Top Security Workforce Scheduling Mistakes (+ How to Fix Them)

Security Workforce Scheduling Mistakes (and How to Avoid Them)

Last Updated on 23 January, 2025 by Skeddule

Introduction

Managing security staff effectively is critical for seamless operations in today’s fast-paced environment. Even seasoned professionals can overlook important scheduling factors, leading to vulnerabilities and inefficiencies. Below, we explore frequent pitfalls in security workforce scheduling and provide actionable tips to avoid them.


1. Understaffing

What It Is
Not having enough officers on duty to cover critical locations or peak times.

Why It’s a Problem
Understaffed teams risk slower response times and unchecked security gaps. These gaps can be especially hazardous if an incident occurs in a high-risk zone, leading to delays that could escalate issues further.

How to Avoid It

  • Analyse Foot Traffic & Incident Logs: Study patterns—like lunchtime rushes or end-of-week surges—to gauge your true coverage needs.
  • Use a Digital Roster Solution: A security workforce planning tool can highlight shift gaps in real time, helping you adjust quickly.
  • Maintain a Back-Up Team: Have a small pool of trained personnel who can fill in at short notice.

2. Overstaffing

What It Is
Assigning an excessive number of guards to a single shift or area.

Why It’s a Problem
Overstaffing inflates labour costs and can lead to decreased vigilance if guards feel they have “nothing to do.” This not only wastes your budget but could lull team members into complacency.

How to Avoid It

  • Review Past Data: Determine actual demand by examining historical visitor numbers and prior incident rates.
  • Implement Workforce Management for Security: A scheduling solution can provide alerts if you’re exceeding recommended coverage.
  • Run Weekly/Monthly Check-Ins: Tweak the roster to reflect real-time changes in usage or risk.

3. Inadequate Training

What It Is
Failing to equip guards with the necessary skills and certifications for their roles.

Why It’s a Problem
Undertrained security personnel may mishandle critical incidents, potentially harming your reputation and risking client dissatisfaction or liability.

How to Avoid It

  • Ongoing Refresher Courses: Include scenario-based training (like active-threat drills or emergency evacuations) to keep skills sharp.
  • Maintain a Compliance Tracking System: A digital tool that sends reminders for soon-to-expire qualifications ensures guards remain up to date.

Example: A healthcare facility that regularly deals with agitated patients might require conflict de-escalation training. If the roster software only assigns guards who’ve completed this training, you minimise potential mishaps.


4. Poor Communication

What It Is
Lack of timely, clear info-sharing between teammates or different departments.

Why It’s a Problem
Miscommunication can lead to scheduling conflicts, missed shifts, or delays in responding to security incidents. Guard teams need a unified approach to avoid confusion about who covers certain hours or tasks.

How to Avoid It

  • Centralise Updates: Use a security guard scheduling platform (e.g., a mobile app) that sends automatic notifications about roster changes.
  • Encourage Regular Briefings: Quick daily or weekly sessions help ensure everyone is aligned on priorities and site-specific instructions.

5. Ignoring Legal and Compliance Requirements

What It Is
Overlooking labour laws, licensing regulations, or mandatory rest intervals between shifts.

Why It’s a Problem
Organisations can face penalties, legal action, or compromised safety standards. Repeated violations also damage employee morale when staff feel overworked or forced into illegal shift lengths.

How to Avoid It

  • Stay Updated with Local Regulations: Keep track of any new legislation on hours and rest breaks.
  • Use Scheduling Software That Flags Potential Issues: e.g., excessive hours or unlicensed roles.
  • Digital Record-Keeping: If inspected, easily pull up timesheets and shift details to prove compliance.

For Australian guidelines on safe work hours and rest breaks, see Safe Work Australia.)


6. Lack of Flexibility

What It Is
Rigid schedules that cannot adapt to sudden changes, such as special events, temporary surges, or emergencies.

Why It’s a Problem
Unplanned absences or increased demand (e.g., big weekend crowds) can leave you unprotected. A shortage of guards at the wrong moment can lead to unsafe conditions.

How to Avoid It

  • Build Floaters into the Roster: Keep a small pool of staff with flexible hours for quick redeployment.
  • All-in-One Scheduling Software: Tools that offer real-time shift swaps empower guards to cover for each other promptly.

Example: A major event stadium discovered last-minute cancellations soared on holiday weekends. Having 2–3 “on-call” guards on standby each weekend averted coverage gaps effectively.


FAQ: Deep Dive

  1. How do I decide how many guards are enough without overspending?

    Combine incident records, site access logs, and potential threat analysis. Many advanced scheduling solutions now incorporate simple analytics, flagging periods with recurring high foot traffic or suspicious activities.

  2. Is it safe to rely on part-time staff or subcontractors to fill unpredictable slots?

    Yes, but ensure each part-timer or subcontractor has valid licences and up-to-date training. A platform that tracks guard qualifications is invaluable here.

  3. What’s the best approach to weekend scheduling?

    Weekends often carry unique demands (e.g., different foot traffic or heightened risks). Revisit the roster weekly or fortnightly, adjusting for any upcoming events or historical patterns.

  4. Which compliance requirements matter most in Australia?

    Key factors include maximum weekly hours, mandatory rest breaks, and ensuring each guard has valid security licences. Always check for award-specific rules that might apply to your workforce.

  5. Are digital rosters truly beneficial for small security operations?

    Absolutely. Even with a handful of staff, digital solutions reduce manual errors, help distribute coverage fairly, and keep track of compliance tasks seamlessly.


Conclusion

Avoiding these common scheduling pitfalls significantly boosts your security operation’s reliability and staff satisfaction. For an automated tool that adapts to your unique site needs—while remaining user-friendly—try Skeddule. Free up valuable manager time, improve coverage, and create a safer environment for everyone involved.