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Are you responsible for Evacuation Drills in your building? You must watch this!

If you are responsible for the evacuation drill real or practiced in your building what is your role?

Are you the Health and Safety Manager? Are you the HSE, SHE or HSQE Manager? Are you the Facilities Manager? Have you just been given the position floor warden or fire warden? No matter what position you have in your business if you are part of the team that runs the evacuation in the event of an emergency then you will want to watch this short video.

People management in evacuations just went digital

Since the release of our evacuation module to assist customers running an evacuation drill in our visitor management software globally the feedback from existing customers has been outstanding. Just today an existing customer in Australia said “this is so much more than I ever imagined when I initially asked for this feature” Mark From ZacPac went on to say this is a great reason to now have our employee start and finish times in the visitor management software for the purpose of evacuation management.

In the past 3 months I’ve spoken with many companies small and large when I ask about evacuation management all of the corporate’s have an annual, bi-annual or quarterly evacuation drill. The process is manual and when asked to go into detail about the process I am finding many companies with incomplete evacuation management systems.

I remember writing a visitor blog a few months back about a shipyard in Perth Australia running manual monthly evacuation drills taking around 2000 employees every month out of action for 2-3 hours, what do you reckon this was costing every month in down time?

If you have any of the following problems you should watch this video

  • We do not know which employees are in our building at any time of the day
  • We do not know what visitors are in our building at any time during the day
  • Our evacuation drills are not run very well
  • Our fire wardens / floor wardens cannot communicate easily during the evacuation drill
  • Our building is so large we have 8 floor wardens and the fire evacuation drill is a nightmare to bring together.
  • At the end of the evacuation drill we think we have cleared the floors but we are unclear on who was in the building before we even started therefore we actually don’t know if everyone safe
  • We take to long to clear the employees from the manual list
  • At the end of the evacuation drill I spend hours writing up reports.

I made this video recently for a customer….

Watch 4 minute simulated evacuation drill by the floor warden with detailed reporting

I have heard stories by customers being asked to pick up the books to go outside, pick up the ipad or tablet to go outside off the reception desk. In a real evacuation I don’t think it is a good idea to have to be told to pick something up as you are running out of the building.  What if you are running the other way?

I spoke with another customer this week who indicated they called in a professional company to run the evacuation drill twice a year, I asked how do they manage the evacuation process?…….the answer was on paper. The customer was quite impressed to know they could give access to the evacuation app to the outsourced evacuation company to assist with the running of the fire drill.

WOLEvac7 FloorWardenlive update

Give me a call or Book in a demonstration if you would like to see more.

How can I track an asset given to an employee, visitor or contractor?

Issuing assets happens every week in most businesses and in most cases the issuing of an asset is unrecorded. Assets can be as simple as keys or cards where you may give the key to the server room to a contractor to do some work for you may give an access control card to a visitor to have access through your building.

Common asset groups include….

  • Cards
  • Keys
  • Meeting room equipment
  • Vehicles
  • Radios
  • PPE equipment

I walked into a school recently and watched the admin person turnaround and opened a cupboard with around 30 sets of keys, one set of keys was then handed to a contractor but no recording of the event took place not even a manual recording.

We have customers who use the asset module to track shared vehicles where the keys include a bar code and each time the keys are handed out to a new driver the bar code is scanned against the profile of the driver electronically issuing the asset to the driver. How handy would this be in the future when you need to see who was driving the car 3 weeks ago on a Tuesday at 10 AM to sort out a speeding fine.

Meeting room equipment Is another very popular group of assets that are often manually issued. Where is projecter two? Is the common question and nobody seems to know. Who had it last?

Over the past 2 years we have managed the contractors for Opera on the Harbour. A 30 day event with a 30 day lead up and 14 day pack up period. Managing hundreds of contractors every day issuing assets like PPE gear and two-way radios. Prior to using WhosOnLocation visitor, contractor management software Opera on the Harbour managed all of these assets manually. It is easy to see now which contractor or employee or visitor has what piece of equipment that is overdue.

How could you use asset manager in your business?

asset2 current asset list Book in a Demonstration

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Secure Events selects Time & People to supply Visitor and Contractor Management solution with Induction Module

Continuing with our series promoting customers from 2014 and 2015.

