Contractor Management In The Railway Industry

Contractor Management In The Railway Industry

Why is effective contractor management vital in the railway industry?

Effective contractor management is essential to safety in the Railway Industry, because it is a high risk sector. Without proper contractor management which takes into account safety, risk awareness and ongoing training, businesses can put their people at risk.

Both employee and contractor are responsible for Work Health Safety (WHS) within the Railway Industry. Contractors have a duty as workers, and must take reasonable care of their own health and safety.

However, as an employer it is also vital that you take responsibility for aspects of WHS. Both parties must come together to assess risks, and ensure that due diligence is done to minimise the likelihood of those risks.

This is a key strength of a contractor management system – it can help businesses monitor contractors and ensure that legal and ethical obligations are met.

We’re unpacking how contractor management should be performed in the Railway Industry to improve safety and compliance.

man in red jacket and black pants walking on gray concrete stairs

The Railway Industry poses additional hazards

The first thing to note is that the Railway industry is unique. It poses unique hazards and risks that contractors must be made aware of. 

Some of the additional hazards that are present in the Railway Industry are:

  • Falling from heights
  • Exposure to toxic chemicals
  • Dangers of trips and slips
  • Hazard working with high voltage
  • Hazard working with fast moving trains
  • Biological hazards (COVID-19 related risk of working on a public railway network)black and brown chess piece on white tray

How can we minimise these risks?

As a business, it is important to collaborate with contractors to minimise hazards. A key way that businesses can keep on top of contractor safety is by using contractor management systems. These online software systems help you keep on top of permits to work, promote elearning modules and get sign off from the contractor on these topics.

A proper contractor management system requires each party to know and handle their responsibilities as required, and an online system helps businesses keep a digital record. In the Railway Industry this is particularly important, as the risks can be unique and may require special training. 

For the hazards above, it is likely that training and permits to work will need to be presented before a contractor can start working on the specific job. Businesses must ensure that contractors are fully qualified and must perform due diligence before allowing a contractor to work on a high-risk site.

Contractor management systems enable businesses to keep a handle on contractor movement and work in order to maintain compliance and keep people safe.

time lapse photography of train

Who is responsible for ensuring contractor safety?

Everyone. All parties must work together to make the workplace safe. However, the business will have certain responsibilities which need to be taken into account.

These are:

  • Have procedures governing the registration, induction, inspection and on site management of contractors
  • Have clear procedures on managing hazards, monitoring contractor work and maintaining contractor records.

Meanwhile, the contract supervisor should: 

  • Know the health and safety risks involved in the performance of the work
  • Possess proper training in contractor management
  • Ensure implementation of the required risk control measures to maintain safety
  • Monitor and manage the communication channel between the company and contractors.

And the contractors themselves need to:

  • Comply with business procedures
  • Know and meet their responsibilities on the job 
  • Tell the truth with regards to qualifications, permits and experience

Working in the Railway Industry is high risk

Unfortunately, in Australia in the 5-year period from 2009-2014, there were 812 cases of serious unintentional injury involving a train. This is way too high, and could potentially be mitigated with proper safety procedures. 

Safe Railways Australia has suggested that the high profile Railway worker fatalities in recent years has tightened the need for comprehensive safety systems. In a 2020 report, The National Rail Safety Regulator said that:

“The deaths of three rail safety workers in the past year…were felt across the Australian rail industry and indeed the broader community. They are tragic reminders of why the national regulator will continue to demand absolute vigilance from rail transport operators in the management of safety risks”.

In line with this report, we should not forget that the Railway Industry is high risk, and whether you are a contractor or an employer, it is vital to remain diligent.

This may mean you need to introduce regular safety audits, free contractor training and safety management systems that are more comprehensive. 

Who Is Task Management Software For?

3 Key Benefits Of Beakon, As Shared By Our Clients

At Beakon, we’re proud to work with Australia’s leading businesses and some of the world’s most dynamic enterprises. 

