• Checks: Thorough inspections of doors, windows, lighting, and other security measures.
• Preventative actions: Any steps taken to address potential risks or hazards.

Example: "Patrolled Building 1 from 06:00 to 06:30 AM, all doors and windows secured, no unusual activity observed."

Detailed descriptions of routine activities demonstrate the officer's vigilance and proactive approach, fostering client confidence in the security team's effectiveness.

‍

Any exceptions to the norm

DARs serve as a record of any incidents, safety hazards, maintenance issues, or unusual occurrences encountered during the shift. Make sure your team reports:
‍

• Incidents: Even minor events, as they may require further investigation or follow-up.
• Safety hazards: Any potential risks identified, including details and location.
• Maintenance issues: Requests for repairs or corrective actions.
• Unusual occurrences: Any unexpected events or observations requiring documentation.

Example: "Found unlocked door in Building 2 at 10:15 AM, reported for repair to maintenance."

Timely reporting of deviations from the norm allows for prompt action and reduces potential risks. It also demonstrates the officer's attentiveness and commitment to maintaining a secure environment.

‍

Proof of value

The DAR should go beyond simply documenting activities and highlight instances where the security team directly contributed value to the client. This could include:
‍

• Assisting clients: Examples of providing help to visitors, tenants, or staff.
• Identifying potential issues: Proactive discovery of problems or concerns before they escalate.
• Resolving issues: Efficiently handling minor incidents or resolving client requests.

Example: "Assisted visitor with car trouble at 08:30 AM, provided jumpstart using the battery pack. Visitor expressed appreciation for the help."

Showcasing the security team's value through concrete examples strengthens client relationships and justifies security investments. It also provides tangible evidence of the positive impact the team has on the property and its occupants.

‍

Structuring the report for clarity

Just like a well-organized toolbox is easier to use, a clear report makes it easier for you and your clients to find the information they need quickly.

Here are some tips for structuring your DARs for maximum clarity:

‍

Distinct categories

Break down your DAR into clear categories for different types of activities. This makes it easier for supervisors and clients to find specific information. 

Some common categories include:

• Tours (details of route, observations, etc.)
• Incident Reports (time, location, description, and actions taken)
• Equipment Checks (listing received equipment and condition)
• Client Interactions (communication or requests from clients)

‍

Headings and subheadings

Use clear headings and subheadings throughout your report. These guide the reader through the information.

For example, the "Patrols" section could have subheadings for specific areas patrolled.

‍

Chronological order

Unless there's a specific reason to deviate, keep your report in chronological order. This allows supervisors and clients to follow the officer's activities throughout the shift and understand the overall picture.

‍

For example, here's a confusing structure:

Responded to a noise complaint on the 3rd floor at 9 pm. Investigated but found nothing. 8:00 pm - Began shift. No special instructions from client. Flashlight battery seemed weak. Received radio call about a delivery arriving later. Checked in with the client at 9:15 pm.

‍

And here’s a clear structure:

8:00 pm - Shift Start

• Received shift briefing and equipment (flashlight needs battery check).
• No special instructions from the client.

8:00 pm - Ongoing - Patrols

• (Details about patrols can be added here, including timestamps and observations for each area)

9:00 pm - Incident Report

• Responded to a noise complaint from a tenant on the 3rd floor. Investigated but found nothing.

10:00 pm

• Radio call received about a delivery arriving.

See the difference? The clear structure with sections and headings makes the information easier to understand and follow the officer's day.

‍

Consistency and detail in reporting

Detailed and consistent DARs are crucial for your security company. They become reliable records that can be used for numerous purposes, including investigations and legal documentation.

Here's how to ensure your officers are creating DARs that meet these standards:

‍

Continuous activity logging

Try to discourage officers from writing down everything at the end of their shift. Instead, instruct them to record their observations throughout their entire shift in real time.

This means noting the exact time of each activity, not just a general timeframe for their entire patrol route.

‍

Descriptive reporting

Encourage officers to be thorough yet concise in their descriptions. Instead of vague statements like "everything seemed normal," a better approach might be "observed all doors locked and secure, no signs of forced entry."

