How to choose an incident reporting software: key elements in 2019

How to Choose Incident Reporting Software: Key Elements in 2019

Is your organization looking to make incident reporting easier, faster and simpler than ever?

If so, incident reporting software is worth a look.

Having the right incident reporting software makes reporting and investigating incidents a breeze. You can easily track and investigate all types of incidents including accidents, dangerous conditions, near-misses and more!

With many types of incident reporting software to choose from, making the right decision can be tough. That’s why we wanted to outline the key elements that every organization should consider when choosing the best incident reporting software in 2019.

There are seven key elements to consider, as follows:

  1. Cloud-based
  2. Personnel tracking
  3. Evacuation management
  4. Pre-incident measurement tracking
  5. Root cause analysis
  6. KPI set selection and tracking
  7. Automated reporting

In this post, we’ll explain these key elements and show why they are important for any company that wants to use incident reporting software to create a workplace safety culture.

Element 1: Cloud-based

The first key element to look for when choosing incident management software is cloud-based functionality. As a responsible organization, you want to prioritize the safety of your staff, visitors, and guests. There’s no better solution than using cloud-based software.

The key advantage of using cloud-based incident management software is that it is platform-agnostic. This means that users can access the software via any internet-enabled device, including PCs, laptops, and mobile devices.

How?

Cloud-based software uses web apps and/or native Android and iOS apps. This lets users access the software from almost any computer or device, regardless of which operating system the device is running on.

This approach helps ensure that all of your staff have convenient access to the incident reporting software, no matter whether they are using Windows, Linux, iOS, Android!

With cloud-based incident reporting software, your organization can:

  • Create and store limitless incident reports
  • Instantly share reports and incident reporting metrics in real-time
  • Ensure that all incident data is centralized and easily accessible for reporting
  • Comply with injury reporting regulations

If you’re looking to easily record, track, and investigate all types of incidents, near-misses and hazardous conditions, then cloud-based functionality is the first key element you should look for. We discuss this in greater detail in our comprehensive guide to incident reporting systems.

Element 2. Personnel tracking

The second key element to consider when choosing incident reporting software is personnel tracking.

Listen.

If you care about employee safety and want to reduce on-site incidents, you need to know exactly who’s on location at any of your sites at any given time. You must keep tabs on your employees and contractors, whether they are in one building or in multiple locations across the country or around the world. That’s why personal tracking service is the second key element to consider when choosing incident reporting software.

How to Choose Incident Reporting Software: Key Elements in 2019

Personal tracking services provide real-time guidance about who’s on location at any given site and where they are expected to be. Dashboards and reports can show employee location at a glance, helping to minimize the risk of incidents occurring and helping to ensure that people receive fast, accurate help if an incident occurs.

Most leading incident reporting services offer a self-signing option where visitors, staff or contractors can sign in and identify that they’ve arrived on site. Organizations with this software will commonly place a kiosk or tablet in their waiting area or reception for people to sign into.

Visitors who arrive on your premises can use self-signing to:

  • Identify the purpose of their visit
  • Provide details of who they are visiting and why
  • Electronically sign non-disclosure agreements (NDAs) before entering

Self-signing not only helps your organization keep track of who’s on-site; it also helps with the flow of communication. For example, the software can automatically notify your staff that their expected visitor has arrived.

Element 3. Evacuation management

The third key element to consider when choosing incident reporting software is evacuation management. Software with a built-in evacuation management tool helps take your organization beyond clipboard-based paper rosters and streamlines your operations.

How?

It starts with Single Sign On (SSO), which helps ensure that all employees have a seamless sign-on experience. Each user has a single set of credentials in order to access the software. This helps identify, locate and track every member of staff at any given site in real-time.

SSO lets the incident reporting software record and track all relevant internal and external communications that take place on the system. In the event of an emergency, the software can be used to share information in real-time and increase the efficiency of the internal communication process within an organization.

During an evacuation, senior management and safety personnel can watch in real-time as their facility is evacuated and people are checked in on the roster that they are safe.

Element 4: Pre-Incident measurement tracking

The goal of any incident reporting software is to record, track, trend and investigate any incident that takes place on your premises. However, there are actually two main types of metrics that you need to track;

  • Lagging incident measurements
    Measurements that are taken after an incident has occurred.
  • Leading incident measurements
    Measurements that occur before an incident has taken place.

Most incident management software is effective at tracking lagging incident measurements. A good example of this would be a slip and fall incident caused by construction materials. Staff can easily use the incident reporting software to log and manage the entire safety incident life cycle, as follows:

  • Report the incident
  • Generate a response
  • Investigate the incident
  • Take corrective action
  • Generate a summary report

However, the key element to look for when choosing incident reporting software is pre-incident measurement tracking. This is one of the six key elements of a good incident report that you should look for. This helps your organization track and monitor metrics that help reduce incidents before they take place.

How?

Let’s say you do a weekly safety walkthrough of your premises and store these report directly on your incident management software. As your reports are centralized, the software can automatically identify potential risks and suggest preventative measures that can be used to reduce risk.

How to choose an incident reporting software: key elements in 2019

For instance, if you’ve got some demolition going on, the software can look ahead and predict that this area is likely to be a little more hazardous for your staff and contractors. The software may suggest increasing the frequency of your safety walkthroughs to address these potential risks.

Software that logs pre-incident measurements helps your organization move towards a proactive posture. By measuring leading indicators including conditions, events, and sequences that may cause accidents, the risk of future incidents arising is vastly reduced. This gives you an opportunity to introduce control measures that can stop the event from happening altogether.

Element 5: Root cause analysis

The fifth key element to consider when choosing incident reporting software is root cause analysis. In other words, how can your organization study past incidents and learn from the data?

Leading incident reporting software is able to autonomously conduct thorough root cause analyses. This helps your organization to reduce risks, avoid future incidents and drive continuous improvement while meeting occupational health and safety standards.

Look.

When your organization invests in incident reporting software, you are essentially creating a centralized, web-based location where all incident reports and related data are stored and managed. This means that all root cause analysis activities can be centralized and that all analysis data can be easily shared and reported.

The software is able to autonomously identify contributing factors and root causes for any incidents that occur, such as:

  • The frequency and duration of safety meetings
  • The frequency of safety walkthroughs and checks
  • Records of past similar events

Incident reporting software with root cause analysis functionality can use multiple methodologies such as checklists, gap analysis, and the Ishikawa diagrams to identify contributing factors and root causes. It can then identify and suggest corrective actions to reduce risk and prevent future incidents from occurring.

Element 6: KPI set selection and tracking

The sixth key element to consider when choosing incident management software is Key Performance Indicator (KPI) set selection and tracking.

Why?

As much as you may want to, you simply can’t track all incident-related KPIs. The advantage of using incident reporting software is having access to a tool that automatically selects the most important KPIs and tracks them.

Incident reporting software can look through your lagging indicators, such as:

  • OHS recordable injuries
  • OHS citations
  • Total case incident rate
  • Days away
  • Fatality rate (hopefully you don’t have to look at that!)
  • Your employee’s comp claims
  • Your Experience modification rate (EMR)

How to Choose Incident Reporting Software: Key Elements in 2019

Incident reporting software can also examine your lagging indicators, such as:

  • Near misses
  • Behavioural observations
  • Job observations
  • Training records (including training that’s past due or didn’t get done and training scores on post-training quizzes)
  • Safety meetings and the quality of safety meetings
  • Frequency of meetings by departments/ teams
  • Employee perception surveys (i.e. What is employee perception of safety culture in the workplace and how can you respond to that?)
  • Preventative maintenance (PM) programs, i.e. What percentage of PMs are overdue? We know that the longer we don’t’ address PM, the failure/breakdown rate of machines will rise. Tracking the percent of PMs that are overdue helps keep the workload manageable and helps you address safety issues.

