Success Recipe: Shopping Center or Commercial Property 

In this success recipe we'll look at how to setup a standard commercial or shopping center account. Of course we'll cover the basics but we'll also show a few additional ways to ramp up the value for your clients. 

What's included:

-Sample Map with Checkpoints  - How to Structure Your Addresses & Units
- Most Common Locations - Recommended Issue Types & Priority Levels
- Recommended Checkpoints - Sample Tasks
- How to Setup Lighting Inspections  


Sample Map with Checkpoints

Aerial_Map___Broad_St_SC.png

Listed above is an aerial map of a sample shopping center. You'll also see a map with suite key listed below. One way to help provide a visual for your checkpoint locaitons is to use a photo editor to indicate where each checkpoint is posted. 

Broad_St_QR_Map.png


How to Structure Your Addresses & Units:

The way you setup your address and units will have an effect on the reports you are able to pull. 

We used the main address for the property and then added the tenants/suite numbers as units so we could easily track the history for each suite. We included the tenant name and the suite number to make it easy for the officer to fine the right selection when reporting. 

shopping_center.png

Help: How to Add Addresses and Units. 


Most Common Locations

Parking Lot Entrance Sidewalk
Loading Dock Dumpter Area Restrooms
Courtyard Employee Parking Electrical Room
Storage Area Stairwell Elevator
Trash Can Median Perimeter: Inside
Perimeter: Inside Foliage Tenant Space

Recommended Issue Types

Remember to take the time to personalize these issue types for each property. These are some pretty standard issues for commercial sites, however, the priority levels may change on a per customer basis. 

  Security Level 1  
Vandalism Theft Noise Disturbance
Emergency Vehicle: Police Emergency Vehicle: Fire Emergency Vehicle: Paramedic
Panhandeling Alarm Response Loitering
Graffiti    
     
  Security Level 2  
Dumping Trash Open Door Found
Open Window Found  Garage Left Open Tenant Escort
Positive Contact Negative Contact Skateboarding 
Solicitation  Unauthorized Access Stray Animal
     
  Security Level 3  
Tour: Loading Dock Tour: Parking Lot Zone 1 Tour: {Tenant Space} 
Tour: Gas Station Tour: Dumpter Area Tour: Fountain
Positive Contact Lighting Inspeciton: Zone 1 Reminder: Customer Service
     
  Maintenance Issues  
Door/Lock Problems Light Out Alarm Malfunction
Gate Problem Sprinkler Problem Slip/Trip/Fall Hazard
Low Hanging Limb Fire Extinguisher Issue Outdoor Spigot
Raised Curb  Loose Handrail  Spill
HVAC Unit Trash Can  
     
  Parking Issues  
Handicap Parking Parked in Fire Lane RV Parking
Overnight Parking Obstructing Traffic Non-Operational Vehicle
Abandonded Vehicle Vehicled Towed Away Parked in Loading Zone
Not a Parking Space    

Recommended Checkpoints

Listed below are some suggested checkpoints for an apartment community. Here are a few things to remember when using the checkpoint feature:

  1. Make sure you use different issue types for each checkpoint. DO NOT use the same issue type for all checkpoints. 
  2. Do your best to write the checkpoint notes & instructions in a way that will help reduce the risk and liability for you and your client. Clearly describe what your officers should be/are doing. 

Loading Dock

Checkpoint Issue Type: Tour: Loading Dock

Checkpoint Instructions:
Officer please check the loading dock area for any safety hazards or conerns including obstructions to the loading dock, improper use of the area, fire hazards, or other issues of concern. Pleaes note all issues under the appropriate issue type. 

Checkpoint Note: 
Officer patrolled the loading dock checking for safety issues including improper use of the area, vehicles obstructing truck access, or unathorized access. 

Parking Lot

Checkpoint Issue Type: Tour: Parking Lot Zone 1

Checkpoint Instructions: 
Officer please patrol the parking lot looking for any signs of theft, vandalism, unauthorized parking, or other issues of concern. Pleaes note all issues under the appropriate issue type. 

Checkpoint Note: 
Officer patrolled the parking lot looking for signs of theft, vandalism, unauthorized parking, or other issues of concern.

Gas Station

Checkpoint Issue Type: Tour: Gas Station

Checkpoint Instructions: 
Officer please patrol the Gas Station looking for signs of property damage, loiterers, maintenance issues, disruption to the normal flow of business, and suspicious activity.