Secure Events and Assets needed a solution to manage many contractors across many moving locations throughout the year. Tara contacted Time & People after having to sign in and out of WhosOnLocation Visitor management software at an event called Opera on the Harbour. Opera on the Harbour is an event each year on Sydney Harbour where you can watch the opera and the Harbour Bridge and Opera house are a backdrop to the opera. I am not an opera fan myself but was invited as a supplier last year and took my 11-year-old daughter. We both loved the night the opera was fantastic and the backdrop of the Sydney Harbour Bridge under lights was spectacular.

Tara was impressed with the electronic sign in and sign out process and wanted to know more. We got talking about the many events that Tara managers around the country every year. The events are small to very large including the biggest events that Australia knows. Tara needed to find a way to get better compliance with contractors and inductions. we completed a demonstration of the software and once Tara saw the power of the system it was time to move forward and start building the inductions using the information that was used for years manually to create the electronic online induction process.

One year later and Tara is now in the process of implementing the Deputy rostering time and attendance software which will integrate  with the visitor contractor Management software making the management of her staff and contractors nationally easier than it’s ever been before

 More about Secure Events and Assets (SEAA)

Secure Events and Assets (SEAA) is a leading Australian owned security company. We specialise in the provision of security services for special events and premier sites around the country. Our security expertise extends to asset management, touring and projects, personal security, and consulting and management.

Our clients include facility and event management companies, corporate business and government. We understand that every client has a unique set of values and needs, so we work closely with them to define the parameters of their requirements. We then develop operational, administrative and reporting systems that meet and exceed these requirements.

Want to know more about HANDA OPERA ON SYDNEY HARBOUR or Opera on the Harbour 2016 go here

Managing Staff, Contractors and Visitors at a major out door event

Every company that managers an outdoor event will know logistically how hard it is to manage everything that comes with managing the outdoor event. There is so much more than the performers and concert goers, safety is paramount. Additional people can include staff, contractors including security, cleaners, chefs, kitchen hands, employees, known visitors and unexpected visitors the list goes on and can easily turn into thousands of people over the course of the event.

Some of the problems flushed out through recent conversations include…..

  • Can we be alerted when a specific contractor arrives on location?
  • Can our suppliers be notified when their employee arrives on site automatically
  • Can we run an electronic detailed report on the attendance of any person or company?
  • Can we track the compliance of contractors including inductions?
  • Can we track assets like keys, PPE equipment, vehicles, radios, temporary access passes and more?
  • Can we run evacuation reports in the event of an emergency?
  • Can we match reports with suppliers invoices?
  • Can we check validity of any individual on location with photo ID?

To see how you can manage the challengers that you face in your next outdoor event click here

What Are The Components Of A Successful Corporate Event?

If you are planning a corporate event, there are some components that must be included if it is destined to be a success. The size of the event doesn’t matter; these are just some of the fundamentals!

  • The latest presentation gadgets – take advantage of the technology that is available, and make it possible for attendees to get visuals during presentations on high definition monitors, or even on their tablets and smart phones using a shared presentation tool. People will take more away from an event, and from each presentation, when the information is made easily available to them.
  • A great keynote speaker – get one great speaker that is relevant to conference subject or industry to headline the event. Try and make it a name that is recognizable, either on a large scale (celebrity, author etc), or someone that is known in the local community. An event is more impressive when someone can look up the keynote speaker online and see exactly what makes them qualified to speak on a subject.
  • Choose a comfortable location – choose a venue that will accomodate the numbers in attendance comfortably. If people are crammed together it can make the whole event feel disorganized, and generally uncomfortable. Comfortable seating options can have a benefit as well, but that’s far less important if you only have enough chairs for half of attendees to sit down.


Implementing Security Measures for Important Events

Protecting visitors when special events (including high profile corporate conferences) are taking place is essential. Safety, of course, is pertinent to a good experience. To prepare for an event, focus on the following:

  • Finding a venue that makes security and safety a priority – if you find a location that emphasizes the importance of having documented evacuation plans, fire extinguishers, and staff that is used to being on the lookout for suspicious activity, this is a good place to hold your event.
  • Allowing security to do their job – if you hire outside security, allow them to do their job. Give them the authority to take control over the situation, and that includes giving them control over the venue staff.
  • Checking identification – you want to ensure that the guests invited at the ones that attend. So don’t hesitate to check ID as they enter the premises to confirm that they are the guest that was actually invited. An invited guest can still cause a problem, but it is less likely when you have their identity confirmed.