Leading incident reporting software can track these lagging and leading indicators and help you identify which metrics are most critical to track. This key element helps you manage your resources effectively and stay on top of your safety. You can identify the most important problems sooner and reduce risk before they require excessive remedial attention.

Element 7: Automated reporting

The seventh key element to consider when choosing incident reporting software is automated reporting. All organizations strive to create ‘zero accident’ environment and, while there are plenty of ways to approach this challenge, it’s far easier if you use incident reporting software with automated reporting functionality.

Consider this:

Firstly, you must know where your risks are. Sure, you can survey your employees and ask them: “If you had to bet, where in our facilities or processes are our next accidents or illness most likely to come from?” They’ll likely be able to tell you.

But attempting to gather and track more complex metrics such as meeting frequency or duration can be extremely difficult if you’re a one or two-person EHS team. If you’re using spreadsheets for manual data entry, it’s hard to keep track of everything!

This approach also makes regulatory compliance extremely tough. According to Safe Work Australia, the model WHS Act requires Australian businesses to notify their regulator about certain types of workplace incidents known as ‘notifiable incidents’ as soon as they occur.

These include

  • A person’s death – whether they are an employee, contractor or member of the public.
  • Any serious injury or illness.
  • Any type of dangerous incident that exposes any person to a serious risk, even if no one is injured.

That’s where incident reporting software comes in handy. In fact, it’s one of the top incident reporting tools that will make your job easier. The software is able to automate much of the data gathering and reporting work and can create tracking reports in real-time as the data is generated.

This is light-years ahead of traditional paper-based incident reporting system and can help your organization avoid fines for regulatory non-compliance.

How?

Incident reporting software offers an instant, organization-wide overview of every reported incident, with minimal need to undertake laborious and time-consuming data entry.

It can then use multiple methodologies to manage and eliminate contributing factors and root causes. The software will generate a report that not only identifies which corrective actions to take but actually starts to implement them.

For example:

Let’s say that a workplace accident is caused by construction debris. Incident reporting software can implement corrective actions such as more frequent safety walkthroughs and other preventative measures. This reduces risk with minimal need to manually log data or generate reports.

Taking your next steps

These seven key elements are essential to consider when choosing incident management software in 2019. You’ll want to keep them in mind as you decide which software to invest in and which to use. The right software will give your organization 360-degree visibility of all your safety issues and concerns. It will provide you with real-time reports, intuitive dashboards and powerful benchmarking that can help you make smarter decisions. With leading incident management software, your organization can create a culture of continual safety improvement and drive operational excellence.

The Top 5 Incident Management Tools for 2019

The Top 5 Incident Management Tools for 2019

If your organization is already using incident management software, you’ll know that leading software platforms can help make tracking, analysing and responding to incidents a whole lot easier!

Incident management software is essential whether you want to track accidents and injuries, or are trying to spot unexpected disruptions in your IT services.

But did you know that there are several key tools that can boost the effectiveness of your incident management processes?

In this post, we’ll explore the top five incident management tools for 2019. The tools on our list will help your staff track unexpected hazards and keep everyone in the loop with extensive reporting and analytical features.

All five of the tools on our list will help your organization identify the cause of incidents as they occur and decide upon the best course of action is the shortest time possible.

Ready to discover the five best incident management tools in the business?

They are:

  1. PagerDuty
  2. Zendesk Suite
  3. Spiceworks Help Desk
  4. OpsGenie
  5. VictorOps

Let’s look at these powerful incident management tools in more detail!

1. PagerDuty

Regardless of the specific incident management software that your organization is using, your employees need to be able to report, investigate and analyse a wide range of issues. Whether you are concerned with safety, environment, quality assurance, product quality or business management, your staff will need to report, measure and respond to it all.

To work effectively, your staff needs access to a reliable mobile incident management solution and that’s where PagerDuty comes in. This mobile-first solution gives your staff the ability to report incidents anywhere, right from the palms of their hands.

The Top 5 Incident Management Tools for 2019

PagerDuty tops our list of incident management tools for 2019 as it gives you a real-time overview of how your business is performing and where incidents are occurring. PagerDuty provides you with an unprecedented insight into your business and offers a range of advanced automated options ensuring that you take the right action, no matter the type of incident or where it occurs.

So, what makes PagerDuty our top incident management tool for 2019?

There are five main reasons:

  1. Ease of access
  2. Timeline view
  3. Multi-channel communication
  4. Response automation
  5. Highly customizable notifications and actions

Let’s look at each of these areas in greater detail:

1. Ease of access

Available as a native app for both iOS and Android mobile devices, PagerDuty offers unparalleled ease of access. Your staff can report incidents and track follow-up actions irrespective of which device they are using.

2. Timeline view

To track, monitor and analyse incidents, you need to keep abreast of the schedules of your team. PagerDuty helps you see the past, present and future services and schedules that your team have, helping you get an overview of your entire incident management process.

3. Multi-channel communication

To stay in touch with your staff, you need an incident management tool that offers a range of communication options. PagerDuty offers text messages, chat channels, and video calls that help you keep in touch. This reduces the time needed to respond to incidents and resolve them effectively.

4. Response automation

Leading incident management software helps you automate responses to incidents as they occur. Depending on the nature of the incidents, this could include;

  • Rebooting a server
  • Creating a workflow
  • Notifying stakeholders
  • Running diagnostics
  • And more!

PagerDuty lets you keep critical stakeholders informed about your progress when dealing with incidents.

5. Highly customizable notifications and actions

Lastly, PagerDuty helps your staff stay informed about the status of incidents. Whether they are acknowledged, resolved, or escalated, you can keep everyone in the workflow aware of the status of each incident at all times. The notifications are highly customizable to suit the needs of your entire workforce.

2. Zendesk Suite

The second tool on our list is Zendesk, an innovative help desk system with excellent reporting and analysis capabilities.

If you are looking for ways of helping your staff solve problems for themselves before contacting IT staff for assistance, Zendesk Suite is the ideal incident management tool for you.

So what makes Zendesk one of the top incident management tools?

There are two stand-out features:

  • Multiple contact channels
  • Cloud-based solution

Multiple contact channels
Zendesk links together a wide range of systems and avenues to offer your staff a range of options for getting help. With Zendesk, contacting IT will be an avenue of last resort for your staff. They’ll have a range of ways to get the help they need, including:

  • A searchable advice database
  • Interactive inquires
  • A chat window

Whenever your staff experiences an issue or problem, their first port of call is Zendesk’s searchable advice database. This database is continually expanded and upgraded to offer the best advice in real-time. This helps your staff find the solution to their problem with ease; wherever in the world they may be located.

The Top 5 Incident Management Tools for 2019

If the database can’t solve their queries, your staff can try Zendesk’s interactive inquiries feature. This feature helps them pinpoint the problem they are experiencing and find the best solution fast.

Lastly, your employees can use the chat window feature. Here, they can raise a ticket so that a Zendesk agent contacts them at the first available opportunity. Tickets can also be raised through a phone call or email.

Cloud-based
The second standout feature of Zendesk is that it’s a cloud-based suite. This aspect of Zendesk means that your employees can monitor and report incidents on the go, regardless of their physical location. Provided they have an internet connection, they can access Zendesk’s functions at their convenience. Furthermore, any reports or documents they upload are shared in real-time with all relevant members of your organization, helping to streamline your incident management process.

3. Spiceworks Help Desk

Third on our lists of incident management tools for 2019 is Spiceworks, a remarkable free help desk for Windows and Mac OS that lets your staff report, log and manage incidents with ease.

Spiceworks is available as on-premises software and as a more limited online version.

If you’re wondering what makes Spiceworks one of the best incident management software tools for 2019, here are its two standout features:

  • Cloud-based help desk
  • Active user community

Cloud-based solution
Although Spiceworks on-premises software isn’t cloud-based, it does has a Cloud Help Desk feature that can be accessed anywhere from any device with an internet connection. This means that you don’t need to worry about software and OS compatibility, as you can access Help Desk from any iOS or Android device.