We work with an array of clients, from billion-dollar companies to businesses who can count their employees on one hand. We’re proud of all our longstanding business relationships, and always try to best serve our clients with our software solutions.

We’re so delighted that every day we get to keep our clients’ workers, visitors, and contractors safe, secure, and properly managed with Beakon Software. Occasionally, clients will write and tell us how happy they have been with the service they’ve received from Beakon and how it has positively impacted their business.

In this article we’re looking at some of the lovely things our clients have said about our software with the 3 key benefits that they often cite.

1. Positive Induction Experiences

Creating a positive induction experience is so important. With an LMS that pulls together all the relevant information in one place, you can rest assured that the people who work for you know everything they need to. 

Many of our customers tell us that our induction software is ideal for them because it offers:

  • Customisable dashboards
  • Live tracking
  • Online grading 
  • Full functionality on PCs, tablets, and smartphones.
  • SCORM compliance
  • The ability to maintain online and offline training records.
  • Reports and dashboards
  • Simple to use for all levels users

Client Testimonial 

“We use Beakon contractor management and site induction software to manage documents, licenses, and inductions for all our site visitors. Because we work with electricity safety is our first priority and Beakon’s software has been easy to set up and use. We would recommend Beakon to anybody needing a simple and reliable system for managing work sites in multiple locations”.

2. Reduced Admin Costs

Documentation can be the bane of any worker’s life, but with Beakon our clients say that they save time, money and energy by streamlining their processes with digital software. Instead of having multiple paper-based records to manage, Beakon simplifies admin by bringing things together in one place.

This saves a lot of time, and means that your team can draw upon customised reports whenever they need to. Instead of manually having to deal with admin, workers are able to rely on software that reduces admin costs and saves them time.

Client Testimonial

“We have cut our admin costs and insurance costs significantly since we started using Beakon last year. We would recommend it to any business trying to take control of OHS and WHS”.

“Beakon provided our company with Operations and Maintenance documentation support to ensure the delivery of defect free projects in a centralised location. The Audit and Induction Management software ensured all contractors insurances were up to date and that safety induction procedures were being followed”.

3. Better Visitor And Contractor Management

Visitor and contractor management can be a challenge, however with the support of Beakon software your team can rest assured that everyone will be kept safe and compliant. With better visitor and contractor management systems, your business can get a grasp of who is entering and leaving your site at all times.

Client Testimonial

“The software supports self-induction via the Visitor Management System. I was able to easily log my team onto the Visitor Management System and utilize the self service induction facility. We were able to complete the induction at a time that suited us best, saving cost and increasing productivity on the day. Great system, easy and simple to use”.

“Beakon’s Contractor Management and Site Induction have really helped us. We looked at a number of options but chose Beakon because the software was so easy to customise, making it less expensive and faster to implement”.

You can check out who we work with over on our website. Or, if you’re keen to get behind the wheel, why not take Beakon for a test drive today? We’re offering a free trial of our software for new customers.

Task Management Software For Construction: Why Is It Essential?

Task Management Software For Construction: Why Is It Essential?

When you manage a project on a construction site, it makes sense to have project management software to help you out. Task Management software falls under that – it helps construction teams manage their tasks and stay on top of their timelines.

So, we’re delving into the top reasons that so many construction managers and teams swear by task management software.

What Is Task Management Software?

Task management software does exactly what it says on the tin – manages tasks so that you know exactly where your construction site is at. Some of the key features of task management software are:

  • Task allocation – Start allocating and actioning tasks as soon as decisions are made. 
  • Work in real time – Create tasks, assign tasks, set due dates, and task requirements or instructions before you’ve left the meeting room.
  • Meet deadlines: Keep projects on track and tracking
  • Manage dispersed teams – Keep on track of your team wherever they are
  • Access important documents wherever you are: Beakon software uses fully responsive design so it works on all devices, including smartphones and tablets. Using cloud-based storage, your files and documents are accessible wherever you are, whenever you need them. Keep everybody on track and on schedule!
  • Custom software that is quick and easy to manage

Why Should Task Management Be Used In Construction?

