Posts

Private Investigators in the news. For the wrong reasons.

/in , /by

Private investigators in the news is nothing new. PI’s make headlines all the time for the great work they do for families of missing people.  The work they do in the defense of innocent people unjustly charged.  The wide variety of services private investigators conduct on behalf of the individuals and businesses.
In the past two weeks, investigators are in the news for different reasons. Here are a few of the headlines:
“Private Investigator pleads guilty to conspiracy and false imprisonment…..” Click here for full story
“Already incarcerated private investigator could face new sexual assault charge” Click here for full story
“Private investigator convicted for GPS tracking” Click here for full story
“Woman sues private investigator after finding tracking device on car” Click here for full story
“Family of missing boy sues its ex-private investigator” Click here for full story
Questions:

  • Are the lawsuits simply part of today’s litigious society?
  • Are the criminal charges warranted?
  • Are some private investigators taking unnecessary chances during their investigations?
  • Is stepping over the line due in part to pressure from the client to produce results?

We pose these questions to gain insight from private investigators.  We open this discussion and welcome constructive comments from the industry.
 
Try PI Direct Link free for 30 days.  www.pidirectlink.com

Investigative Managers: How to get employees to embrace technology

/in , /by

At least once a month, an investigative managers, operations manager or other investigators in a supervisory role contact us with a similar question.
How do I get my employees to embrace the use of the case management system?
Technology and software are extremely useful in the investigative industry.  Now, lets identify exactly who we are talking about here.  Typically, the supervisor is referring to older investigators that have 20 plus years of experience and can remember when video cameras weighed over 10 pounds and used 8mm video tapes .   These investigators have tons of experience, are very good at what they do and have certain habits, processes, and are set in their ways.  And why shouldn’t they.  To be clear, there is nothing wrong with the investigators in this scenario.  Those processes have worked well and yielded positive results throughout their career.  What a lot of them fail to realize is this type of change is no different than the change they experienced when using 8mm tapes was no longer a viable option and MiniDV and digital video cameras became the norm.  Why?  Better options, better video, easier to use, more compact and the list of benefits goes on and on.
Case management and technology are no different.  Manilla file folders, spreadsheets, and homemade case management methods were good at one time, but now there are better and more efficient ways to do things.
Human beings in general do not care for change, even when that change has positive aspects.  Take a PI that has been in the game for 30 years who says I have been doing investigations just fine without using “some computer software”, there may not be much a manager can do to change their mind.  The way a manager approaches and implements the change is important.   Managers will have a hard time telling investigators the benefits of change.  The key is to show them the benefits, features, and outline exactly how the system will help them individually and the company as well.  After some period of time, the previously reluctant investigators will hopefully say “Man, John was right, this makes my job a lot easier, makes my job this or really helps me save time on this task.
The key is to develop processes and be prepared when approaching employees with new technology.  Telling them is not going to be enough.  Showing them and being clear how this helps everyone is the catalyst for success.