With cross-platform compatibility, Spiceworks gives your employees the freedom to use devices that match their preferences. They can access the Help Desk through a device of their choosing. This gives them the flexibility to report and monitor issues as they occur.

Active user community
The second feature that makes Spiceworks one of the top incident management tools for 2019 is its highly active user community. There are literally thousands of plug-ins that you can use to help integrate the system with other programs you might use.

For example, Spiceworks’ agent dashboard has a note-taking and messaging extension that helps your employees find collaborative solutions to any issues they experience.

There are dozens of world-class plug-ins for almost any software you may want to use Spiceworks with, making it a must-have incident management tool for 2019 and beyond!

4. OpsGenie

OpsGenie is the fourth tool we highly recommend for 2019. Why? Quite simply, it puts communication at the heart of your incident management processes.

Let’s look at how and why OpsGenie is one of the top incident management tools for 2019 and beyond.

OpsGenie offers two main functions:

  • Real-time alerting and communications
  • On-call schedules for alerts and Customized notifications

Let’s look at these key benefits in greater detail!

Real-time alerting and communications
The first benefit of OpsGenie is that it lets you manage geographically distributed teams. This makes it perfect if your employees are mobile or you are looking to standardize incident management procedures across multiple locations.

With real-time alerting and communications, your teams will remain updated with the latest incidents and developments provided they can access the OpsGenie platform from any internet-enabled device.

But there’s more.

OpsGenie is also perfect if you routinely have to deal with after-hours incidents. The application is able to automatically initiate appropriate response actions, no matter what time of the day or night they occur.

This is incredibly helpful for those times that you don’t have staff available to respond to incidents such as server downtime or crashes. OpsGenie is able to create workflows that available staff can follow to get up and running.

On-call schedules for alerts and Customized notifications
The second benefit of OpsGenie is its ability to offer customized notifications. As part of its response actions, it can notify staff members in a range of ways. For instance, non-addressed alerts can be followed up via OpsGenie’s phone call service.

OpsGenie operates on an escalation management system. This system has a series of predefined rules that govern the actions to be taken according to the type of incident detected. These rules can be customized so that the appropriate management levels are notified when certain actions and decisions are taken.

For example, let’s say you want to set up the escalation management for a server outage. You would set the rules based on incident severity and outline the different tiers and management levels you want notifications to be sent to when a server outage occurs.

When this type of incident occurs, OpsGenie will follow these rules to provide an automated phone call, SMS, or email to key employees at the appropriate management levels. As all decisions and actions are made from the OpsGenie mobile app, your entire team is connected and responsive at all times, without the need for manual intervention.

As the notifications are documented for each alert, your team can retrospectively look at the steps OpsGenie took when it detected problems and make adjustments accordingly. Over time, this helps improve the efficiency of the app at detecting and dealing with processes.

5. VictorOps

VictorOps is the fifth incident management tool for 2019 that you need to know about. Positioned as an alternative to PagerDuty, VictorOps is one of the best tools for structuring and streamlining your incident management processes in 2019.

So what are VictorOps’ unique benefits and advantages?

Like PagerDuty, VictorOps offers three key benefits for businesses:

  1. Real-time platform
  2. Timeline view
  3. Customized alerts and notifications

Real-time platform
VictorOps is a real-time platform that’s perfect for reacting to open incidents and analysing them with a view to reducing or eliminating the chances of them occurring in the future. When a member of staff reports an incident via VictorOps, an incident alert is sent according to an on-call plan. This helps ensure that reports reach all relevant members of your organization in real-time, helping everyone stay in the loop.

However, staff members can also redirect messages and alerts themselves dynamically. For instance, they could add links to server logs, or explanations of solutions to messages before sending them. This can be done ‘on the fly’, helping to keep everyone updated about the latest incidents and solutions. As VictorOps is accessible in real-time, these solutions can be followed by team members who are nearest to the incident, or available at the time.

Timeline view
As with PagerDuty, VictorOps builds a ‘timeline’ that displays every piece of information. This helps you track incidents and see how they are investigated, responded to and either resolved or escalated. During investigations, this timeline can help you tie events together and keep track of your team members and their actions.

Customized alerts and notifications
One of the most unique features of VictorOps is its ‘transmogrifier’. This tool lets you customize everything from incident flows to alerts, notifications and more. For this reason, VictorOps lets your team modify the way they deal with incident management issues according to their specific needs and preferences. This potentially helps teams address problems faster and find solutions quicker than otherwise.

Conclusion

As we’ve seen, the top five incident management tools on our list have a lot to offer in 2019 and beyond. If you’re in the process of choosing the right incident management software, you may be wondering about your next steps.

Beakon’s incident management software offers industry-leading reporting, tracking and reporting abilities. So, contact us for a demo to see for yourself how our incident management software can meet your needs!

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Incident Management Processes: Key Concepts for Maximum Success

A couple of weeks ago, we shared our compact guide to choosing the right incident management system. Our guide is aimed at organizations that are actively considering incident management systems and want to know more about their options.

However, we recognize that successfully transitioning from an old-fashioned paper-based incident management system to a software solution isn’t always plain sailing. There’s more to it than simply choosing an off-the-shelve solution and hoping for the best.

For the transition to be successful, you need to be aware of the key concepts for maximum success. If you’re curious to find out more, keep reading!

In this post, we promise to show you the four key concepts for maximum success when adopting new incident management processes. We’ll show you how these concepts underpin every successful system for reporting, analysing and dealing with incidents in your workplace.

In this post, we’ll be discussing:

  1. The competitive advantages of incident management software
  2. Key characteristics of incident management software
  3. Key concept 1: Real-time monitoring
  4. Key concept 2: Integration
  5. Key concept 3: Standardization
  6. Key concept 4: Automated processes
  7. Conclusion

In this post, we’ll be outlining all of these areas and more.

Sound fair? Then let’s go!

The competitive advantages of incident management software

Leading incident management software should help you improve your incident reporting.

This gives your organization a competitive advantage over your competition.

But what is the competitive advantage?

Well, take a moment and consider;

  • What’s most important to you?
  • What are the challenges your organization faces?
  • What goals do you face?

There’s a good chance that incident management software helps address some of the answers you gave. The right software can help you meet the challenges you face while helping you achieve your goals.

With incident management software, you can:

  • Boost your incident reporting rate and make all records easily searchable
  • Ensure regulatory compliance by informing the statutory authorities if a serious harm incident occurs.
  • Monitor incident investigations and corrective actions
  • Take proactive measures to reduce the chance of future incidents occurring
  • Save your organization time and money
  • Reduce the risk of fines for regulatory non-compliance (In Australia, firms are legally responsible for reporting serious harm incidents to the relevant statutory authorities).

Whether you’re looking to reduce costs, improve compliance, or increase efficiency, incident management software could be just what you need.

Incident Management Processes: Key Concepts for Maximum Success

By streamlining your incident management processes, you are helping transform the efficiency of your company. You’ll significantly reduce the risk of being fined for non-compliance. You’ll save time when reporting incidents, you’ll be able to deal with them effectively and you’ll be able to take corrective actions when an incident occurs.

Key characteristics of incident management software

Unfortunately, the competitive advantages we just discussed aren’t guaranteed when you invest in incident management software.

You see, leading software will offer these advantages, while lesser options won’t provide your organization with the benefits you are looking for.

Before discussing the key concepts of incident management processes, we need to define what we mean by leading incident management software.

Here are the characteristics of leading incident management software:

  • Instant, real-time communication
  • Location independent
  • Multiple functions
  • Comprehensive notification suite
  • Analysis, tracking, and investigation

Let’s look at these characteristics in more detail below.

