Introduction
In today’s volatile and complex world, high-profile individuals face various risks that often necessitate robust Executive Protection (EP) programs. These programs are essential for safeguarding not only the physical security of the principal but also their operational efficiency. As clients increasingly demand structured and effective approaches to protective operations, setting clear standards and best practices for staffing becomes critical.
This guide outlines the key components of staffing protective operations, aiming to achieve operational excellence, ensure 100% coverage, and maintain scalability to meet varying levels of requirements. Additionally, it addresses support for local, domestic, and international travel, the health, wellness, and readiness of the protection team, and strategies to prevent agent burnout. A practical approach to determining appropriate staffing levels based on a 40-hour workweek per agent is also provided.
Key Components of Staffing Executive Protection Operations
Comprehensive Risk and Threat Assessment
Effective protective operations begin with a thorough understanding of the principal’s risks and threats. Conducting regular Risk, Threat, and Vulnerability Assessments (RTVAs) are essential. These assessments should cover a broad spectrum of potential risks, including physical security threats, cybersecurity vulnerabilities, privacy issues, and business-related risks. The outcome of these assessments is the development of tailored risk mitigation strategies, ensuring that protection measures are both comprehensive and specific to the principal’s needs.
Dedicated, Full-Time EP Manager
A full-time Executive Protection Manager is crucial for the successful management and coordination of the EP program. This role involves developing and implementing the program’s strategy, establishing Standard Operating Procedures (SOPs), and managing the day-to-day operations of both the Executive Protection and residential protection teams. The Executive Protection Manager also plays a key role in coordinating with corporate security departments and specialist partners, ensuring that all aspects of the program align with broader security objectives.
Full-Time Executive Protection Agents
Full-time Executive Protection Agents are typically provided by specialist partners but should be fully integrated into the corporation or family office’s operations. Their responsibilities include conducting advance work for all travel and events, providing close protection services, managing secure transportation, and implementing risk mitigation strategies based on intelligence reports. These agents must maintain high readiness and adaptability, capable of rapid deployment as required by the principal’s schedule and activities.
Here is an example scenario of what has happened, many times, in the past due to understaffing of Executive Protection Agents:
CASE STUDY EXAMPLE: Consider the case of an Executive Protection agent who, after transitioning from a combat zone, finds themselves working over 100 hours per week due to chronic understaffing. Despite their initial resilience, the prolonged stress and lack of personal time led to severe burnout and the collapse of their marriage. The agent’s subsequent decline in job performance erodes the principal’s trust, ultimately resulting in their removal from the program. This scenario underscores the importance of maintaining a manageable workload to prevent burnout and ensure reliable performance from all team members.
Residential Protection Team
The principal’s primary residence should be staffed 24/7 with at least two agents per shift, supported by a dedicated operations center on the property. The Residential Protection Team Manager, typically working Monday to Friday but available as needed, oversees the management of this team. Additional residences can be monitored by the 24/7 Operations Center using advanced security technologies, supplemented by trained specialist partner staff as necessary.
Protective Intelligence Analyst
A dedicated, full-time Protective Intelligence Analyst plays a pivotal role in the Executive Protection program. This analyst is responsible for gathering, analyzing, and disseminating actionable intelligence, conducting continuous threat assessments, providing real-time intelligence support to the Executive Protection and residential teams, and preparing travel risk assessments and situational reports. This role ensures that the protection strategies are informed by the latest intelligence and can adapt to evolving threats.
24×7 Operations Center
A 24×7 Operations Center provides continuous support for communications, monitoring, and emergency management. This center coordinates routine and emergency communications for both the Executive Protection and residential teams manages response actions during crises, and ensures integration with corporate security systems. The center also monitors additional residential properties, enhancing the overall security framework.
Dedicated and Full-Time Security Drivers
Security drivers, available up to 16 hours per day, five to seven days per week, are crucial for ensuring secure and efficient transportation for the principal and family members. These drivers are responsible for conducting advance route planning, employing defensive and evasive driving techniques, and coordinating with the Executive Protection team and Operations Center for real-time updates and support.
Standards and Best Practices for Staffing Executive Protection Operations
Defining Clear Roles and Responsibilities
Each role within the Executive Protection program should have a clearly defined job description, outlining responsibilities and career paths. This promotes accountability and growth, ensuring that all team members understand their role in maintaining the principal’s security and well-being. Regular behavioral assessments should be conducted to evaluate the suitability of team members, both initially and throughout their tenure. At Premier Risk Solutions, we have created custom job descriptions for each role identified through key accountability assessments obtained from subject matter experts in their field along with utilizing DISC people sciences to obtain the most ideal talent matches for each role.
Continuous Training and Development
A properly funded and structured training program is essential for maintaining the readiness and effectiveness of the Executive Protection team. This program should cover both basic and specialized skills relevant to protection, with continuous training schedules allowing team members to develop and refine their skills without compromising operational coverage. Scheduling for training should be integrated into staffing plans to ensure that it does not interfere with operational excellence.