Should You Use An Event Planner?

An event planner isn’t just for personal events like weddings and showers, they can also play an important role in corporate conferences and other major events that need to be put on flawlessly. Hiring an event planner can benefit you in the following ways:

  • An event planner can get invites to the appropriate people – let your event planner do the legwork on your behalf, and determine who should receive invitations to the event. They can ensure that the invites find themselves in the right hands.
  • An event planner will take care of the decor – an event planner can take care of the decor, and also ensure that you have the appropriate number of chairs, tables, and other items necessary to accommodate attendees.
  • An event planner can hire the appropriate staff – if you need security, catering, speakers and more, an event planner can focus on getting the right people to the event.


Making Your Corporate Event Successful

Even the most seasoned event organisers can get bogged down by the logistics of an event. Everyone knows to plan for the worst and hope for the best. Venues, technology, and entertainment are just some of the major stressors, but they don’t have to be. Knowing your audience can make entertainment and venue selection easier, while making sure you’re providing the proper tech support can keep little issues from popping up at show time.

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Getting the Most From Conference Attendance

If you are hosting a corporate event or conference, you can also make the most of attending it. After all, if you are arranging it, you could likely benefit from the exposure to important discussion and education in your industry. Once the event is organized, you can spend time determining how you will benefit by:

  • Identifying your goals – what would you like to get out of attending the conference? Would you like to make industry connections? Learn about the latest developments? Promote your own brand by speaking and educating others?
  • Know who is attending – as the event planner, you will have a complete list of who is in attendance. If you are not familiar with some of the major players, then take the time to do further research into their companies. Having background will help you prepare to network at the event.
  • Be realistic about what you can accomplish – take a look at the schedule, and ensure that you do not overbook yourself. Set aside time between seminars to speak with other attendees. Remember, as the event organizer you may also need to set aside time to deal with staff, or any organizational issues that occur.

After the conference, you can weigh the success by seeing what you took away personally. You can also use the event management system to track metrics and see if event numbers were as significant as you’d hoped.

Planning Corporate Events on a Limited Budget

Is there one tried and true road to a successful event? Not really. A number of recommendations were first published as advertising for specific event products, so buyer beware!  Promotion has turned some of them into myths that too often fail to live up to their hype. It is not how much you spend but what value and convenience you provide that matters.


1- Going first class sells


In reality, the more you spend on an event also might send a message that you will be expensive. This can cause you to draw more moochers than buyers. You want your event to match the buyers’ attitudes re value and price.  Spend the money on reusable investments that demonstrate your viability and professionalism. Using an event management system is one example.


2- Location, location, location


This is usually true but not necessarily the way you think. Holding events right in the core of a downtown may seem to make it more convenient, expecting to draw a larger audience. The reality is that convenience also increases both cancellations and early departures. Holding your event in an intriguing location away from the core draws a more committed audience and saves you money too. Also, don’t overlook using electronic conferences held during work-from-home hours. You can have more of these covering a wider audience over time to increase exposure within the same budget.


3- People want free stuff


It is true that many gather trinkets at conferences. Most end up never being used and provide you with little promotional value, if any at all. What you want to offer is a call to action instead that resonates with potential buyers. Trials, coupons and invitations to private events will give you a better return on a lower investment. Make sure that you track who you give them to with your event management system and make sure to follow up after the event.


4- Mass marketing draws


Shotgun approaches using direct mail, telemarketing and email blasts work with big budgets in mass retail markets. In the B2B market, it takes more personalized approaches to carefully qualified individuals. Find out who makes the decisions and call or write to them. It is not only cheaper than mass marketing but establishes the foundation for an ongoing relationship.  Your event will provide them with more information, access to satisfied buyers and strategic insight. But only if you get past their gatekeepers that would have received the direct marketing material.


5- Avoid vacation periods


The myth is that there are not enough interested people available to attend events in vacation seasons. Most decision makers usually use those periods to work on the business rather in the business and have more time for that when their employees are away.  A well targeted conference providing strategic thinking is good positioning in vacation periods.


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