Issuing a File Note to a Security Officer

For a Security Operations or Site Manager, the first step towards managing poorly performing employees is to talk to them.
All too often managers do not talk to their staff about performance but let themselves get more and more frustrated until one day they explode with rage in front of a surprised Security Officer who was unaware that they were doing anything wrong.
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Why? Lack of clear communication perhaps? Sometimes, talking to an employee in private and outlining what they should or should not be doing will be enough.

However, minor issues such as chewing gum repeatedly whilst on front of house duties, listening to iPod's while on patrol or perhaps texting their friends while they should be monitoring CCTV may call for a written record of the conversation which can be held on the individuals file for a set period of time, for example, six months. Any repeat of the conduct you have advised them of may result in even more formal recording such as a disciplinary written warning.

Below is a possible example of a file note: 04/04/13 Time: 09.

20 Location: Security Managers Office Present: J Stannage- Manager, N Kittoe- Security Officer FILE NOTE JS: Advised that it has been noted that N Kittoe has been seen on numerous occasions listening to earphones whilst on patrol.

N Kittoe has been advised that it is important that Security Officers are fully alert and aware of their surroundings and therefore the use of any entertainment devices are prohibited while on duty.

JS has confirmed that further instances involving the use of personal stereo equipment may result in disciplinary action and possible removal from site permanently.
N Kittoe has confirmed they this instruction has been acknowledge and understood.
N Kittoe agrees that he will not use his IPod while on duty.

This file note should then be signed by both parties.

JS NK This type of file note is a great and simple way of addressing minor issues with Security Officers and serves to ensure that the employee knows what is expected of them and also, should the employee continue to disobey this management instruction, you have additional evidence that you have attempted to resolve this issue from the outset in a civilized manner.

I have personally used it many times and found that employees responded better to this form of informal meeting where clear expectations could be laid out.