Quality Management System (QMS)
Implementing a formal Quality Management System (QMS) is crucial for ensuring consistent service delivery in EP operations. This system should include documented policies, procedures, and processes, with a focus on quality assurance (preventing defects through proper processes) and quality control (identifying and correcting defects through audits and feedback mechanisms). Regular audits and reviews should be conducted to monitor the effectiveness of the QMS and to make necessary adjustments.
Health, Wellness, and Readiness
Maintaining the physical and mental health of the Executive Protection team is essential for their readiness and performance. Physical fitness standards should be established and regularly assessed, with resources provided to help team members maintain and improve their fitness levels. Comprehensive health and wellness benefits, including medical insurance, mental health support, and wellness programs, should be offered to prevent burnout and promote a healthy work-life balance. At Premier Risk Solutions, we offer these items to our full-time employees as part of our standard package of benefits offerings.
Scalability and Flexibility
Operational scalability is critical for responding to dynamic threat environments and the principal’s varying needs. A scalable staffing model, supported by specialist partners, allows the Executive Protection program to adapt to higher levels of requirements as needed. This model should be flexible, with the ability to scale up or down based on real-time threat assessments, travel schedules, and specific events. At Premier Risk Solutions, we have boots on the ground in 80 countries to draw upon and 44 major metropolitan areas throughout the domestic USA. These are all relationships that are vetted and time-tested.
“Doing the Math” for Coverage and Duty Requirements
Determining appropriate staffing levels is crucial for an effective Executive Protection (EP) program. This involves calculating the number of agents needed based on a 40-hour workweek, shift schedules, and the requirement for 24/7 coverage. Proper staffing ensures comprehensive coverage while preventing burnout and maintaining high performance.
Below are some examples of doing the math for protective operations coverage. This approach should be used for any staffing required for the program.
Residential Protection Team: For 24/7 coverage with two agents per shift, at least nine agents are needed. This accounts for 42 shifts weekly, requiring each agent to cover 5 shifts per week.
Security Drivers: To provide secure transportation for 16 hours a day, seven days a week, three drivers are required. This ensures that the 112 hours of weekly coverage are adequately staffed, with each driver covering 40-hour workweeks.
EP Agents for Local and Travel Coverage: To cover 16 hours per day locally, four agents are needed (including a buffer for training and unforeseen absences). For a principal who travels 50% of the time, an additional two agents are required to rotate travel coverage, bringing the total to six agents. In addition to having the flexibility to schedule training and rest time, you also can increase staffing on short notice if it is required for an unexpected increase in risk or travel to a higher risk-rated destination.
This staffing approach ensures that the EP program meets all operational needs—whether the principal is at home, work, or traveling—while maintaining the team’s well-being and performance.
Here is an example scenario where an understaffed team fails in their mission on an international trip:
CASE STUDY EXAMPLE: In another instance, an understaffed EP team failed to provide adequate coverage during an international trip, resulting in the principal being caught in local unrest. Due to the absence of sufficient personnel to conduct thorough advance work and continuous monitoring, a key intelligence update was missed, exposing the principal to unnecessary risk. This example highlights the necessity of adequate staffing to cover all aspects of security, particularly during higher-risk activities such as international travel.
Implementation Plan
Initial Setup (0-3 months)
- Hire the EP Manager and establish the foundational team structure, including residential protection and security drivers.
- Onboard the specialist partner for EP agents and residential staff.
- Set up the 24×7 Operations Center and the residential operations center.
- Recruit and train the EP Agents, Protective Intelligence Analysts, residential staff, and security drivers.
- Begin ongoing risk assessments and intelligence analysis.
Operational Integration (3-6 months)
- Develop and implement SOPs for all aspects of the EP, residential protection, Intel, Security Drivers, and Ops Center programs.
- Establish regular communication protocols among all team members.
- Begin continuous monitoring and routine operations.
Continuous Improvement (6-12 months)
- Conduct regular performance evaluations and update training programs.
- Refine risk mitigation strategies based on feedback and evolving threats.
- Maintain open communication with the principal and stakeholders for continuous feedback.
- Implement Quarterly Business Reviews, a Quality Management System, and Key Performance Indicators to track program success.
Conclusion
Establishing clear standards and best practices for staffing protective operations is essential for ensuring the safety, satisfaction, and productivity of high-profile principals. By integrating dedicated full-time resources with the flexibility of specialist partners, the EP program can provide robust, adaptable, and continuous security coverage. This comprehensive approach not only ensures operational excellence and scalability but also prioritizes the health, wellness, and readiness of the protection team, preventing burnout and maintaining a high level of performance. Proper staffing, continuous training, and a strong quality management system are key to delivering the highest standards of protective operations, ultimately enhancing the principal’s ability to focus on their professional and personal responsibilities with peace of mind.
Preview of our next blog related to this topic:
The Top 10 Consequences of Inadequate Staffing and Coverage – My upcoming article delves into the top 10 consequences of these oversights, from compromised safety and increased risk exposure to the erosion of trust and damage to an organization’s reputation. We’ll explore how failing to properly staff an executive protection program not only endangers principals but also undermines the very goals the program is designed to achieve.
Written by Brian Jantzen, with supplemental info and editing by Michael Delamere