Task management should be used in many industries, but in construction especially. Why? Because construction involves managing a huge number of tasks that are essential to finishing a project on time. Many construction businesses struggle to have control over their project without task management systems, whether they are digital or paper-based.

Knowing exactly what is going on throughout your project is essential, and the top reasons that task management should be used in construction are:

Real time communication that suits the fast pace of a construction site 

If you work on a construction site, you’ll know that things are constantly changing. While it is essential to have a plan and a timeline, we all know that the slightest change can have a knock on effect.

This is where task management is essential in construction, as it enables teams to stay in contact in real time. This means that if there are changes to tasks, owners of tasks, or timelines that everyone is kept in the loop.

A great example would be if a concreter calls in sick for 2 days right before a tight deadline. Say for instance that concrete needs time to dry, and no other work can continue until the concrete is down. This is going to have a knock on effect that will impact the timing of other tasks within the business. Task management software will inform people of the changes, alter their tasks, adjust timelines and ensure that your business doesn’t lose money because of last minute changes. Real time communication is a game changer.

Budgeting and forecasting 

Task management software not only allows you to project manage more effectively, it also helps construction teams manage their costs and budget better. With a clear list of tasks completed, and tasks to be completed, construction workers can better assess internal and external costs and any changes.

Plus, having historical cost performance analysis at your fingertips means that you can call upon past costing at any time to improve forecasting. Having this knowledge at your fingertips means that construction teams that establish fairer and more consistent bid prices, manage jobs and deliver the succinct accounts and expenses associated with every task.

A happier workforce

The above points speak to running an effective and profitable business, however having task management software in place also has softer benefits that can boost performance. These benefits affect the people who work for you, and include:

  • More streamlined task management resulting in fewer conflicts
  • Less pressure to remember task information, with a system that allows workers to input in real-time
  • Lowered risk of error with collaborative documents that can be audited by various members of the team
  • Lowered risk of losing vital task information with a backlog of historical data that builds up online
  • Reduced stress when it comes to filing, taking care of and getting sign offs on physical document
  • An overall happier, more productive workforce who feel supported by the company they work for

Better opportunity to expand and grow

Without these solid task management systems in place, construction businesses struggle to expand and grow. Task management is often the first step in business expansion, as it enables construction companies to work more efficiently and in turn, take on more work.

Having a task management system with flexible features that suit your business at every stage is essential, as your priorities and needs will change as you scale up. Task management software helps construction teams manage more projects, more effectively which offers you more opportunity to expand and grow.

For more information on task management software, discover Beakon’s offering for yourself with our free trial. Alternatively to learn more about similar software that benefits construction sites with our article on the benefits of audit management software.

Online inductions: Are they effective?

Online inductions: Are they effective?

Are online inductions effective?

With COVID-19 having shaken how we do business, many businesses are opting to do inductions online now. This goes for traditional office setups, as well as businesses operating a site or working with contractors.

People have realised that online inductions are very effective and can speed up the process, whilst also requiring less manpower and offering a paper trail. These benefits have made them a rising star or 2020, with their popularity set to increase in 2021.

Here’s why your business might want to consider online inductions:

  • Offer your employees the chance to work in their own time

People learn in different ways, and at different times. With the online inductions you can allow your people to do self paced learning that they can complete at a time that suits them. It’s the ideal way to allow people to do their induction in their own time, whilst also creating a relationship with your employees whereby they know that their learning and safety compliance is their responsibility as well as your company’s.

  • Decreased operation costs

In person inductions can be very boring and repetitive, and they take a lot of time for a more senior employee to go through. This is essentially a waste of their valuable time, when the induction can take place online. Not only do you save on the costs of your people and their time, but you also save on things like room space, printed materials and external trainers. 