5 Things All Private Investigators Should Know About Case Management Systems

/in , , , , , , /by

The CROSStrax team attends Private Investigators conferences across the country. In talking with PI’s, one of the questions asked quite often was “How do I choose a case management system?” The simple answer is to try the system out. Any system worth paying for will offer a free trial period. Use the tips below to help choose a system that is right for you and your company.
1) Mobile capabilities
One of the main benefits of a case management system is having access to your case information, photos, video, report, etc. Being able to access the information anywhere at anytime on a wide variety of devices is crucial. As we all know, it is convenient to look something up on your phone or tablet without having to drag out a laptop. Having desktop based software only allows access to investigative information when seated in front a particular computer. What happens when you are in the field or at the courthouse? Look for something that is web based and can be accessed from any computer as well as your mobile devices.
2) The Cloud
Don’t be afraid of the cloud. It is the current business model of most technology based businesses, including technologically sound case management systems for investigators. Popular software products such as Microsoft 365 and Quickbooks are moving to cloud based platforms. Anyone who uses online banking systems are utilizing cloud platforms. Online shopping retailers, email programs such as Gmail and Yahoo mail are examples of cloud computing. Online backup software such as Carbonite operate in the cloud. The cloud should be viewed as a positive. If a case management system does not operate in the cloud and is desktop based, you need to ask how old the system is. Any system worth the cost should have a cloud component.
3) Affordability
Cost is an important factor for any investigator. Look for flat rate pricing. If there are a lot of “items” listed in the pricing plan or the plan is long and complicated, buyer beware. Take into consideration the restrictions. A price can be listed at $99 per month, but additional costs can be incurred if you create too many cases, have more than 1 person logged into the system, upload a large file, create an additional report template. A $59 monthly fee can turn into well above $100. Nobody is a fan of “fees”. When you see setup fees, one-time fees, case fees, be sure you are aware of how the final price could elevate quickly.
4) Features and Tools
Good systems will save you time and in turn save you money. Investigators want to be able to save a least an hour a week on administrative tasks so the system essentially pays for itself. Business owners should want to and will receive a return on any investment. Look for items that make the job easier, save time, and cut down on time spent on reports, billing, searching for information, updating the client, and keeping up with cases and assignments.
5) Customization and Personalization
Having your own subdomain is important for personalization to your company as well as for security reasons. For example, if your login page is at XYZDetective.casesystem.com, that is a unique address for you and your users. You can place that link on your website, email signature, business card, etc. Customization is important for many reasons. The main one being one PI’s business is entirely different than the next. One may focus on domestic investigations. Another investigator may do criminal defense work. What if you are doing insurance investigations and want to decide to market and pursue legal or domestic investigations? Look for systems that allow for customization to meet the needs if your business evolves or changes in the future.
Try a case management system free for 7 days.  Visit www.crosstrax.co

What’s In A Name?

/0 Comments/in /by

Question MarksWhat’s in a name?  Nothing really, except the perception of the individual who sees it.  How is your “information” perceived?  Let’s define what we mean by information.  You have a company name, an address, an e-mail address, a website address, a website and your e-mail signature line.  Very often, this is how people first see you.  Whether it is a post on an industry message board, an introductory e-mail to a potential client, or an e-mail to a colleague, the importance does not change.
Does your company name say I am a professional?  Ask yourself these questions:  Does my company name roll off the tongue?  Is it too long?  Does it sound good?  Does it contain any topics or words that could be considered controversial?  Did you name your company after your favorite sports team (see our previous marketing blog)?  You may want to consider changing it.
Does your address say you are a professional?  Let’s be honest, it is very easy to spot a company that uses their home address as their office address.  While that is perfectly ok and very cost effective, it gives the perception of being “small time” and some would go as far as saying unprofessional.  Get a PO Box.  They are inexpensive, can boost your company image, and are extremely convenient if you decide to get traditional office space or move to a new office in the future.  There is no need to worry about mail being lost in transition, as it is already going to the PO Box.
The e-mail address is where most of the unprofessional offenders can be found.  What does the recipient of your e-mail think when they get an e-mail from JohnLovesSuzy@yeahoo.com, PI45816@gomail.com, or BadBoyBikeRider@bellysouth.net?  I will let you answer that one.  What is odd here is that companies have a website address, but they are not using the e-mail associated with the domain name.  Your best bet is to purchase a domain name for ten dollars, let’s say www.abcdinvestigations.com.   You can set up an e-mail account or multiple e-mail accounts for that domain for little to no cost.  Some domain name companies give you a 5-10 e-mail accounts for free, with a domain purchase.  Now your e-mail can be JohnSmith@abcdinvestigations.com or JohnLovesSuzy@yeahoo.com.   You have the option?  Which one looks more professional to you?
Think of your e-mail signature line as a billboard.  It should tell the whole story.  Who are you?  What do you do?  Where are you?  How do I contact you?  Why should I contact you?  This can be a great advertising avenue for a PI and some people do not take advantage of the opportunity with incomplete signature lines or just their name and phone number.  Follow this format:
Your Name:
Title
Company Name
Complete Address
Phone Number(s)
E-Mail Address
Website Address
Tagline or Phrase  (Example:  Specializing in Skip Tracing and Surveillance since 1999)