  1. Instant, real-time communication

The best software will give your employees the ability to immediately report an incident, no matter where they are. Leading incident management software can be accessed by a range of devices, including computers, mobile devices, and handheld devices. Employees or contractors can enter the details and status of any incident they encounter via a range of methods, such as text, mobile apps, or email.

These reports are then instantly shared in real-time so that everyone has access to the report. Whether there’s a spill, a critical injury, or a recall, your entire organization will have the information they need at their fingertips.

  1. Location independent

If you have staff that must manage multiple locations, incident management software can help them handle this challenge. Software that works across a range of devices, including mobile, handheld and computer, will ensure that all reports and notifications are shared with all staff members who have permission to view them.

  1. Multiple functions

Leading incident management software is able to combine multiple functions within one convenient package. This includes safety, environment and quality functions. This multi-function ability makes the software far less expensive and less time-consuming compared with having multiple systems for each function.

Some examples of safety functions would include:

  • Illnesses
  • Injuries
  • Vehicle accidents or crashes
  • Near misses
  • Fire
  • Explosions

Incident Management Processes: Key Concepts for Maximum Success

Within environment functions, we could include:

  • Loss of environmental containment (spills/leaks)
  • Security breach
  • General complaints
  • Community complaints
  • Plant or equipment damage

Some examples of quality functions would include:

  • Product withdrawal
  • Product recall

One of the key characteristics of leading incident management software is that it can handle multiple functions within one system. This is less expensive to implement and saves your staff time too.

  1. Comprehensive notification suite

The fourth characteristic of leading incident management software is that it offers a comprehensive and customizable notification suite.

This is helpful for a variety of reasons, including:

  • Workflow notifications
    You can instruct your staff about the correct course of actions.
  • SMS and email notifications
    You can communicate with your staff over multiple channels to increase compliance rates.

Good incident management software offers your staff a wide variety of ways to communicate and receive notifications. This helps meet their needs and preferences and increases compliance with incident reporting, analysis and the like.

The dashboard should be self-configurable by employees so they can receive notifications through their preferred channels (i.e. SMS, email, etc.).

  1. Analysis, tracking, and investigation

The fifth characteristic of good incident management software is that it helps with analysis, tracking, and investigation.

This includes the following areas;

  • Root cause analysis
    The software offers insights into the root cause of an incident, helping you predict future occurrences and put safeguards in place.
  • Action allocation and tracking
    The software should be able to allocate resources and help you by tracking how these resources are deployed.
  • Investigation
    Leading software is able to assist you in investigating the incident. For example, if your IT systems crash, the software can pinpoint the root cause of the incident and develop a workflow that helps you avoid a repeat incidence.

Now that we’ve looked at the competitive advantages that incident management software gives you and explored key characteristics of leading incident management software, it’s time to delve into the key concepts for maximum success.

Key concept 1: Real-time reporting and monitoring

The first key concept for maximum success with incident management processes is real-time reporting and monitoring.

The most effective way to implement this is through a cloud-based system that automatically updates your records and databases. As staff members interact with the dashboard, their inputs and updates are shared with everyone else in the organization that has permission to view them.

Incident Management Processes: Key Concepts for Maximum Success

Real-time monitoring is a key concept because it helps employees stay updated and it helps them take prompt action when an incident occurs.

For example, let’s say that a leak occurs in a warehouse and this is noted by a member of staff. The incident management software wouldn’t have any impact of the physical act of stopping the leak and clearing up the contaminated area; that work would proceed according to company procedures irrespective of whether the business was using paper-based incident reporting or incident management software.

However, what happens after the leak is where you’d see the difference. With paper-based reporting, the incident would take time to work through the different layers of management before arriving on the desk of senior decision-makers. With incident management software, however, every member of staff with permission to view that information would be simultaneously notified in real-time.

Why is this important?

Real-time reporting has several key benefits, including:

  • Faster responses to critical incidents
  • No more inefficient communications as you’d get from a paper-based system
  • Prompter decisions on the course of action
  • Awareness of incidence across the organization
  • Alert other staff of incidents and critical errors

As we’ve shown, real-time monitoring and reporting is a key concept that is critical for maximum success when implementing an incident management process.

Key concept 2: Cross-platform integration

The second key concept for maximum success with incident management processes is cross-platform integration.

Why?

Cross-platform integration ensures that all employees and contractors across an organization with permission to view incident reports and logs can be kept fully in the loop.

To explain how this works, consider that all leading incident management software is cloud-based. This means that employees can view their own customized dashboard via a variety of devices, including computers, mobile devices, and handheld devices.

As the software’s database is stored in the cloud, each employee’s dashboard can be updated in real-time, instantly sharing data with everyone who has permission to view it.

The advantage of this approach is that all responsible parties can be notified simultaneously regardless of which device they are using.

For example, say that a serious injury took place on a property managed by a security firm. Having a paper-based incident reporting management system may mean that the employee involved would have a telephone call with their immediate supervisor, who would then log the incident and notify senior management via email. It may take hours before senior management even becomes aware of the incident.

Incident Management Processes: Key Concepts for Maximum Success

But with a cross-platform cloud-based incident management solution, the incident management process is much smoother. The employee involved in the incident or their colleague could access the software platform via, say, their mobile device. The report would instantly be shared with everyone in the organization who had permission to view reports, regardless of what type of device they were using.

Notification functions such as sending SMS messages and emails would ensure that everyone was made aware as soon as possible, helping to spur the staff into action.

Key concept 3: Standardization

The third key concept for success is creating a standardized workflow for handling incidents. This concept is especially relevant for large businesses that are looking to standardize incident management processes across multiple locations, premises, or even multiple countries.

Leading incident management processes help standardize the way that employees tackle workflows when handling incidents.

How?

The software itself is able to generate a workflow for dealing with specific issues as soon as an incident is logged.

It can then send automated notifications and reminders to staff, prompting them to take specific actions.

Having the same software across an entire organization means that all employees have a standardized way of dealing with specific incidents, regardless of where they are located.

Standardization can help ensure that a business complies with all applicable regulations, even if their operations are spread across multiple premises.

This reduces the need to investigate the specific practices being employed across organizations and can reduce managerial workloads.

Key concept 4: Automated processes

The fourth key concept for success is the automation of processes. Leading incident management software is able to autonomously respond to, report, and investigate events.

This is especially prevalent with IT-specific incident management software. Issues with software and hardware such as IT errors, crashes, and downtime can be logged, reported, and investigated automatically by the software without any human intervention.

This has several benefits, including:

  • Reduced investigation costs
  • Increased reporting rate
  • More accurate workflow prognosis
  • Promoted resolution of problems

Automating the process of logging and responding to incidents frees up your staff’s time to work on other areas. They can focus on fixing the problem by following the workflows created by the software instead of spending time searching for a solution.

The appeal for large organizations is that automated processes can save time and training costs too. For example, in a large company with multiple premises, you can expect similar problems to occur in multiple locations. Once the correct solution has been identified in one location, this data can be shared via the incident management platform, helping reduce the time it takes to find the solution for other premises.

Conclusion

In this post, we’ve explored the four key concepts for maximum success when it comes to incident management processes and incident management software.

With the right software, you can realize these and other great benefits.

You know that spreadsheets, paper systems, and carrier pigeons don’t work, so implementing the right incident management software that can help your organization achieve its goals for a safe and secure workplace should be your next step.

Contact us for a demo to see for yourself how our incident management software can meet your needs!

Related posts:

 

Incident Management System: A Start-to-Finish Guide in 2019

Incident Management System: A Start-to-Finish Guide in 2019

In our last post, we shared a compact guide to choosing the right incident management software for your company, business or organization. Building on that, we wanted to offer a complete overview of incident management systems, including what they are, how they work and the benefits that they can offer.