  • Online inductions allow you to record progress

Another key benefit of online inductions is that they are fully recorded. This means that your business is left with a paper trail of the training that an employee has completed which is great for both compliance and internal understanding of who has completed what. 

  • Consistency

With online training, you know that everyone is on the same page. Literally! Everyone completes the same training which means that you know that they are getting the same messaging, and that that messaging is correct. There is nothing worse than having a dispute and an employee saying “well I was taught to do x this way”. With online inductions, you know exactly what everyone was told, you know that it was consistent and you know that the employee signed off to say that they understand it.

  • Online inductions are mobile

One of the most troublesome aspects of in person training is that it requires people to be present. Online inductions can be completed wherever the employee is. Whether they want to work on mobile, a tablet or their computer, you can be sure that it will be easy for them to access their online induction and that they won’t have to pass on a piece of paper that might get lost. All of the information can be pulled up, at any time and any place on mobile.

  • Reduced risk with online inuctions

When you carry out inductions online you reduce the risks that are associated with putting a potentially untrained person in a high risk environment. Training online can allow you to fully train someone before they get onto the site, meaning that they will already have a good understanding of safety precautions.

What is a Contractor Induction Software?

A contractor induction software is an online solution that enables employers to quickly, and cost-effectively induct a new staff or contract worker. This software helps you to train your workers so that they arrive ready to work and compliant.

It should be noted that online induction could not replace a site-specific induction that will require meeting in person to cover any specific dangers or hazards. However, it is good enough to cut down on wasted time and allows everyone to be more productive.

As you can see, using technology to streamline your contractor induction programs will save you time and money. If you are unsure of how these benefits will work for your company, you can take advantage of a free, no-strings-attached trial of our online induction software.

 

Does health and safety software save businesses money?

Does health and safety software save businesses money?

One of the questions we are so often asked about health and safety software, is whether it will save the business money.

On the surface, it can look like health and safety software is an added cost as opposed to something that could save your business money. However, this couldn’t be further from the truth. 

Health and safety software can save your businesses huge amounts in insurance, injury claims and compliance costs, which can not only hurt your business financially but in terms of reputation damage too. Discover why health and safety software can be one of the best ways to save money, and ensure that you have the best practices in place as your business grows.

Here’s some of the ways health and safety software will help you save money:

Improve how your business responds

One of the main costs associated with health and safety that set people back are the response times and how the business responds to an incident.

These are the areas where mistakes can be made, incidents can be left unreported and ultimately the business can be liable. A significant amount of time and money can be saved by implementing more effective safety management and incident reporting systems that help you stay on top of everything that is going on within your business.

Your business could save money with these systems by improving the response time, minimising clean up, encouraging a faster return to normal productivity and preventing the need to replace damaged equipment.

Safety systems that help you set out how employees and contractors should respond to an incident can significantly improve emergency response time, which in turn saves money.

Does health and safety software save businesses money?

Avoid Penalties 

One of the main ways that businesses lose money when it comes to health and safety is when they don’t comply with rules and regulations and end up being fined.

Compliance is crucial to reducing fines and ensuring that things are done the right way on your site or project. With health and safety software in place employees are aware of the guidelines and have an easy to read guide on hand on their mobile or tablet. This helps to minimise error on the businesses behalf and means that your teams can identify and communicate with the right person when unsure of what to do. 

In this regard, the compliance goal becomes much easier to achieve and maintain, which reduces the likelihood of any penalties that can add up in the long run.

Does health and safety software save businesses money?

Reduce costs associated with accidents and incidents

The cost of having an incident occur on your site can be shockingly high. Correcting mistakes, paying fines, or paying out to compensate staff who are injured on your site can make a huge dent in your profits and in some extreme cases even put you out of business.