Checkpoint Note: Officer patrolled the gat station looking for property damage, loiterers, maintenance issues, and suspicious activity. Officer remained highly visible to the tenant and guests without disrupting the normal business flow 

Dumpster Area

Checkpoint Issue Type: Patrol: Dumpster Area

Checkpoint Instructions:
Please make sure the trash compactor is not being used after 2200. If you find trash compactor being used after 2200, request that the store manager secure the trash compactor. If tenant refuses, contact Security Dispatch and Property Management to notify them of the situation.

Checkpoint Note: Officer checked for any signs of illegal dumping and made sure the tenants were not using the large trash compactors in rear of building after 2200. All issues have been reported under the appropriate issue type. 

Tenant Space

Checkpoint Issue Type: Tour: {tenant space}

Checkpoint Instructions:
 
Officer please patrol the Exterior looking for signs of property damage, loiterers, maintenance issues, disruption to the normal flow of business, and suspicious activity.

Checkpoint Note: Officer patrolled the {tenant space} Exterior looking for property damage, loiterers, maintenance issues, and suspicious activity. Officer remained highly visible to the tenant and guests without disrupting the normal business flow.

Lighting Inspections

Checkpoint Issue Type: Conducted Lighting Inspection

Checkpoint Instructions:
 Check all the lights in this zone and make sure they are in normal working condition. Note any dull or burnt out lights under the "Light Out" maintenance issue and include photos with an audio file describing which light it is. Be as descriptive as possible with your audio file and note because maintenance teams are only on site during the day. 

Checkpoint Note: Officer checked the lighting zone to make sure that all lights were working and that the area was well lit. Any lighting concerns will be noted. 


Sample Tasks / Post Order Reminders

Tasks are a great way to remind officers of time sensitive items that should be handled throughout the shift. They are also a great way to remind officers about important elements of their job, like how to treat residents and guests or how to handle certain incidents. Listed below are examples of both. 

Lockup Duties

Task Description: Attention officer: At this time please begin your lockup duties. Check all doors and windows and be sure they are properly secured for the night. 

Maintenance Issues

Task Description: It is important to report malfunctions to building management as soon as possible. When a maintenance issue is found make sure to report it under the maintenance tab in Silvertrac. Be sure to include quality photos and a note describing the issue. Please remember not to report the same incident more than one time. 

Resident/Guest Relations Reminder

Task Description: The duties of the security officer are to communicate, to make tactful requests, to observe and to report. If a resident or guest refuses to cooperate with requests to reduce noise or stop engaging in inappropriate actions, the situation is a task for law enforcement. Contact the police. Have all necessary facts at hand. Be able to provide a clear and accurate report of the situation to peace officers. Then document all the facts in the Incident Report.

Break Reminder

Task Description: Attention officer: Please remember to take your scheduled breaks througout your shift. You can use the break room to eat your meal but please remember to be professional at all times. Although you are not on duty you are still on the properties and you should act accordingly. 

Parking Lot Patrols

Task Description: Security personnel on each shift are responsible for conducting patrols of the parking lots, by foot or mobile patrol. The officer should look for suspicious individuals loitering. Also note any vehicles with lights left on, doors that appear left unlocked, or vehicles that have been abandoned. Officers should also document all maintenance being completed (i.e. parking sweeper arrival time and departure time).

Private Property

Task Description: This Shopping Center is private property. Solicitors, peddlers, and people loitering are not permitted. All security officers, while patrolling the grounds, shall professionally challenge any person or persons in a diplomatic, polite, and courteous manner. If possible obtain the person’s name, in the event they are unwilling to identify themselves as a guest, visitor, or employee, inform them they are trespassing. At that time politely ask them to leave the premises. 


How to Setup Lighting Inspections

Start by setting up a checkpoint for several lighting zones around a property. You'll want to create a zone or area for each part of the property so the officer can scan a checkpoint for each zone they inspect. 

Sample Issue Types: Lighting Inspection: Zone 1, Lighting Inspection: Parking Lot

Sample Instructions: Officer please patrol this area and note any lights that are significantly dimmed or not working at all. Please make note of the specific light that is out and do your best to describe the location. Take a photo far away enough to see both working and non-working lights if possible.

Sample Note: Security officer conducted a lighting inspection of the parking lot area and all lights appear to be in normal working condition at this time.

Suggested Sample Photo: Show the lights in working or in non working condition. Do your best to take the photo from an angle that shows more than one light.

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