In order to achieve the above goals, you may have to go out and spend a little money.  Think about this:  How much money are you leaving on the table as a result of being perceived as unprofessional?
Be Safe Out There

Implement a Case Management System for less than $1 per day.  Your staff and clients will thank you.
Have you taken advantage of the FREE, NO OBLIGATION 30 Day trial of PI DirectLink?
Start your trial today and see how it can help your business.
www.PIDirectLink.com

A Business Perspective: PI Case Management Systems

/0 Comments/in , , , /by

Question Marks

Does my company need a case management system?  Which case management system is right for me?  What should I pay for a case management system?  What features do I need?  Which is better software based or web based?  How secure is my data?   In our latest blog we offer answers to these questions as well as advice on the relatively new industry of Private Investigation Case Management Systems (CMS).

We have reviewed five aspects of a PI business and how they relate to a CMS.

The Office

A CMS should help the user save time and stay organized.  If you spend any amount of time looking for information, searching through files, entering data in Excel spreadsheets or writing notes on a dry erase board, it may be time to explore your options.  The cost of a CMS can be offset by you being able to bill out additional hours that will be saved as a result of implementing a CMS.  Most systems have a free trial period.  Try them and see which one meets the needs of your business.  Consider these valuable tips.  Determine if the system is compatible on all potential platforms that you, your staff and clients may use, including PC, Mac and mobile devices.  The system is worthless to you if your users are unable to access it because they prefer using a Mac or an Android tablet for example.  See what customizations are available.  You should be able to brand the system so your logo appears throughout.  Look for features such as case scheduling, calendars, and automatic e-mails that allow you to save time and in turn make more money.

The Field

The ability for investigators and vendors to access case information in the field is one of the most important features.  The time saved by not having to constantly e-mail reports, information, photos, videos and other information to investigators and vendors working a case for you is a very important time saving feature.  Be sure the system can be viewed easily and efficiently on a mobile device such as a smartphone or tablet.  This feature is critical when a subject needs to be identified or a piece of information is needed while in the field.  Be cautious of a CMS that in order for you to use the system requires the “Download” of a program to your computer or is described as “Stand Alone”.  Some portion of your data may not be accessible from the field or on a mobile device.

The Business

Most systems provide unlimited client access which is a big advantage for some companies.  Your clients may have the ability to log in, assign cases, review case data, and keep track of cases they have assigned.  If you decide to implement a CMS it opens up a huge marketing opportunity for your business.  First you can “announce” the new system to prospects as well as conducting a “roll out” to existing clients.  Now you have the opportunity for some face time by setting an appointment to give them a quick overview on the use and benefits of the system.  Explain how it will benefit the business relationship.  .  If you conduct domestic investigation, you may not want your clients to access the system.  Simply create a “dummy” client in the system which is very easy and simple solution.

The Security

Ask questions.  Go one step further and read the CMS security policy.  Talk to the company representative about the security measures in place.  The security of your data is of the utmost importance and needs to be secure.  What happens if you decide to stop using the system?  What happens if the company goes out of business?  Who has access to the data?  All of these are valid questions.  Do not be afraid to ask them, they are extremely important.  Look for a security “seal” or “certificate” on the login page.  Once you are signed up for a trial, if there is not a “lock” icon and “https” in the address bar, the system is not secure.

The Cost

Now to the most important part:  What is a CMS going to cost?  The pricing, as with most software, depends on how many users will have access to the system.  The more users a company has, the higher the price.  Most systems bill their users on a monthly basis.  There are often add-on costs for additional users and storage.  Our advice is to find a plan and price you are comfortable with.  Be cautious and identify any fees beyond the monthly fee.  Some of the fees to be concerned about are: Per Case Fees, Access Fees, Report Fees, Sync Fees, File Upload Fees, Client Access Fees and E-Mail Fees.  If the pricing grid is long and complicated, be careful.  There are systems and plans out there to meet the needs of any investigative agency.  The lowest price available  is currently $19 per month.