Having safety management software in place helps to reduce costs associated with accidents in two ways: 

  • Reduces the likelihood of the accidents 

The best way to avoid having to pay out for accidents is to avoid having them in the first place. Health and safety software helps your business do just that by ensuring that measures are in place to reduce the risk of an incident.

  • Ensures you are doing everything correct if something does happen

Sometimes accidents are just unavoidable, and in these moments health and safety ensures that you are covered and have done everything you can do reduce them and report them if they do happen.

Does health and safety software save businesses money?

Save on reputation costs with health and safety software

The immediate costs of an incident on your site are obvious – compensation costs, costs of temporary workers, sick leave costs, insurance premiums – the list goes on.

However, some of the costs that are caused by an incident are hidden. Included in these costs are things like reputation damage and team morale that can cause issues.

If your company reputation is damaged you may find it hard to generate new business, or keep your clients if they don’t trust that your business is operating safely. This is especially true in a small business scenario, where many clients may know each other, or your story may feature in the local news.

Your reputation both internally and externally can have a huge effect on your profits. People need to trust your organisation both from within and without in order for you to continue doing good business, and a health and safety system helps solidify that.

Does health and safety software save businesses money?

Reduce Insurance Costs when you have health and safety software

Another important and often overlooked cost-saving of health and safety systems can be lower insurance premiums.

When a business is able to show that they are compliant and have measures in place to reduce incidents, they will often see a drop in their insurance premiums.

Plus, you will also benefit from a lower rate of injuries and incidents on your site, which will help you in lowering your premium. In having less incidents, and dealing with them correctly when they do happen so that perhaps you don’t have to claim as frequently will ensure that your risk is lower.

This often results in cost savings through lower insurance premiums.

Are you looking for an exceptional health and safety software for your business? Discover Beakon Software today.

Contractor management software: do you need it?

Contractor management software: do you need it?

Contractor management software: Why does your business need it?

Contractor management software is an integral part of managing any company that interacts with contractors. Whatever your business does, if you work with contractors, using a contractor management system will enable you to get a handle on those operations.

Whatever contractors you use – from plumbers, to carpenters, to paving experts – you’ll be able to keep on top of their work a lot more effectively with proper software.

The advantages of contractor management software

Contractor management software has many advantages, as it consolidates all contractor data into one system. This helps to protect your business and keep contractors compliant, as well as allowing you to automate processes and ensure that all contractors across your company are adhering to the same rules and regulations.

With contractor management systems, your business will be able to access a range of new tools that will keep your contractors on track and make the management of their projects safer, more enjoyable, and more productive too.

Here’s why your company needs contractor management software…

1. Onboard your contractors effectively

When you start working with contractors you need to be able to onboard them quickly and effectively so that they can start work safely. Contractor management solutions allow you to onboard contractors and communicate with them to perform automated activities.

This significantly cuts down the admin time, and means that your Facilities Management team only needs to press a button and then chase the contractors for their information. This information then gets held in one complete database which is safer and more compliant than paper based methods.

Contractor management software: do you need it?

2. Engage contractors in the contractor management system

One of the main benefits of a contractor management system is that you can engage contractors in the process and provide them with resources and training to help them understand the software. 

A robust contractor management system will include training and onboarding contractors on all aspects of the software and program, including registering and uploading contractor company information (insurance, W9 information, etc.), checking in/out using our GPS check in/Out or IVR telephone system, submitting electronic proposals and invoices, and adhering to all of your organization’s specific procedures.

3. Avoid costly mistakes with contractor records

Contractor management software keeps track of contractors details so that you know who is qualified and insured to do each role. This helps businesses avoid costly mistakes, and also keeps everyone safe on the job.

It helps you remain compliant as a business by validating that contractors have the correct and up to date insurance and licenses.

Contractor management software: do you need it?