In this post, we’re presenting a complete start-to-finish guide to incident management systems in 2019. Our aim for is to give you a complete overview of these systems and explain how they help organizations of all sizes save time, keep their employees safe and boost revenue.

In this start-to-finish guide, we’ll cover the following areas

  1. What is an Incident Management System?
  2. Types of incidents explained
  3. Why invest in an Incident Management System?
  4. Key advantages of Incident Management Systems
  5. Taking your next steps

Let’s go!

1. What is an Incident Management System?

An incident management system is any system that helps an organization respond to, manage or prevent any incidents that occur on their premises or that affect their staff or customers.

The system should cover the following five factors:

  1. Procedures
  2. Software
  3. Communication systems
  4. Equipment
  5. Personnel

These five factors are a critical part of a company’s incident management system, regardless of whether it is paper-based, electronic, or a hybrid system.

Let’s look at them in greater detail:

1. Procedures
The backbone of any incident management system is a list of procedures that staff must follow in the event of an incident, accident, or event.

Traditionally, incident management systems have been paper-based collections of handwritten or printed documents that are filed and stored.

In Australia, most small businesses create a written document called a Safety Statement. This document outlines how the business plans to minimize risk on their premises. It will cover the control measures and risk assessments that need to be conducted to ensure that staff and contractors remain as safe as possible at all times.

Incident Management System: A Start-to-Finish Guide in 2019

While this method of procedure documentation may be referred to as paper-based, documents may be typed on MS Word or Excel and stored electronically, or printed out and stored as hard copies for safekeeping.

2. Software
Many companies utilize incident management software to help them track, manage and respond to incidents as they occur. This software is available to, and used by, all members of the organization, from junior employees to senior stakeholders.

The software is used to:

  • Report incidents.
  • Respond to specific situations.
  • Resolve problems as they occur.

The main benefit of using incident management software is that all members of an organization are kept updated and informed about incidents in real-time. In the event of a physical incident, incident management software can notify the relevant stakeholders and suggest an appropriate workflow for responding to the incident. In the case of IT-related software, the software itself is able to initiate certain responses to problems, such as rebooting a server in the event of a crash, for example.

3. Communication systems
All companies need a communication system in place in order to implement their incident management system.

A communication system could include some or all of the following options:

  • Telephone
  • Email
  • Instant messaging platforms
  • SMS

One of the advantages of investing in incident management software is that it provides a communication system for a company’s employees to use. Staff can use the software’s platform to keep in touch with each other and monitor incidents as they occur.

For example, when an incident happens, staff can use the incident management platform to file an incident report. The software then sends email and/or SMS notifications to other members of the organization and critical stakeholders, alerting them to the situation in real-time.

As all communications are in one place, the platform provides a holistic communication system for all members of the organization to use. They can track, monitor and resolve incidents along the way, through a variety of channels including messages, notifications, and updates.

4. Equipment
The fourth key factor in any incident management system is the equipment used by employees. This includes the physical devices used to access the incident management software (such as laptops and mobile devices) as well as any equipment required to deal with the incidents.

Common communication equipment includes:

  • Computers and laptops
  • Mobile devices
  • Handheld communication devices such as walkie-talkies

Most incident management software platforms have their own app designed to work with iOS and Android devices. This means that personnel can simply install the app on their work or personal mobile devices to gain access to the platform at their convenience.

5. Personnel
The fifth factor necessary for an incident management system to be effective is personal. This includes a company’s employees, but may also include contractors who must be trained to respond to incidents.

Employees must be trained to:

  • React to incidents
  • Understand the nature of various incidents
  • Follow the correct procedures when responding to incidents

To ensure that all employees work together in the event of an incident or emergency, the employer must provide comprehensive training. However, today’s incident management software is able to generate workflows for staff can follow. These are written procedures that help staff deal effectively with specific incidents.

Software-generated workflows help ensure that those who are first to respond to an incident have as much data as possible. They are better able to respond in the shortest amount of time and maintain effective communication during emergency situations.

2. Types of incidents explained

Now that we’ve looked at what an incident management system is, it’s time to turn our attention to the types of incidents that are commonly dealt with.

Incident Management System: A Start-to-Finish Guide in 2019

Incidents will tend to fall into one of the following three categories:

  1. Physical incidents
  2. Environmental issues
  3. IT-related issues

Each of these four categories requires different types of responses, with different procedures.

1. Physical incidents
In this category, you’ll find general or community complaints, general illnesses among staff, and serious injuries or illnesses involving staff and contractors. This category also covers incidents such as fires, explosions, motor vehicle collisions, and near misses.

2. Environmental issues
This category covers damage to either the organization’s premises or equipment, loss of environmental containment (spills and leaks) and security breaches.

3. IT-related issues
IT-focused incident management software helps employees resolve IT issues such as using specific software, dealing with server failure, or other issues that lead to downtime. Unlike physical and environmental issues, IT-related issues can often be responded to automatically by the software. This may help resolve the incident without any human intervention. For example, if a company’s server crashes, incident management software may be able to restart the server to resolve the incident.

3. Why invest in an Incident Management System?

As we’ve shown, most organizations use paper-based incident management systems, built around Safety Statements to respond to and address incidents. So why would an organization invest in a software or cloud-based incident management system?

There are four main reasons why an organization would want to invest in improving or upgrading their incident management system:

  • Improving employee safety
  • Saving time
  • Minimizing risk
  • Maintaining and/or increasing profits

Improving employee safety
Well-designed incident management systems can give a company a powerful combination of data and communication tools that can help it respond to incidents faster. Potentially, this can save time and, in emergency situations, it may even save lives.

Saving time
The main benefit of having a software or cloud based system is that all communication channels are combined. Organizations that use incident management software can accomplish more in less time than if they were using a paper-based system. For example, incident reporting with a software-based system takes a fraction of the time of compiling a paper-based report.

Minimizing risk
Incident management systems help improve employee safety by giving a company real-time situational awareness. This helps ensure that employees receive the most appropriate support at the earliest opportunity, helping to prevent incidents from escalating.

Maintaining and/or increasing profits
In Australia, firms are legally responsible for reporting serious harm incidents to the relevant statutory authorities. Robust incident management systems can help automate this process, ensuring that the organization doesn’t fall foul of laws and become subject to fines that may adversely affect their profitability.

4. Key advantages of Incident Management Systems

A well-designed incident management system offers the following key advantages:

  1. Preparedness to deal with incidents
  2. Effective communication within an organization
  3. Increased safety for employees, clients, and contractors

To understand more about these key areas, we’ll look at each in more detail.

1. Preparedness to deal with incidents

One of the top advantages of a robust incident management system is that all employees are sufficiently prepared to deal with a wide range of incidents. In the event of an emergency, first responders will have a clear idea of any hazards they may encounter and will have been trained how to respond.

In addition to training, the incident management system will give employees the tools they need to deal with various scenarios. This may include interactive maps of the location, CCTV points, utility shut-off points, first-aid kit locations, and access points.

Using the incident management software platform, staff can report incidents and keep the entire organization aware of their actions in real-time. The platform enables other employees to offer guidance or advice and lets critical stakeholders see the specific actions that were taken and how the incident was resolved.

A key advantage of using incident management software is that it lets senior management retrospectively look at how past events unfolded. They can identify pain-points that prevented the issue from being resolved faster and find ways of improving response times in the future.

2. Effective communication within an organization

The second key advantage of having a well-designed incident management system in place is that it provides staff with effective communication channels at all times. All leading software platforms are cloud-based meaning they can be accessed from any computer or mobile device with internet access.

This ensures that incident reporting takes place in real-time, with all members of the organization able to track incidents as they occur.

The communication channels can be highly customized so staff can receive communication according to their preferences. This could include SMS messages, emails or push notifications, as they choose.

