Safety Protocols Handbook
Property Managers & Sales Agents
Wear Your Uniform 1
Wearing your uniform plays a crucial role in enhancing your safety. It sets the tone of a business appointment and can help deter potential hazards.
TIPS
Wear long pants and long sleeves to reduce skin exposure and help prevent any contact with potential hazards.
Keep face masks easily accessible for use if there is risk of exposure to mould or asbestos.
Wear semi-flat and enclosed shoes that have a solid outsole grip to protect you from potential hazards and support your body to move quickly if you needed to leave a property in a hurry.
Examples of potential hazards include spiders, nails, syringes, broken glass and wet surfaces.
2
Emergency Contacts To Be on Speed Dial
Have office and emergency contact numbers on speed dial. This allows you to quickly reach out to someone if you feel unsafe.
TIPS
Call 000 in an emergency.
Have a safety buddy or officer within your team as a direct point of contact.
Ensure that you have more than one emergency contact in case the first contact is unavailable.
Actively observe your surroundings and stay alert to any potential risks or threats.
Be Aware of Your Surroundings TIPS
SUSPICIOUS ACTIVITY
UNUSUAL NOISES
UNSECURED ENTRY POINTS
VANDALISM OR GRAFFITI
SAFETY HAZARDS
LACK OF LIGHTING
OVERGROWN VEGETATION
ANIMAL ACTIVITY
WEATHER CONDITIONS
TAKE 5
Keep an eye out for any suspicious individuals loitering around the property or behaving in a manner that seems out of place.
Listen for any unusual noises or sounds that could indicate potential security threats or maintenance issues, such as broken windows or plumbing leaks.
Check for unsecured entry points, such as unlocked doors or windows, that could pose a safety risk.
Look for signs of vandalism or graffiti on the property, which may indicate criminal activity or a lack of maintenance.
Identify any safety hazards, such as trip hazards, uneven surfaces, or damaged infrastructure, that could pose a risk of injury.
Note any areas of insufficient lighting, especially in parking areas, stairwells, or common areas, that could increase the risk of accidents or criminal activity.
Be cautious of overgrown vegetation or foliage that may provide cover for potential intruders or conceal hazards such as broken pathways or structures.
Be aware of any animal activity on the property which could pose a safety or health risk.
Monitor weather conditions and be prepared for any adverse weather events that could impact the personal safety and security of the property, such as storms, floods, or extreme temperatures.
Take 5 minutes to assess your surroundings before opening a property for inspection.
Know Your Exits
Know where the exits to the property are prior to doing an inspection. Keep all exits clear and unlocked during an inspection.
Always Take Your Own Car and Keep Your Phone Charged 4 5
When entering a property for the first time, check each room and determine at least two emergency exits.
Turn on all lights and ensure that the blinds and curtains are open for clear visibility.
Check all rooms are clear at the end of an inspection to avoid any unknown safety concerns.
Never allow a client to drive you to a property. Always park on the street or in a location where you can easily and quickly leave a property in case of an emergency.
Always ensure that you have a way of contacting the police or an emergency contact if you were to find yourself in an emergency situation.
TIPS TIPS
Park your car in a visible and accessible location.
Don’t park your car where you can be blocked in by another vehicle.
Keep your car keys and phone on you in case you need to leave the property immediately.
Don’t have your mobile diverted in case you need to be contacted.
Keep a phone charger in your car.
Use a Personal Safety App
Using a personal safety app provides security when working alone or in potentially risky situations.
When using a personal safety app, the main features to be considered include;
Emergency alerts
GPS tracking
Apps available for use
PropertyMe Agent offers two in-built safety features. Find My Team delivers opt-in tracking of team members, and Duress Alert is an easy to activate feature that sends an emergency message to other team members.
Check-in functionality
Audio/video recording
bSafe offers A one-touch SOS button with optional voice activation, live streaming and recording, as well as fake call and ‘I’m here!’ functions.
TIPS
Ensure that you know how to effectively use the personal safety app and speak with your Team Leader for any additional help.
Discuss the use of the personal safety app as a team.
Check that the safety app is compatible with both iphone and android.
7
Use Secret Safety Codes
The purpose of a secret safety code is to be able to reach out for emergency assistance quickly without alerting others around you that there is any cause for concern.
EXAMPLE 1
If you feel unsafe, you might call the office and say, “I forgot my purple folder”.
EXAMPLE 2
Have an agreed word/phrase that you can message in a team chat. Example word/phrase: SOS, ZAZ
EXAMPLE 3
If you are at an inspection and start to feel uncomfortable, you could say something like “I just need to get something from the car” and leave the location immediately.
Chosen words or phrases should be easily recognised as a signal by those who know its meaning, while blending into normal conversation for others.
TIPS
Safety words sent via group chat or text should be short and quick to type, as emergencies are always time sensitive.
8
Discuss Inspections and Use a Buddy System
Discuss upcoming inspections as a team. This way everyone can provide their input and raise any concerns based on their past experiences.
If there is any cause for concern, you can take the necessary precautions to ensure any safety risks are minimised.
For example, if a tenant has a history of not securing their pet or being aggressive, you may want to send two team members to attend the inspection instead of one.
TIPS
Discuss any safety concerns at your team meetings.
Speak with your Team Leader regarding any safety concerns, without delay.
Use a buddy system when attending a property with any safety concerns.
Update All Appointments in Your Calendar
Always put your appointments in your calendar that include the time and location of the appointment and your expected return time back to the office.
TIPS
Ensure that your calendar is shared and accessible by your team.
Use a colour coding system to categorise your appointments. Example: Red = Problem Property Use a group calendar for your team, for appointments only
Participate in Safety Meetings
Ensure that your team are having regular safety meetings to ensure that safety protocols are being used and to address any concerns you may have regarding your personal safety.
TIPS
Ensure that any safety concerns are followed up with a plan and outcome.
Discuss any training or support that you may need.
Seek feedback and advice from your Team Leader.
Report any safety incidents.
How To Conduct a Safe Property Inspection
Conducting an inspection with personal safety in mind is crucial for all property managers and sales agents.
12 Personal Safety Tips
Arrive at the property 5 minutes early to assess your surroundings and prepare the property for viewing.
Park your car in a visible location and where you can’t be blocked in by another vehicle.
Always keep your phone and keys on you.
Lock your handbag, laptop case, and any other important valuables in your car, out of sight.
Enter the property and lock the front door behind you.
Turn on all lights, open all blinds/curtains, open all doors and ensure that the property is ready for inspection
Know your exits - you should have 2 emergency exits available to you. This is usually the front door and the back or side garage door.
Open the front door at the inspection start time and keep it open throughout the duration of the inspection.
Site I.D and register all attendees to ensure the security of the property and your own personal safety.
Always have clients walk in front of you throughout the property to ensure that you can clearly see who and what is in front of you.
Check all rooms and areas before locking up and leaving.
Allow enough time to lock up and drive safely to the next inspection.
4 Key Takeaways To Remember
SAFETY FIRST TRUST YOUR ‘GUT INSTINCT’
Your personal safety is more important than a property.
If something doesn’t feel right, take action and see your way out of it.
FOLLOW THE SAFETY HANDBOOK SAY SOMETHING
Contribute to proactive prevention and not reactive response.
Report any safety concerns to your Team Leader and/or submit an online incident report.