4. Improve the productivity of your team

Contractor management solutions help to save time and streamline the process of contractor management. Your facilities management team will have a lot more time on their hands once the basic paperwork is taken care of by automated systems, and they are able to use data and insights from their management system to pick the best contractors for each job.

With a solid database of compliant contractors on hand, your team will be a lot more productive.

Ready to learn more about contractor management software? Head over to our article on 3 things a safety manager should know.

 

What Are Workflows?

What Are Workflows?

What are workflows and why do they work?

As you probably know by now, Beakon specialises in task management software and implementing workflows in businesses. We help you create a workflow that suits your business and allows work to move around with ease.

Our aims are always to give your business the flexible tools to allocate tasks and manage progress to keep projects on track. Over our time working in consultation with businesses, we have learnt a lot about how workflows can boost business and encourage growth, so we wanted to share why workflows are so valuable.

Discover more about workflows and why they work in this handy article…

What Is A Workflow?

A workflow simply refers to how work gets done within an organisation. It needn’t be a crazy process and can simply refer to the passing of work through the business to see the project from fruition to completion.

In essence, a workflow guides the work from point to point, ensuring that everyone who needs to be involved in the signing off and execution is on the same page. In the past, workflows would be paper based, however more recently they have become digital.

Why do workflows work?

Whatever business you run, or whatever you do for work, there will be a workflow in place. Whether it is running effectively is another story, but in order for a project to be completed there almost always needs to be a workflow.

Workflows work by passing tasks from one person to another, or one team to another to ensure that nothing is missed along the way. Workflows can remind us to complete tasks, minimise room for error and help managers make quick decisions and allocations. 

Workflows work because they help you to streamline tasks and get a top level view of your business. When workflows are completed, everyone is on the same page with how the task will be completed and this increases transparency.

How Can We Create Better Workflows In Business?

  • Analyse What You Have 

One of the first steps we need to consider when we look at workflows in business is how the current workflow is performing. We need to consider how many steps there are, where there are any blocks and what is and isn’t working with the workflow system.

  • Prioritise Your Work

Creating a better workflow means allocating tasks and deadlines based on how much of a priority they are. Figuring out which tasks are more important will help you create tasks and set due dates.

  • Minimise The Paperwork

The best way to keep everyone on track and on schedule is to minimise the amount of paperwork we have. By using cloud-based storage we can make files accessible to anyone, no matter where they are and make the signing off and passing on of work easier.

  • Allocate Tasks ASAP

Allocating and actioning tasks as soon as decisions are made is the best way to keep things moving within a workflow. Create tasks, assign tasks, set due dates, and task requirements or instructions before you’ve left the meeting room.

  • Use Software That Helps You

Having the flexible task management software that helps you manage tasks effectively can be a game changer for your business. Get in touch to learn more about how workflows can work for your business.

Contractor Management 101 – 3 Things a Safety Manager Should Know

The use of contractors, especially in high-risk industries such as Construction, Engineering, and Manufacturing cannot be under-estimated.

Contractor culture is fundamental to the accomplishment of numerous undertakings and organizations. The capacity to draft in contractors as and when required bodes well, giving a viable method to enhance an organization’s assets amid occupied periods or draft in aptitude that is not frequently needed. Nevertheless, the utilization of contractors in the working environment does not prevent accidents from occurring.

Contract employees are probably not going to have an understanding of the risks in your company, and how to deal with it, unlike your full-time employees. This represents a critical peril where a contract specialist, for example, an upkeep laborer, hot work designer, or development specialist is conducting a high-risk job.

Notwithstanding the job, they are satisfying; employers must make it their obligation to oversee contractors adequately and guarantee that their work does not affect the security culture of the organization. Contractor specialists ought not to present new safety risks in the working environment.

 

  1. Safety Screening

While employing contractors, it is critical to not just think about their experience and aptitude in their general vicinity, however, their state of mind and record concerning safety. Get some information about the security approaches and methods they have followed in past jobs, the risks they have distinguished in previous jobs and how they managed them and their assessment of the job of safety and particular safety enactment in the working environment. Get some information about their security records as well. The majority of this ought to be done before any contracts have been issued or occupation offers have been made.