In an emergency situation, the incident management software provides a timeline of communications so that senior managers can track the flow of communications and see whether the incident was escalated or resolved, and how. This gives key personnel real-time situational awareness.

Some incident management software is able to act as an emergency notification system. This means it can be used to report emergency incidents such as fires or spills as soon as they occur. During an incident, the system will keep contact with all employees via a range of communication channels including voice, SMS messaging and email.

For example, in the event of an emergency situation, the first staff member on the scene could initiate contact with emergency operators, all via the incident management system’s platform. This reduces the response times of emergency services.

3. Increased safety for employees, clients, and contractors

The third key advantage of incident management systems is that risks to employee’s safety can be minimized and managed. Incident management software that offers a smartphone app provides employees with direct access to the incident platform at all times. If they notice a problem, see something suspicious or have any issues, they can alert their supervisors and senior managers with ease.

Some incident management software even lets employees called 911 or alert onsite security with the press of a button. This can ensure that critical data is delivered instantaneously and can help shorten response times.

5. Taking your next steps

This start-to-finish guide has explained everything you need to know about incident management systems in 2019.

While some organizations will continue to rely on basic safety statements and paper-based procedures, an increasing number of companies are choosing to adopt incident management software to facilitate their overall incident management system. The right software can help any organization achieve its goals for a safe and secure workplace.

Contact us for a demo to see for yourself how our incident management software can meet your needs!

Related posts:

The Compact Guide to Choosing Incident Management Software

The Compact Guide to Choosing Incident Management Software

Are you curious about how to choose the best incident management software for your organization?

If so, we’ve got you covered with this compact guide!

We’ll explain everything you need to know about how to choose the best incident management software for your company, business or organization.

Choosing the right software can be challenging, and, while investing in software can bring plenty of advantages, there are also plenty of traps and pitfalls to watch out for along the way.

So whether you’re a small business owner looking to improve the way you handle incidents, or you’re looking for a way to harmonize incident management procedures across multiple facilities, we’re here to help.

We’ll explain the benefits of the leading incident management software packages on the market today and show you the exact steps you need to follow in order to choose the best software for your needs.

In this compact guide, we’ll be discussing things like:

  • What is Incident Management Software?
  • Who needs Incident Management Software?
  • Types of Incident Management Software
  • What can Incident Management Software do?
  • Why is Incident Management Software important?
  • What to look for when choosing Incident Management Software
  • Taking your next steps

Sound fair? Then let’s go!

What is Incident Management Software?

Incident Management Software is any software that helps a company, business or organization record, manage and investigate any incidents that occur on their premises or involve their staff.

When an organization starts using incident management software, it will typically make the software available to employees via computers, smartphones, and tablets. As everyone has access to the same software, members of staff can report incidents as they occur. Senior stakeholders such as members of the management team can track how each incident is responded along the way.

Incident management software can help with:

  • Reporting incidents
  • Investigating incidents
  • Analysing incidents
  • Taking proactive actions

Who needs Incident Management Software?

Incident management software is available for companies, businesses, and organizations across almost all work disciplines.

This includes fields in the following areas:

  • Safety
  • Environment
  • Quality assurance
  • Product quality
  • Business management
  • IT/DevOps

Organizations across almost every industry can benefit from having some form of incident management software.

Types of Incident Management Software

We can group incident management software into two main categories:

  • Incident management software for physical operations
  • Incident management software for IT/DevOps

Let’s look at both of these categories in greater detail!

Incident management software for physical operations

Many businesses are primarily concerned with physical incidents such as injuries, spills, and accidents that occur on their premises. Firms in the building and construction sectors and agricultural sectors will generally fall into this category. They need incident management software that helps them monitor when accidents take place and how to minimize the chances of similar incidents occurring in the future.

These organizations are generally less concerned with logging and dealing with IT-related incidents, however they may have separate incident management software for that purpose.

Incident management software for IT/DevOps

IT-focused incident management software is specifically designed to address IT challenges such as crashes and errors. Firms that invest in this type of software may be less concerned with logging physical incidents, although they may have separate software for that purpose.

IT-specific incident management software is used as part of an organization’s overall IT management strategy alongside identity management, mobile device management, and service desk solutions. This software can help automate tasks, reduce downtime, increase coloration and unify projects.

Let’s look in greater detail at how incident management software does this.

What can Incident Management Software do?

Incident Management Software, whether it is focused primarily on physical incidents or IT issues can help with the following tasks:

  1. Reporting incidents
  2. Investigating incidents
  3. Analysing incidents
  4. Responding to incidents

Let’s break these tasks down:

1. Reporting incidents

All organizations experience incidents from time to time. The main purpose of incident management software is to help staff members report incidents accurately and promptly.

The Compact Guide to Choosing Incident Management Software

These could be categorized into one of three main groups:

  • Physical incidents
  • Environmental incidents
  • General incidents

Physical incidents include:

  • A near hit or miss
  • Staff/contractor injuries/serious illness
  • Fires
  • Explosions
  • Motor vehicle collision

Environmental incidents include:

  • Plant or equipment damage
  • Loss of environmental containment (spills/leaks)

General incidents include:

  • General complaints
  • Community complaints
  • Product withdrawal or recall

Incident management software helps organizations streamline the process whereby staff and contractors can report all of these types of incidents. With the incident management software platform shared among all staff and senior management, incidents can be logged in real-time.

Incident management software that focuses on IT/DevOps can help with reporting of:

  • Digital incidents and errors
  • Frequency of downtime and crashes

2. Investigating incidents

The second benefit of incident management software is that it helps an organization investigate any incidents that occur.

The incident management software platform contains a clear record of:

  • Where the incident occurred
  • Who witnessed and documented it
  • Any follow up actions that were taken

Incident management software can streamline the investigation process by giving access to all members of an organization.

However, IT/DevOps software can go one step further. It can not only alert staff of an incident with their company’s software or hardware, but it can automatically generate a report of the problem and initiate a workflow as well. This helps ensure that the error is responded to in the proper sequence and reduces the response time, helping to address the incident sooner.

3. Analysing incidents

As we’ll explain in our upcoming start-to-finish guide on incident management systems, incident management software not only helps with reporting and investigating incidents. It also helps with analysis too.

For example, incident management software can track where incidents are occurring and notify senior management, prompting them to take action.

If a spate of incidents occurs in a particular location, specific safety precautions and procedures can be put in place to help manage the risk.

As we discussed, IT/DevOps software can automatically generate a report of the problem and create a workflow. This helps ensure that the error is responded to in the proper sequence. It also curbs the effects of major IT incidents by bringing the right information to the right people instantly, for faster response times.

4. Responding to incidents

Incident management software used to report and log physical incidents will lead to faster response times. It can bring critical information to the right people to ensure that problems are dealt with promptly. The software can provide immediate notifications to all affected staff and senior management.

IT/DevOps software also offers similar benefits as we’ve discussed.

Why is Incident Management Software important?

Incident management software has a number of benefits including;

  • Automated incident reporting
    In terms of incident management processes, streamlining the process of reporting incidents is one of the key concepts for maximum success.
  • Instant notifications
    Notifying relevant persons with inbuilt workflows for incident management and investigation.
  • Quick reporting
    Promptly notifying senior management can expedite investigations and corrective actions.
  • Ensuring regulatory compliance
    In Australia, certain incidents (such as those that result in significant harm) must be reported to the relevant statutory authority. Incident management software can help automate this process and ensure regulatory compliance. This limits a company’s exposure to potentially expensive compliance offenses that may result in large fines or other punishments.
  • Reduced risk.
    Lowers the risk of excessive costs to the business (from fines).

What to look for when choosing incident management software

When choosing incident management software for your organization, there are certain key features and functions that you’ll want to look for.

Broadly speaking, these can be grouped into two main categories:

  • General incident management software functions
  • IT/DevOps-specific features and functions

The category you’ll want to pay the most attention to will depend on your organization’s field and the reasons why you’re looking to implement the incident management software.

