Effective collaboration between security operators, facility teams, and other departments is essential for the smooth functioning of any organization. However, with the complexities of college and university campuses, these can be particularly important. Factors such as disparate systems, changes in student and staff roles, and sprawling campus environments that include off-campus housing can make it challenging to monitor and maintain safety and security across campus.

When staff rely on multiple disconnected tools for dispatch, reporting and task tracking, operations often become fragmented, leading to delays and gaps in communication. In critical areas like safety and security, these inefficiencies can have serious consequences.

Work management solutions built for security can bridge these gaps by managing, tracking, and documenting activities, streamlining processes, and fostering real-time collaboration. 

Overcoming barriers to effective collaboration

Over time, many school security teams accumulate a patchwork of databases, spreadsheets, and standalone systems to communicate, create reports, and track activities. Some still rely on outdated paper-and-pen processes, which are time-consuming and prone to errors. These disjointed methods hinder information sharing and coordination.

A digital work management platform consolidates these fragmented systems, offering teams a unified view of activities accessible on both desktop and mobile devices. To take full advantage of their security system data, security teams need to consider more than a generic work management solution.

An ideal work management solution for security teams should accommodate security activities such as guard tours, patrols, and maintenance inspections, while seamlessly integrating with existing security systems. 

For example, if a vehicle is broken into within a campus parking lot, an operator can create a work request with an attached surveillance camera footage within the work management system. The system automatically sends an alert to a patrol officer’s mobile device that includes the footage and any additional notes. 

That patrol officer can then alert other team members of the status within the work management system and follow programmed standard operating procedures (SOPs) for the next steps. Notes, updates, and progress are captured within the system, and reports can be automatically pulled and shared.

To provide trustworthy audits and reporting, the work management system needs to be built with strong cybersecurity measures. The work management system should ensure that data can’t be manipulated after the fact by applying blockchain principles.

Go beyond the security team

While security leaders may implement the work management system primarily for their security operations, there may be opportunities for other teams. For example, could the facilities team benefit from a unified system? If the security team identifies a safety hazard, such as a broken door, security leaders could use a work management system to alert the facilities team. Both teams would have visibility on the progress of the repair.

Even though each department is using the same tool, they don’t have to use it in the same way. Look for a work management solution that allows you to customize dashboards and reports, add unique SOPs, and implement specific automations. Teams should be able to customize their system to show the data that matters to them and mirror how they work. Yet, all the data shared comes from the same system and can flow into a single report. 

Benefits of work management systems

Implementing a work management system can transform campus security operations in several ways:

• Improved communication: Campus security, facilities, and other teams gain real-time visibility into task progress, responsibilities, and pending assignments. Updates and alerts can be shared seamlessly to request assistance or provide situational awareness.
• Enhanced collaboration: Every team member contributes to shared goals rather than isolated tasks. Custom API integrations can connect with other systems, such as employee apps, further fostering teamwork. Each team can have customized dashboards that are based on the same data. 
• Time savings: Built-in reporting tools automate activity logs and compliance audits, freeing up time for other critical tasks.
• Operational efficiency: Routine tasks, incident management, and resource tracking are streamlined. Tasks are assigned to personnel with the appropriate skills, tools, and knowledge, ensuring readiness and precision.
• Workflow automation: Automations simplify recurring tasks. If you need to pull reports each evening, the system can generate reports at a specific time and notify team leads when new requests are added.
• Resource optimization: Features like work ticketing and asset management enable efficient resource allocation and management of internal and external requests.
• Mobile support: Campus officers benefit from mobile apps that enhance situational awareness, communication, and access to standard operating procedures on the go.

Real-world results

Brigham Young University (BYU) is home to over 35,000 students and 5,000 staff and faculty. To protect the 738-acre campus in the middle of Provo, Utah, 25 campus police officers and 15 security supervisors also coordinate with over 300 student employees in the security team. 

The university recently implemented a work management system as a single source of truth that everyone can reference for activities in the security operations center. Teams can quickly see who’s working on which tasks, items that still need to be addressed, and how situations were resolved. Collaboration is streamlined not only within the security team but also with other university departments. Personalized dashboards allow teams to focus on the tasks and reports that matter to them while easily communicating updates with other teams when needed.

Chris Autry, Managing Director at Brigham Young University, remarked, “Before Genetec Operations Center, each of our security divisions managed information separately, making collaboration difficult. Now, with nine departments and over 200 personnel using Operations Center, we’ve greatly improved communication, fostered better collaboration, and facilitated valuable knowledge sharing across our entire security team.” 

Tips for successful implementation

Every college and university has unique workflows, so selecting a customizable work management system is crucial. It’s important to choose a solution that is customizable and intuitive to minimize the need for extensive training. 

Integration is another key factor. A platform that deeply integrates with your existing security ecosystem provides a cohesive view of operations and eliminates the need for manual data transfers or redundant processes.

A well-designed work management system can break down silos, empower teams, and boost efficiency. To ensure a successful deployment, adopt a lean and agile approach: start small and gradually incorporate more features as your team becomes comfortable with the platform. It may be possible to share budgetary costs with efficiency.