A contractor’s reasonableness for a job goes past their aptitude and capabilities. Regardless of how learned or gifted they are, if they do not have the disposition and responsibility to safety that different employees have, they are not an ideal choice for the job. Including a brisk safety screening of potential contractors can go far to avoiding fundamental security risks.

 

  1. Monitor Who is On-site and Whether They Are Compliant With Safety Standards (or Not)

Given that contract specialists present a higher danger, it is fantastically imperative to know when they are nearby and that is authoritatively agreeable for them to work for you. Australian enactment expects organizations to have the capacity to give points of interest on contractors right now utilized including their contracts, their site status, their work expiry date and proof of any licenses, affirmations or tickets they have required to hold to play out their obligations.

On the off chance that contractors are fundamental to your business operations, you have to reveal the utilization of contractor management software. Such programming instruments empower you to watch out for contractor execution and guarantee that everybody on location is completely agreeable.

They can quickly see issues for contractors to reestablish affirmations, tickets, and so on well ahead of time of expiry dates so there are no reasons for them to be resistant. In case of a review, senior management can open up their contractor management device and promptly show proof for every utilized contractor to outside examiners.

 

  1. Contractor Training and Onboarding Remains Very Important

All contractors ought to get similar safety training as full-time employees. They too ought to be tested on their safety learning before starting their jobs, and their security information ought to be routinely checked on all through their contract period.

Even though their contract terms may contrast from perpetual employees, their commitment to work environment safety is the equivalent, so they need similar learning and comprehension of the safety approaches and systems of the organization as lasting contractors. You should cooperate with your contractors to assist them with building the required security information to satisfy the job.

Cooperating is vital to viable contractor management. With the correct methodology and apparatuses set up, any contractors that you contract can turn into a quick resource for your organization instead of a safety danger.

Do you want to know how Beakon’s all-in-one safety management software can help you onboard and induct new contractors easily and effortlessly? Take advantage of our FREE trial today. No obligations required.

4 Reasons Why You Should Switch from Paper-Based Systems to Contractor Management Software

When you work with a group of contractors, there is a lot of management included. You have to ensure each contractor has the correct paperwork and documentation; you have to track their hours and where they will be working every day; you have to ensure that every contractor has the proper qualifications for the activity they are working on – and that is only a hint of a more significant challenge.

As of not long ago, numerous organizations dealt with their contractors utilizing paper-based processes. In any case, paper-based processes are dull and obsolete, as well as put your organization in danger; if a paper or record is lost and you do not have the correct documentation for your contractor, it could prompt compliance, regulatory, or payment issues.

Moving to an online-based contractor management system saves you time, energy, cash, and dissatisfaction – and can make the way toward dealing with your contractors quicker, simpler, and less unpleasant for you.

Why go online? Here are four major advantages of online contractor management software vs. paper-based processes:

Reason #1 – Access to Information on-demand

When you have an online-based contractor management system, you approach contractor information when you require it, where you need it, whenever, and anywhere.

For instance, suppose you have to submit safety training information for your contractors to your compliance division. With paper-based processes, you would be required to physically go to the area where safety training information is stored (which might be in the same area from your workspace), pull every individual contractor’s record, draw the necessary documentation, make a duplicate, and send it off to compliance.

In any case, with an online contractor management system, all of that information is accessible with the snap of a catch. Getting the information you require from an online-based system takes a small amount of the time and effort as a paper-based process – you do not need to leave your work area!

 

Reason #2 – Automatic monitoring of key data and metrics

Another advantage of online contractor management systems is that they offer automated monitoring.

Online systems track everything from when contractors are at work, where they are working, and what paperwork they have submitted, and then incorporates the information into reports that automatically get sent your way for audit. There is no compelling reason to find contractor archives or catch up with site supervisors to perceive what contractors are doing.