Here are some specific instructions you can provide to officers:

‍

• Focus on the Who, What, When, Where, and Why: Train your officers to think like journalists when writing their reports. By answering these questions in their descriptions, they provide a clear picture of each situation:
  • Who was involved (if applicable)?
  • What happened?
  • What was the exact time of the observation or incident?
  • Where did it occur (specific location)?
  • Why was security called or involved (if applicable)?

‍

Using clear language and communication

Clear communication is key in any security operation, and DARs are no exception. You’ll want to get your officers used to using language that is both professional and easy to understand. Here are some tips to do that:

‍

Simplicity is key

Remember the K.I.S.S. principle (Keep It Simple, Stupid). DARs are not creative writing assignments. The goal is to communicate information accurately and efficiently.

Encourage officers to write their reports in clear, concise language that can be understood by anyone, regardless of their security expertise.

‍

Plain language

Security professionals often use abbreviations and codes for efficiency. But DARs are not the place for this type of communication. Instruct officers to write out everything in full, and avoid complex vocabulary or jargon that might confuse supervisors or clients.

Instead of: "Initiated fire alarm investigation after ACT activation in zone B (1 am)."

Better reporting: "Investigated a fire alarm triggered by an Automatic Combustion Technology (ACT) activation in zone B of the building at 1:00 am. No signs of fire were discovered."

‍

Including visuals

Digital DARs offer a unique advantage: The ability to incorporate visuals. Including relevant photos can significantly enhance the clarity and context of your DARs, and can also serve as a form of digital evidence.

A report mentioning suspicious activity near a specific door can include a photo of the door and surrounding area to provide valuable details that text alone might miss.

The only thing to keep in mind here is maintaining privacy.

1. Before taking any photos of people, guards must always obtain their consent. This is especially important for clients, employees, or individuals involved in incidents.

2. Photos should focus on security-related details, not people or irrelevant objects. For example, instead of photographing an entire hallway to show a broken window, focus on the damaged window itself.

‍

Ensuring follow-up and updates

Security situations can evolve throughout a shift. A seemingly minor observation might become crucial later on. That's why DARs shouldn't be static documents.

Here's how to ensure your reports stay up-to-date:

‍

• Instruct officers that they can, and should, submit additional activity reports to their DAR if they receive new information or if the situation develops further. This ensures the report remains a complete and accurate record of the entire shift.

• When updating reports, officers should clearly indicate the new information and the time it was added. This helps supervisors understand the chronological flow of events. Here are some ways to effectively log additional details:

• Create an "Updates" section: Consider adding a dedicated "Updates" section at the end of the DAR where officers can chronologically list new information and the corresponding timestamps.

• Time-stamped notes: Alternatively, officers can directly add time-stamped notes within the existing sections of the report.

For example, if they discover new details about a previously reported incident, they can add a note with the new information and the time it was discovered.

‍

Next steps: Streamlining security operations with Belfry

Belfry goes beyond traditional paper reports, offering a suite of features designed to make security operations easier, faster, and more transparent for everyone involved.

We built an all-in-one platform specifically designed for security companies to help them handle everything from automated scheduling and payroll, to real-time officer tracking and compliance.

Here's what Belfry brings to the table:

‍

• Intuitive mobile app & guard tour suite: Forget bulky paper reports. Belfry empowers your staff with a user-friendly mobile app. They can easily record observations, complete patrols, and submit DARs electronically — all in real time. This eliminates paperwork hassles and ensures timely reporting.

• Smart report distribution: Belfry distributes DARs and other cleanly formatted reports to the right place at the right time, without the back office needing to complete manual steps. Our suite of features allows you to build custom rules to send different report types to different client contacts, based on the report type that was filed. This ensures both your back office and your clients have a real-time view of officer activity, but they might not have to dig through redundant emails in inboxes if they only want to be notified for the most urgent activities.

• Enhanced transparency with client portal access: Belfry's client portal allows your valued clients to access DARs and track security activity in real time. This transparency fosters trust and demonstrates your commitment to comprehensive security measures.

• Smart time tracking with location tracking: No need for manual time sheets. Belfry uses smart time tracking with GPS technology to ensure accurate payroll records. This also helps monitor officer activity within designated areas.

‍Schedule a Free Demo Today.