General incident management software functions

Regardless of whether you want to log physical incidents or IT-related issues, you’ll want to look for the following features and functionality

1. Safety, Environment, and Quality functions
The first thing to look for when choosing incident management software is that it offers a broad range of functions.

At a bare minimum, the incident management software should be able to:

  • Monitor and alert staff about incidents and critical errors
  • Integrate with team collaboration tools to notify responsible parties

These functions ensure that your organization remains aware of all incidents and you’re your staff are updated in real-time as to progress about how these issues are being dealt with.

However, leading incident management software offers safety, environment and quality function tools, all in one convenient package. This lets you manage any incidents that occur in those three areas through a single incident management software platform. This helps you streamline your incident management processes.

2. Customizable dashboard and reporting options
When choosing incident management software it’s important to look closely at the dashboard and reporting features. Incident management software with self-configurable dashboards and reporting options will give your staff a broad range of ways to configure their dashboards to suit their own particular tastes.

The Compact Guide to Choosing Incident Management Software

Why’s this important?

If your staff members are able to set up their dashboards just how they like them, they’ll be faster and more accurate when they use the incident management software. This should help boost your incident reporting rates and the accuracy of the reports that your staff members generate.

3. Comprehensive notification suite
The notification suite that comes with the incident management software should be comprehensive and customizable. After all, you will be relying on notifications for a wide range of activities such as;

  • Reminding staff to file incident reports
  • Monitoring and alerting staff about incidents
  • Prompting staff to take follow-up actions, following an incident workflow
  • Notifying the relevant statutory authorities whenever a significant harm incident occurs
  • Notifying senior management to conduct investigations and take corrective actions

When choosing incident management software, you want to ensure that its notification suite can be customized to suit the particular needs of your organization.

Ideally, you’ll want incident management software that can offer workflow, SMS and email notifications. This will help streamline your organization and ensure the smooth running of your incident management procedures.

4. Analysis, allocation, and tracking
Leading incident management software can conduct root cause analysis whenever an incident occurs to help you identify whether a pattern is occurring. If it is, the software can alert key members of your organization so that they can take preventative, proactive measures.

You’ll also want to look for incident management software that can perform action allocation and tracking. This helps your staff stay informed about the practices and procedures that they need to follow throughout the workflow.

With the incident management software sending automated notifications to remind staff of their duties and responsibilities, you can be assured that incident management software investigations will flow smoothly.

5. Ease of use
Whichever type of incident management software you choose, there’s no substitute for hands-on testing. Request a demo of the incident management software and see whether it’s easy to use

Ask your staff the following questions:

  • Is it accessible from a range of devices? (tablets, smartphones, computers)
  • Are the devices in your organization compatible with the software?
  • Is the software platform flexible and easily customizable?
  • Does it complement your business processes and procedures?
  • Can the platform be easily used and quickly understood?
  • Can you collate all your important data and documentation into one simple interface?
  • Is the data easily sortable??

Evaluating these areas will take practical hands-on use by your staff. This will take time but will ensure that you pick incident management software that can meet the needs of your staff and your organization.

IT/DevOps-specific features and functions

If you’re choosing an IT-specific incident management software for IT and/or DevOps, you’ll want to consider the above factors. But you’ll also want to consider the following specific areas, too.

  1. Can you create a standardized workflow for IT incident management?
    Just as Safety, Environment, and Quality function-related incident management software should be able to create a standardized workflow to help staff address and tackle incidents as they occur, so too should IT-related incident management software be able to create workflows. This will help you respond to incidents faster, or set up an automated response that is triggered as soon as the incident is detected.
  2. Can the software respond to, report, and investigate IT errors?
    One additional feature that IT-specific incident management software should be able to manage is automatically investigating IT errors.

Taking your next steps

This compact guide has explained everything you need to know about choosing the right incident management software. You know that spreadsheets, paper systems, and carrier pigeons don’t work, so electing the right incident management software that can help your organization achieve its goals for a safe and secure workplace should be your next step.

Contact us for a demo to see for yourself how our incident management software can meet your needs!

5 Ways Incident Management Software Can Save You Time and Money

Workplace safety is critical not only to your employee’s wellbeing but also to your company financially. Fines, lawsuits and legal fees are all examples of monetary losses any organisation can face if they do not take their workplace safety seriously.

Facilities of all kinds are increasingly adopting mobile app-based incident management software as a way to streamline communication and response. However, considering the more traditional methods of handling incident management, what benefits do these systems hold?

To save time and money, we take a look at the five ways in which a mobile software solution helps with safety management:

  1. Streamlined communication.

The need to store incident management documents in physical storage can be severe for individuals to access. Data could be stored on a company intranet that could easily be inaccessible if the network fails.

Today, none of that is needed anymore because all relevant information can directly be accessed by employees via their mobile devices thanks to our Safety Management Mobile App.

For instance, through our software dashboard, your organisation might choose to provide contact lists and emergency protocol checklists. Employees can quickly call the right decision-maker in an emergency and will be able to easily contact you and other decision-makers when they are armed with this up-to-date information.

Employees are empowered to act decisively during an emergency with this improved access to information, which saves significant time.

  1. Improved response times.

Responding quickly and effectively is one of the most essential abilities safety managers put a lot of thought into because it helps them prevent more damage or injury whenever an emergency occurs.

A significant amount of time and money can be saved through this; for instance, by avoiding lawsuits, minimising the clean-up period, encouraging a faster return to normal productivity or preventing the need to replace damaged equipment.

To significantly improve emergency response time, workplace safety teams can harness the full potentials of a mobile app-based incident management platform. Administrators can provide corporate safety plan, and documents such as checklists, maps, diagrams and more through the app to each end user’s mobile device as well as improve communications among team members.

When you deploy our safety software in your company, each of your employees will have access to all the relevant information, right in the palm of their hand when a crisis strikes. To update employees during an emergency, administrators can push real-time alerts and notifications through the app.

  1. Simplified compliance.

To save time and money, staying in compliance is one of the critical ways indeed. Thousands of dollars are lost each year by many organisations as a result of compliance penalties, while the vast majority spend untold work hours to avoid these same penalties.

Employees can have convenient access to the guidelines they need to adhere to safety procedures, health requirements and more through a mobile incident management software. The app makes it easy to identify and communicate with the right person simple when someone is unsure of what to do. In this regards, the compliance goal becomes much easier to achieve and maintain.

  1. A higher overall safety record.

To improve standing and reputation, usually, time and money are wasted by companies with poor safety records. To optimize safety throughout the business, getting closer to your goal of zero recordable incidents, empower your organisation with real-time access to corporate safety programs.

  1. Lower healthcare costs.

Your organisation if operating in a higher-risk field may be accustomed to spending quite a bit each year on illness and injury claims. However, that annual figure can be impacted significantly by enabling faster and more effective incident response. To stay safe and healthy, employee the precise information required with an app, whether they are a located in corporate headquarters or out in the field.

Conclusion

We offer a free trial on our suite of safety software. Additionally, you can download our mobile application for free today and get started with taking your company safety to the next level.

Incident Reporting: All You Need To Know As a Safety Manager

Regardless of how safe your worksite is, and how cautious you are in managing your workforce, incidents are bound to happen. Whenever an incident occurs, you will have to create an incident report.

Incident reports are an absolute necessity for any business operating a high-risk work site. What, precisely, are incident reports? Why are they essential? What’s more, what is the best method to report incidents? This article covers everything you need to know about incident reports.

 

Incident report: what is it exactly?