Reason #3 – Compliance checks are done in real-time, and they are ongoing

Ensuring your contractors are agreeable and have completed all necessary safety training, paperwork, and accreditations are essential to maintaining your business. With paper-based processes, there’s no real way to know who’s consistent except if you haul out every contractor’s record.

With a contractor management software, you can run continuous compliance checks and promptly observe which contractors are consistent and which are missing necessary documentation, which will spare you time and allow you to get the documentation you require from your contractors quicker.

Reason #4 – Access to “LIVE” information and data

Things happen quickly on a work site, and you have to comprehend what’s going on when it occurs. With paper-based processes, there is no real way to understand what is happening at a vocation until the point when the paperwork is submitted – which can take days, now and again even weeks.

When you utilize an online contractor management system, website administrators and contractors can enter the information you will get progressively, allowing you to address any issues or issues as they occur.

The process of moving from paper-based processes to an online-based contractor management system can change the manner in which you work together for the better. At Beakon, our online contractor management system allows you to deal with your whole contracting group progressively from the comfort of your work area.

Start using Beakon today for FREE to discover how overseeing contractors can be less demanding, quicker, and more powerful.

5 Benefits of Implementing a Visitor Management System in Your Organisation

For many businesses, paper-based visitor management systems such as guest books and nametags are the only visitor management system they ever operate. The problem with these outdated, manual systems is that they are challenging to keep track of and very time-consuming to document.

Most importantly, these outdated systems lack the type of protection your organisation requires when it comes to managing unwanted visitors.  However, a modern visitor management system, like Beakons visitor management software, can quickly fix these problems.

Listed below are 5 top benefits of using a visitor management system for your organisation.

  1. A visitor management system improves building security and employee safety

Two critical factors that remain a top priority for many organisations are the security and safety. That is the security of your facilities and the safety of your employees.

Using a software-based visitor management system for your company helps with proper identification of visitors quickly, effectively and accurately.

 

  1. A good visitor management system will save your organisation money

Reducing operational costs is a significant factor in the growth of any company. While not immediately obvious, having a poor visitor management system will cost you money.

Breach of security, identity theft, paper documents and files are all examples of operational costs of a paper-based visitor management system. However, Beakon’s visitor management software will help you streamline and automate the entire visitor registration process.

  1. Implementing Visitor management software will increase your organisation’s efficiency

Overall efficiency is a must-have for today’s businesses. Every aspect of your organisation must be operating in an agile way otherwise the chances of a new startup coming to shake things up would be inevitable.

For your company to keep leading the charge, your company must be operating at full capacity. Aspects of your business such as operations, manufacturing or production, and even marketing are all examples. Visitor management is also an important part, and Beakon’s software can help.

Visitor management software leverages your facility’s cameras, scanners and other identification software you currently use to screen all your visitors, register and badge them automatically. Your lobby staff will also be notified of any visitor’s arrival, thus saving time.

  1. A modern visitor management system provides you with visibility and accountability.

An excellent visitor management system allows you to identify anyone who is in your building or site. Not only that, but it also allows you to track and detect not only where people are, but where they have been.

Our visitor management software provides a detailed log about who has visited your site and where they visited. This information will come in handy in the event of any catastrophic event.

Additionally, recording the data of your building or site’s visitors will provide evidence in the case of any other probabilities. Doing this ensures your company remains accountable.

 

  1. Visitor management software provides flexibility and the ability to grow with your business

Flexibility and scalability are the hallmarks of any excellent visitor tracking system. A good visitor management software can easily be customised to fit your organisation’s needs.

Beakon’s visitor management software is a great tool that does all that more. With a simple to use interface, our visitor management system gives you the flexibility to make changes as fast as you want.

To take advantage of our software without any financial commitment, grab our free trial today.