What Are Security Post Orders + How Do You Create Them?
Curious about security post orders? Creating them is simple. Discover how with our detailed guide and example.
Help your security personnel perform at their best with clear duties laid out in an easy-to-understand manner.
This is easy to achieve with security post orders. Not sure what security post orders are or how to create them?
We've got you covered with all the information you need to guarantee your security guards are well-informed and ready to go as soon as they clock in for their shifts.
What are security post orders?
A security post order is a security guard’s go-to guide for making sure they understand exactly what’s expected of them and how to handle different situations with confidence. It lays out everything they need to know to do their job at a specific site, from their daily tasks to what to do in an emergency.
Having well-written post orders for security means everyone follows the same guidelines, reducing misunderstandings and mistakes. Keeping everyone on the same page leads to a more efficient and coordinated effort.
Clear instructions make it easy to see if a job has been done correctly. By setting expectations, personnel can be held accountable for their actions and it’s easier for you to evaluate performance.
Another added benefit, detailed post orders help your company meet legal and contractual requirements through proper documentation of all procedures and protocols. In doing so, you remain compliant with industry standards and regulations.
8 key components of security post orders
1. Post description
Describe the post's location in detail, noting any unique features or requirements.
For example, a post in a busy area with lots of foot traffic might have different needs than a post in a more restricted or secluded zone.
2. Duties and responsibilities
List all the tasks your security personnel are expected to handle. This could include:
- Monitoring entrances and exits
- Conducting regular patrols
- Managing access control
- Keeping an eye on surveillance cameras
3. Patrol procedures
Provide specific instructions on patrol routes, how often they should be taken, and any particular areas that need extra attention.
For instance, you might instruct guards to check all entry points every hour or to monitor a specific high-risk area more frequently.
4. Emergency procedures
Lay out clear guidelines for handling emergencies that include step-by-step instructions on what to do in different types of emergencies (like fires, medical incidents, or security breaches), as well as contact information for emergency services and key personnel.
Clear emergency procedures can save time and lives in a crisis.
5. Reporting procedures
Explain how to document and report incidents using specific forms or software to record details about:
- What happened
- When it happened
- Who was involved
Consistent and accurate reporting is essential for tracking incidents and taking corrective actions when needed.
6. Communication protocols
Detail how your team should communicate with supervisors, colleagues, and clients. This could include:
- Radios
- Cell phones
- Other communication devices
Effective communication protocols help ensure that everyone stays informed and can respond quickly to any situation.
7. Access control procedures
Provide instructions on how to manage and control access to the premises. This includes:
- Checking identification
- Issuing visitor passes
- Handling deliveries
Clear access control procedures help maintain security and make certain that only authorized individuals can enter the site.
8. Special instructions
Include any additional instructions that are specific to the post or the client's requirements. You might include anything from special protocols for handling VIPs to specific times when additional security measures are needed.
How to create effective security post orders
1. Conduct a thorough site assessment
Start by visiting the location where security is needed and take a close look at everything.
Walk around and note any potential security risks, like poorly lit areas, unsecured entrances, or places where someone could hide. Pay extra attention to high-traffic areas and any spots that might need additional monitoring.
Talk to the client to understand their specific needs and expectations. They might have concerns or requirements that aren’t immediately obvious, like a particular time when they need extra security or certain areas that are especially important to them.
Understanding these details helps create effective post orders for security that address all possible vulnerabilities.
2. Gather input from key stakeholders
Next, have conversations with everyone involved in the security operation:
- The client
- Security supervisors
- Any other relevant personnel
Each of these stakeholders will have valuable insights and specific requirements that need to be considered. Make sure to ask detailed questions about what they expect from the security team and what their main concerns are.
It's important that everyone agrees on the primary objectives and responsibilities so that there are no misunderstandings later on.
3. Draft the post orders
Once you have all the necessary information, start drafting the post orders.
Use clear and concise language to outline the duties, procedures, and expectations for the security personnel. Follow this up by breaking down the information into detailed sections, covering all aspects of the job, from daily routines to emergency procedures.
The goal is to create a document that is easy to understand and follow, leaving no room for uncertainty. Each section should be specific and thorough, providing all the details your team will need to perform their duties to the best of their abilities.
4. Review and revise
After drafting the post orders, share them with the key stakeholders for feedback. This step is necessary to show that nothing has been overlooked and that the orders are as clear and comprehensive as possible.
