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 Centerprovides 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.
Hosting a special event, whether it’s a music festival, corporate conference, or sporting event, requires meticulous planning and execution. Ensuring the safety of attendees, staff, and performers is paramount. In this article, we’ll explore best practices for special event security to create a secure environment while maintaining a positive experience.
1. Risk Assessment and Threat Analysis
Before anything else, conduct a thorough risk assessment of the special event. Identify potential security threats specific to your event. Consider factors such as the venue, crowd size, location, and historical incidents. Collaborate with local authorities and security experts to evaluate risks comprehensively.
The timeline for this aspect can vary depending on the size and scale of the special event. The larger the event, the longer timeline horizon in advance that is required for adequate assessment. Generally speaking, most events this can be done within 2-3 days of an individual’s time.
Access Control: Implement robust access control measures. Use credential management systems, guest screening, and entry/exit point checks.
Emergency Response Plan: Prepare for worst-case scenarios. Define roles, responsibilities, and communication channels during emergencies.
Crowd Control: Manage large crowds effectively. Ensure clear signage, designated pathways, and crowd flow management.
Intelligence Fusion: Leverage technology for real-time intelligence sharing among security personnel.
Command Center: Set up a modern command center equipped with situational awareness tools and perhaps GPS tracking, depending on your use case.
This phase may be the most critical of the phases as proper planning in advance is where the rubber will meet the road when it comes time to executing successfully while on-site.
3. Professional Security Personnel
Hire trained security personnel. They should be well-versed in crowd management, emergency response, and conflict resolution. Consider using body cameras and closed-circuit television (CCTV) – or more commonly known today as network video – for enhanced surveillance. Most camera systems nowadays can be remotely monitored by the Command Center mentioned in phase 2 above. Having a proactive set of eyes and ears dedicated to the event security team 24/7 would allow for dispatching of field personnel for odd behaviors, suspicious packages, or the like identified while monitoring the feeds.
4. Effective Communication and Coordination
Communication is critical. Establish clear communication channels among security teams, event organizers, and in-house venue security teams and/or local law enforcement. Regularly update stakeholders on security protocols and any changes.
Establishing a live channel for group communications via a WhatsApp, Signal, or other encrypted radio channel so group members are all on the same page at the same time is important to success.
Understand the impact of security incidents on your special event. Consider financial losses, reputation damage, and legal implications. Develop contingency plans to mitigate these risks.
7. Transportation and Traffic Management
Coordinate transportation logistics. Address traffic flow, parking, and transportation security. Work closely with local authorities to minimize disruptions.
8. Fire, EMS, and Public Health Preparedness
Collaborate with fire departments, emergency medical services (EMS), and public health agencies. Ensure timely medical response, evacuation plans, and health protocols.
Consider having a dedicated on-site medic for the special event operating hours to cater to attendee and staff needs. For the host company, if they have internal employees traveling internationally to the event, find out what their medical process for reporting is as some companies having specific reporting requirements to be met or additional resources available through their medical provider.
9. Post-Event Evaluation
After the event, conduct a thorough evaluation. Identify areas for improvement, assess the effectiveness of security measures, and document lessons learned.
Conclusion
Special event security is a multifaceted endeavor. By following these best practices, event organizers can create a safe and enjoyable experience for attendees while minimizing risks. Remember, effective security enhances the overall event atmosphere and contributes to its success. In the end, good security isn’t cheap and cheap security isn’t good!
The enactment of California SB 553, which takes effect July 1, 2024, creates the first general industry workplace violence prevention safety requirements in the United States. California SB 553 requires California employers to develop their own workplace violence prevention plans as part of their Cal/OSHA Injury and Illness Prevention Plans or as a standalone Violence in the Workplace Prevention Program. Businesses must begin complying with the law on July 1, 2024.
Most organizations have either a partial Workplace Violence Prevention Program or an Injury and Illness Prevention Plan (IIPP) in place as required for all organizations under OSHA’s jurisdiction. OSHA, however, does not have specific requirements for a Workplace Violence Prevention program.
Many US organizations conduct business in California and must comply with this requirement. As an industry best practice and to ensure compliance, organizations should consider rolling out the plan to their entire organization, not just for their California-based operations. So goes California, the rest of the states have a strong tendency to follow suit in due time.
To ascertain the current state of your program, your organization must conduct a program assessment to develop a strategic plan to ensure compliance with California SB 553. Key provisions of this would include:
Reviewing existing HR, Security, Workplace, Business Continuity, and Injury Illness program policies, procedures, and business processes that have a nexus to the California SB 553 requirement.
California SB 553 minimum requirements to be assessed, to the extent they are available, include: 1. Program roles and responsibilities 2. Identification of workplace hazards 3. Reporting methods without fear of reprisal 4. Remediation of workplace incidents and hazards 5. Training 6. Employee communications 7. Plan compliance 8. Emergency Response 9. Post-incident response and investigation 10. Recordkeeping
The uniqueness of your organization should be addressed through the program assessment findings. Once your organization identifies the gap between the current state of your program and California SB 553 compliance items, you can work on addressing the items you may be deficient in. This phase of the endeavor will be more technical in defining the elements and recording them in a formal program document.
Should you require outside assistance in addressing your California SB 553 program compliance, please do reach out to us to begin a discussion on how Premier Risk Solutions can help.
With increased cyberattacks on organizations of all sizes, digital risk detection is of paramount importance. What is digital risk detection? Digital risk detection is the process of identifying and assessing the threats that organizations face in their digital environments. It’s the application of a tool or tools to access information on the social, surface, deep, and dark web. It’s seeking out exposures, data breach indicators, threats of violence, or otherwise reputationally damaging content to a brand or an individual’s (typically an executive’s) integrity. Keeping the information funnel succinct with relevant content across so many outlets can be a daunting task, but there are tools available in the marketplace like Media Sonar that aid in filtering the information available into one manageable ecosystem.
