4 Ways to Maximize Your Deployment Success With GUARDIAN RFID
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Deploying new technology in a facility can be daunting for any agency, even so for those who are adopting GUARDIAN RFID. Warriors will inevitably face a variety of challenges from the initial implementation to the point of full, expert product competency.
To avoid most of these pain points, this blog highlights four areas that an agency should consider strengthening in order to maximize its Go-Live success, including:
Nominating a capable project manager
Showcasing strong leadership
Establishing robust training
Appointing a system owner
Success Starts with Project Management
Nothing drives momentum and enthusiasm for new projects faster than a capable project manager. While prior experience is a plus, it’s not a prerequisite. Successful project managers understand that having the authority to set or adjust policies – or at least direct access to those who do – helps establish clear expectations and measurable objectives right out of the gate.
A skilled project manager knows current practices and their associated bottlenecks, allowing them to quickly search for solutions. For instance, if rounds compliance is a burning fire issue, a project manager would likely notice that continuing to double-log data on their current paper-based logs as well as GUARDIAN RFID during their transition phase would drain morale – especially if not done properly.
We’ve seen successful deployments where an agency’s IT team drives more than 50% of all project-related decisions, including those that extend beyond technical matters and touch on inmate management policies. However, this approach should be taken with caution. While IT knows its domain well, it's the understanding of GUARDIAN RFID and the nuances of inmate management - such as requirements tied to jail standards or ACA accreditation - that may not be as comprehensive as its knowledge of cybersecurity, for example.
The most effective approach is a blended one: involve IT in an advisory role, while ensuring a corrections-specific project manager oversees the practical, boots-on-the-ground knowledge. This combination of technical expertise and operational knowledge is key to a successful implementation.
Strong Leadership Leads to Strong Jails
While initial success begins with project management, it’s the strong, proactive leadership from administrators that will ultimately determine whether GUARDIAN RFID takes root and becomes deeply integrated into your facility’s policies and procedures.
One early indicator of success is when key leaders - such as the Sheriff, Chief Deputy, Jail Administrator, or Warden - attend training alongside staff, even if just for 30 minutes. This act sends a powerful message about the strategic importance of GUARDIAN RFID, signaling its value down the ranks, from supervisors to line staff.
On the other hand, if administration simply delegates all training to a trainer or project manager, taking a hands-off approach to both the implementation and training process, it can signal a lack of commitment. This either indicates an enormous amount of trust in the project manager or risks overburdening them, leaving them to single-handedly convince staff about the benefits of the upcoming change. Without strong administrative support, the project manager may struggle to win over skeptical staff, especially if less ambitious staffers push to keep the status quo.
To avoid this, administration must set clear organizational expectations and define how they will be measured. Ensuring that administrators remain actively involved and serve as advocates for staff is as equally important. Crafting policy based on feedback from line staff is essential - they are the ones on the front lines and can provide you with the most accurate view of what is working and what isn’t.
One key part of setting expectations is implementing a zero-tolerance policy for the non-use of GUARDIAN RFID. The investment in this system was made for good reason, and staff must understand this. Communicate the rationale behind the system clearly, set expectations during meetings, and update policies as needed.
A successful implementation requires a joint effort between your GUARDIAN RFID project management team, our Academy trainers, and your team members. Together, we’ll walk through as many policy questions that arise as thoroughly as possible and ensure all questions and concerns are addressed. Warriors across the nation have already established best practices and clear policies based on years of experience – take advantage of this. You don’t need to reinvent the wheel.
This collaboration will help our Academy team provide more focused, on-site classroom instruction that addresses common policy questions before training even begins. If we can proactively answer 90% or more of these questions ahead of time, both administration and our project management teams will be in a stronger position during training.
We also recommend that administrators regularly solicit feedback from staff about the effectiveness of policies implemented through GUARDIAN RFID. As the system continues to evolve, you may discover new ways to leverage it, refining or expanding policies as needed. Being agile and responsive to feedback will increase support from supervisors, which will ultimately lead to greater buy-in from their teams.
Lastly, encourage all staff – including your project manager and supervisors – to fully engage with GUARDIAN RFID. It’s the last thing from a one-trick pony. Don’t settle for using one or two modules and declare victory. GUARDIAN RFID is a versatile platform that offers much more, and the more deeply it’s integrated, the greater the long-term benefits.
Great Training Establishes Early Momentum
One of the primary reasons organizations face challenges is the lack of full investment in training. Organizations must ensure that their teams are not only trained but also fully engaged throughout the process.
When staff are inadequately trained or lack a written policy to follow, it can lead to inconsistency, confusion, and frustration. If faced with a legal challenge, it is important to have something in writing that directs actions in line with federal and state laws, organizational policies, and accrediting institutions.
Key actions for effective training include:
Ensure staff engagement: Every team member should be 100% committed to their training. Make training mandatory, and have a contingency plan for employees who miss sessions due to illness, vacation, or other reasons.
Optimize training schedules: Scheduling training times can be challenging, especially when staffing levels are tight. This means training often takes place right after a full 8- or 12-hour shift. Additionally, remind staff that the Academy team will shadow them at Go-Live and across shifts, ensuring immediate support whenever questions arise.
Prepare the training environment in advance: Ensure that the project manager has the training room set up and is ready to go a day in advance, whenever possible. Also, make sure to send reminders to staff about the upcoming training sessions.
Consistency in trainers and messages: If able, maintain the same trainer throughout each training session to ensure consistent communication of organizational goals and expectations. This helps ensure that all employees receive the same message and are aligned on key objectives.
Establish a System Owner who can G.S.D.
For continued, long-term success, it's vital to have a system owner who is responsible for communicating and overseeing ongoing training, policy updates, troubleshooting, etc. This role can significantly benefit your team and agency.
Having a primary point of contact for system management simplifies communication across all levels. Whether it’s handling system needs, coordinating software updates and training, or coaching opportunities with our JailOps team to improve outcomes. Sometimes, this system owner is also your project manager.
A great example of this continuity is Major Tom Laurell at the Polk County Sheriff’s Office in Florida. Major Laurell first identified GUARDIAN RFID as a solution for his agency’s needs in 2009 when he was a Sergeant. He worked with his IT and procurement teams to implement the system and has remained the agency's GUARDIAN RFID guru ever since.
Through his promotions, Major Laurell has amassed a ton of tribal knowledge about GUARDIAN RFID. He has effectively shared this knowledge with his lieutenants who oversee the day-to-day operations of the system, remaining their resident expert on all things GUARDIAN RFID.
If you’re fortunate enough to have someone like Major Laurell, you must have a clear succession plan to pass on key knowledge. This prevents any disruption to system continuity and effectiveness.
Success with GUARDIAN RFID may appear seamless, but truthfully, world-class success requires thorough planning and the ability to execute the plan effectively, even in the face of challenges. Achieving both short-term and long-term success requires complete organizational alignment. Your administration has the power to help achieve success - setting clear policies, defining expectations, and holding your team accountable are just as important as having a competent project manager.
And, please, for the love of all that’s good and holy – do not have your team double log on paper and GUARDIAN RFID for more than 24 hours. The system works. There’s no need to soft pilot anything, rip the Band-Aid off, fully commit, and protect the Thin Gray Line.