Encourage stakeholders to suggest any changes or additions that could improve the document. Make the necessary revisions based on their feedback, and then review the updated post orders to certify they meet all the outlined requirements.
5. Implement and train
Once the final version of the post orders is ready, distribute it to the relevant security personnel. Don’t just hand out the document and leave it at that — conduct training sessions to walk your team through the post orders.
Explain each section in detail, answer any questions they might have, and make sure everyone understands their duties and responsibilities. Hands-on training like this will guarantee your team is well-prepared to follow the post orders accurately.
6. Monitor and update
Even after the post orders have been handed out, the job isn’t done. You should regularly review and update post orders to reflect any changes in procedures, client requirements, or site conditions.
Keep talking with your security team to get their feedback on how well the post orders are working and to spot any areas that might need a tweak.
Example of security post orders
Post orders for security can vary in appearance depending on who is writing them and what protocols and procedures are in place. Here is a simplistic example of a security post order regarding the main entrance to the fictional ABC Building.
The main entrance
Post description
Location: Main entrance of the ABC Building.
Unique features: This post experiences high visitor traffic throughout the day due to its proximity to the parking lot and main thoroughfares. The area is critical for maintaining security as it serves as the primary access point for both visitors and employees.
Duties and responsibilities
Monitor and control access: Continuously observe the entrance so that only authorized individuals enter the building. Use surveillance cameras and direct observation to maintain a secure entry point.
Check identification: Verify the identity of everyone who enters the building. Use a list of pre-approved visitors and employees to streamline this process. Issue visitor passes to those who are not regular employees.
Issue visitor passes: After verifying identification, provide visitor passes to those who need them. Each visitor must sign in and out using the provided log book.
Maintain visitor log: Keep an accurate log of all visitors, including their name, time of arrival, purpose of visit, and time of departure. This log should be updated in real time and kept organized for easy reference.
Patrol procedures
Regular patrols: Conduct a thorough patrol of the entrance area every 30 minutes. During each patrol, check for any signs of unauthorized access, suspicious behavior, or potential security threats.
Specific checks: Pay special attention to areas near the entrance that might be used for unauthorized access, such as side doors and windows. These areas must remain secure. You should report any irregularities immediately.
Emergency procedures
Immediate contact: In case of an emergency, immediately contact building security and local authorities using the designated communication channels.
Evacuation plan: Follow the emergency evacuation plan posted at the entrance. Assist in guiding visitors and employees to designated safe areas. Familiarize yourself with the evacuation routes and assembly points.
Reporting procedures
Incident documentation: Document all incidents, no matter how minor, in the security log book. Include details such as the time, nature of the incident, individuals involved, and any actions taken.
Reporting major incidents: For major incidents, contact the security supervisor immediately after verifying the situation is under control. Provide a detailed verbal report followed by a written report.
Communication protocols
Radio communication: Use the radio to stay in constant communication with other security personnel. Check the radio at the start of each shift to guarantee it is in working order.
Continuous monitoring: Keep the radio on and listen for any updates or instructions throughout your shift. Respond promptly to all communications.
Access control procedures
Identity verification: Check the identity of all visitors before allowing them to enter. Use photo ID and pre-approved visitor lists to verify identities.
Visitor pass management: Issue visitor passes upon verification and collect them when visitors leave. Pay attention to the logs and make sure that all visitors sign in and out.
Special instructions
Peak hours vigilance: Be especially vigilant during peak hours (8 AM - 10 AM and 4 PM - 6 PM) when visitor traffic is highest. Monitor the entrance closely to manage the increased flow of people.
Equipment check: At the start of your shift, see that all security equipment, including radios, surveillance cameras, and entry control devices, are functioning properly. Report any malfunctions immediately to the maintenance team.
Boost security protocols with Belfry
Creating effective security post orders involves a thorough understanding of the site, clear communication with stakeholders, and regular updates to reflect changing conditions.
An all-in-one mobile tool like Belfry can help enhance security protocols in several specific ways:
- Comprehensive security software: Belfry’s software suite consolidates reporting and monitoring into a single platform.
- Automated scheduling: Our advanced scheduling tools take the hassle out of creating work schedules by automating the process based on guard availability and client needs.
- Easy communication: Belfry’s user-friendly mobile app makes officer communication simple via SMS text messaging.
- Performance monitoring: Belfry promotes the use of key performance indicators (KPIs) to track various aspects of security operations, such as incident response times and tour completion rates.