When an organization decides to utilize the services of a contracted private security guard company, it is vital that the two organizations effectively communicate back and forth.  Naturally, the private security guard company contacts an organization offering services or the organization calls the private security guard company requesting security services.  This process of effective communication should begin long before the contract is signed between the organization and the private security guard company and be effectively maintained throughout the partnership.

The first order of business for the private security guard company should be to offer an informational presentation to the organization in need of private security guard services.  During this presentation, the private security guard company representative should highlight the services, specializations, and limitations of the security services provided by the private security guards, supervisors, and management staff.  It is important that the private security guard company representative does not attempt to coerce the organization into signing a contract.  The purpose of this presentation is to enlighten the concerned organization of the benefits which a private security guard company would be able to provide.  If the organization is indeed interested in entering into a contract with the private security guard company, then details of the contract will then be discussed.  After the contract has been negotiated, agreed to, and signed by both the organization and the private security guard company, a post-order document will then be constructed.

A post-order is a confidential document only viewable by the contracted organization and the private security guard company.  A post-order contains desired specifications regarding the assignments of the private security guard company such as: positioning; patrolling; access control; monitoring all incoming and outgoing traffic; emergency evacuation policies and procedures; alarm system information; organization contact information; emergency services contact information; uniform specifications; necessary equipment; security camera systems; any scanning procedures; building closing information; and the reporting guidelines for incidents.  The post-order is the go-to document for the private security guard who is on duty at the organization’s location requiring security services.

It is important that both the private security guard company and the organization communicate together in order to construct the most efficient post-order document.  By involving both the organization and the private security guard company in the creation of the post-order, the best interests of both businesses can be rooted into the post-order.  From the perspective of a private security guard company, the two most important factors are the safety of the security guard and the client’s needs, respectively.  Finally, post-orders are subject to change over the course of the assignment in order to effectively maintain the best interests of the organization and the private security guard company.

The most essential aspect of communication between the organization and the private security guard company occurs during the reporting of incidents and events.  Depending on the organization, incidents may be characterized differently.  Incidents should be categorized into a multitude of groups such as; Low, Medium, High, and Emergency.  The organization and the private security guard company should collaborate regarding which incidents should be placed into each category.  Additionally, the organization should establish which levels of incidents should be communicated immediately, whether it directed to the organization, to emergency services, or both, and also which levels of incidents can wait until the morning or after the weekend to address.  For example, an owner of an organization may not want to be awoken in the middle of the night to be made aware of a less serious incident such as a broken railing, a blown out light bulb, or an icy walkway.  However, an owner of an organization may wish to be notified regarding more serious incidents such as flooding, a smashed in window, or a fire.

By working together, the organization and the private security guard company can reach an agreement of how incidents will be reported.  A private security guard company should listen to the client’s needs and requests while appropriately communicating any and all details relating to the contracted organization.