In 2023 and beyond, organizations can expect to see the following trends in digital risk detection:
Increased use of artificial intelligence (AI) and machine learning (ML): AI and ML can be used to analyze large volumes of data to identify patterns and anomalies that may indicate a threat. This can help organizations to detect threats more quickly and accurately than traditional methods.
Greater focus on insider threats:** Insider threats are threats that come from within an organization, such as from employees, contractors, or suppliers. Insider threats can be particularly difficult to detect, as they may have access to sensitive data and systems. Organizations will need to implement a variety of measures to mitigate insider threats, including digital risk detection tools.
More sophisticated attacks:** Cybercriminals are constantly developing new and more sophisticated attacks. This means that organizations will need to have a layered approach to digital risk detection, using a variety of tools and techniques to detect and respond to threats.
Here are some tips for organizations to improve their digital risk detection capabilities:
Implement a variety of detection tools and techniques. This could include AI/ML-based tools, user behavior analytics (UBA), security information and event management (SIEM) systems, and vulnerability scanners.
Monitor your digital environment continuously. This includes monitoring your networks, systems, applications, and data.
Have a plan in place to respond to threats. Once a threat is detected, you need to have a plan in place to investigate the threat and take appropriate action.
The Occupational Safety and Health Administration (OSHA) Act of 1970 outlines the duty of care an employer has for keeping a workplace “free of recognized hazards” that could lead to physical harm to a person or persons. This extends to business travel as well. This means an organization must act in a prudent manner to recognize hazards (i.e. be proactive in doing so). Each organization should start with a digital risk assessment to identify its threats and vulnerabilities in order to begin mitigation strategies on how to best tackle the situation presented. Every organization will be unique in its needs due to company culture and risk appetite as well as available resources (capital or otherwise).
While there are a variety of ways to mine information on the web, if you are able to automate searches to collate those into one ecosystem and organize the results in a custom manner germane to your organizational interests how much time would you save your team and efficiency would you create for your operation? Digital risk detection is an essential part of any cybersecurity strategy. By implementing a robust digital risk detection program, organizations can protect themselves from a wide range of threats and reduce the likelihood of a successful cyberattack.
Watch this 2-minute video put together by Media Sonar that discusses’ how their tool functions within this topical matter. Please reach out to the management team at Premier Risk Solutions should you like to discuss your digital risk detection program needs!
In today’s digital age, organizations face an ever-increasing threat of cyberattacks and data breaches. While investing in robust security measures is crucial, creating a culture of security within the workplace is equally important. By fostering a security-conscious environment, companies can empower their employees to become the first line of defense against all threats. In this article, we will explore practical steps and strategies to cultivate a culture of security, emphasizing the role of leadership, employee awareness and training, and the implementation of best practices throughout the organization.
1. Leadership’s Commitment:
Creating a culture of security starts at the top. Leaders must champion the importance of security and set an example for others to follow. By actively demonstrating their commitment to security, leaders can establish trust and motivate employees to prioritize it. They should communicate the significance of security measures, allocate resources appropriately, and foster a sense of shared responsibility throughout the organization.
2. Employee Awareness and Training:
Educating employees about potential threats and providing comprehensive training is paramount to building a security-focused culture. This includes teaching them about common cyber risks, phishing attacks, password best practices, and the importance of data privacy. Regular training sessions, workshops, and simulated phishing exercises can enhance awareness and help employees develop the skills needed to identify and mitigate security threats effectively. Additionally teaching staff about common physical risks such as piggybacking, potential consequences of doors left ajar, and general situational awareness best practices would arm the organization with a team of security and safety-conscious personnel.
3. Clear Security Policies and Procedures:
Developing clear and concise security policies and procedures is essential for creating a culture of security. These policies should address areas such as data handling, access controls, incident response, and acceptable use of technology resources. It is crucial to communicate these policies effectively to all employees, ensuring they understand their roles and responsibilities in safeguarding company data and systems. Good physical security plays its part in the protection of the data and systems by creating the outlying barriers to detect, deter, delay, and ideally displace any attempted criminal element.
4. Encouraging Reporting and Collaboration:
To foster a culture of security, organizations should encourage employees to report any suspicious activities promptly. Implementing an anonymous reporting mechanism can help alleviate concerns about retaliation. Additionally, fostering collaboration among team members, departments, and security professionals can promote a collective effort to identify and address security vulnerabilities effectively.
5. Regular Security Audits and Assessments:
Conducting regular security audits and assessments (penetration tests) is essential for maintaining a secure workplace. These evaluations can help identify vulnerabilities, address potential weaknesses, and ensure that security measures are up to date. By involving employees in these processes, organizations demonstrate their commitment to continuous improvement and provide opportunities for input and suggestions.
6. Recognize and Reward Security Consciousness:
Acknowledging and rewarding employees who exhibit exemplary security consciousness can reinforce the desired behaviors and encourage others to follow suit. Recognitions can range from simple shout-outs during team meetings to formal awards or incentives. By publicly appreciating employees’ efforts in maintaining a secure workplace, organizations reinforce the importance of security and motivate others to prioritize it.
Conclusion:
In an era where data breaches and cyber threats continue to rise, organizations must prioritize creating a culture of security in the workplace. Through leadership commitment, employee awareness and training, clear policies, encouraging reporting, regular audits, and recognizing security-conscious behaviors, organizations can build a workforce that understands the significance of security and actively contributes to its maintenance. By investing in a security-conscious culture, companies can better protect their valuable assets, mitigate risks, and establish a strong defense against the evolving threat landscape.