An incident report is precisely what it sounds like; it is a report you have to make whenever there is an incident at one of your worksites. Something is viewed as an incident if it includes:

  • The passing of an employee, contractor, or regular citizen at the work site
  • The injury of an employee, contractor, or non-military personnel at the work site that requires restorative consideration
  • The injury of an employee, contractor, or non-military personnel on the work site that outcomes in permission to a healing center
  • An unsafe occurrence that exposed an employee, contractor, or non-military personnel to genuine hazard or risk, paying little heed to whether it results in injury
  • Any arrival of possibly hazardous substances, similar to a gas spill
  • The injury of an employee, contractor, or non-military personnel at the work site because of explosives

If any of these incidents happen at one of your worksites, you are required to advise your controller instantly and afterward make an incident report as a record of the incident.

 

Why are incident reports essential?

Incident reports are important because they make a composed record of an incident. This enables you to survey the occasions encompassing the incident, distinguish zones for development, and make a more secure workplace for your employees and contractors.

Incident reports are fundamental for your business to guard your work sites as would be prudent, yet in the event that that is not reason enough to remain a la mode on your reporting, they’re likewise required by law; on the off chance that you don’t appropriately report and record your incidents, you might be liable to punishments and fines.

 

Step by step instructions to make an incident report

To make an incident report, you will have to incorporate every single applicable insight about the incident in your underlying report; this incorporates the date and area, insights about the incident, and all gatherings included.

As the incident keeps on occurring, you have to keep on including other pertinent data such as any medicinal treatment gotten by employees.  This ensures the data in the report is accurate and up to date.

Unfortunately, this process is cumbersome because traditionally, incident reports are paper-based. Missed documentation, inaccurate data, and loss of paperwork are some of the drawbacks of using paper-based processes for reporting incidents.

 

How Beakon can help

The days of paper-based incident reporting process are gone. Today, smart safety managers are using software to manage every aspect of their organisation’s safety needs. This includes incident reporting, incident management, workplace safety, etc.

Beakon’s incident reporting software enables you to rapidly and effortlessly deal with your incident reports from one focal stage. You can make incident reports, include important media (like specialist’s reports), and offer it with whatever remains of your group without the requirement for additional messages. Furthermore, because everything is unified, there is no compelling reason to stress over losing data; it is all composed in one place.

Have you been utilizing paper to deal with your incident reports? Do not worry about it! Beakon’s incident reporting software will digitise your present framework with the goal that the majority of your incident reports are current and transferred onto the platform.

To get started, click here to access your free trial. There are strings attached, and you can cancel anytime.

Injury Management System: Four Simple Ways to Quickly Get Injured Employees Back to Work

It is unlikely that anyone can stop an accident from occurring. We can only work to prevent it, before it happens, or mitigate it after it does. When it does, a return-to-work program ensures that the employee is well taken care of, and easily integrated back into the company.

While return-to-work is an overwhelming and hard to-oversee process, frequently filled with possibilities for blunder and monetary spillage, the advantages of a well-run program are genuine. These include the cost reductions that originate from shortening the term of open cases and avoiding the need to supplant injured employees.

Replacing new employees is quickly becoming expensive. With the average cost of replacing employees is upwards of 21% of salary, according to a Center for American Progress study, ensuring that injured workers to return is one of the most cost-effective measures for any company.

The money-saving advantages can be additionally amplified for those employers who automate the whole return-to-work process with integrated risk management technology — diminishing the time it takes to finish return-to-work undertakings from many months to hours and days.

What drives worker damage expenses for employers?

Once an accident happens, employers are in charge of five noteworthy cost drivers:

  • Health Benefits
  • Reimbursement Benefits (Indemnity)
  • Permanent Partial Disability (PPD)
  • Recovery expenses
  • Indirect Costs

 

Return-to-Work Technology: Usefulness that Pays

Integrated risk management technology can address and decrease the effect of these cost drivers by automating the whole return-to-work process from end to end. This enables users to capture, share and break down an extensive variety of consistent data with the end goal to deal with the way toward getting an employee through transitional or light duty and back to full duty in the most skillful way conceivable.

The usefulness of integrated risk management technology that empowers such return-to-work productivity are:

1. Return-to-Work Technique/Plan Setup: A Return-to-Work plan is a collective system included the employee, chief, treating wellbeing proficient, guarantee agent and Return-to-Work coordinator. The arrangement diagrams what requirements to occur and when it will occur with the end goal to help the injured or sick worker return to full obligation. It likewise tracks the accompanying segments:

  • Goal(s) to replace the worker with duties that are appropriate and accessible;
  • Activities and exercises required to accomplish the goal(s);
  • Time periods for accomplishing the goal(s);
  • Social insurance needs, for example, therapeutic arrangements.
  1. Electronic Form Circulation and Status Tracking: Disentangle your capacity to remain on top of correspondence with electronic structures and workflows. Send and get the appropriate reports out to employees, doctors, and supervisors. Track the stream of data to mirror the present status. An injury management system automates the entire electronic and information stream process, including electronic mark capacity and the capacity to gather coded information through email and online gateways.
  2. Transitional Task Management: Returning an employee to work as quickly as time permits ordinarily require transitional or impermanent employment assignments. Coordinating confinements with occupation obligations is fundamental for employees to perform significant work inside their abilities. An injury management system can deal with the whole occupation task process, incorporating coordinating confinements with the right light obligation work task and issuing electronic employment offers.
  3. Savings and ROI Metrics: The chosen metrics can demonstrate the viability of case management and feature the reserve funds accomplished by returning employees to work even more effectively and rapidly. An integrated investment funds calculator additionally enables you to evaluate reserve funds in direct expenses. A powerful injury management system can also identify the individual case; reserve funds dependent on ongoing benchmarks from the vast handicap rule databases accessible

Conclusion

Returning injured workers into your worksite is cost-effective. Not only does it save you money, but it saves you time also. You do not need to be worried about replacing the employee with contractors or anything like that.

By tracking the progress of your worker using an injury management system, you can stay updated on every new development. This not only shows your workers you care, but it also eliminates any last minute surprises for you as well.

Get started today and take advantage of our FREE TRIAL. Use our all-in-one software and experience the future of safety and employee management.

 

Incident Management System: A Simple Framework to Get Started

Incident management is a process and not a single, one-off project. That means there needs to be a system in place to ensure incidents are captured, analysed and reported. Without a proper framework in place, incidents could prove to be very costly because a system is not in a position to appropriately deal with anything that happens.

This article looks at a simple framework that can be used to get an incident management system in place to help combat any incidents that occur. Discussed below is a simple 3-step framework that any organisation can use to get started.

  1. Preparation is a key factor

The chances of an incident occurring are unpredictable. Therefore preparing for any possible occurrence is a critical factor in any incident management system. You need to get several things to be ready for any incident. These include the right tools and processes to automate reaction and action sequences after an incident occurs. Beakon’s incident management software comes with an array of features that will set your organisation up for a robust incident response. Features include automated notifications, scheduled reporting, and in-software communications to allow for collaboration.

  1. Detect and analyse recovered data

Before you can stop an incident from causing damage to your employees, contractors and even your finances, you need first to detect it. The step above describes how to prepare for anything that happens; this step helps discover trends that could cause anything to happen. With features such as root cause analysis, tracking, and investigation, you can quickly identify incidents based on several indicators. Once an incident is detected, Beakon’s incident software analyses the data and provides a comprehensive report.

  1. Map out a plan to deal with an incident

Finally, once you have compiled enough information and actionable data to understand the full scope of the incident and the risks it poses to your organisation’s health and safety program, you can now map out an action plan to deal with the incident. Usually, the best way to deal with incidents in today’s technology-driven businesses is to automate processes. Beakon’s incident management software comes with an action allocation feature that enables automated action to prevent further damage kick into operation. You can easily capture evidence that might be useful in a possible legal or regulatory case in the future. Once the threat has been resolved, data can easily be saved and integrated into the incident management system. This helps with combating future incidents by providing relevant data to help with making a data-driven decision.

Conclusion

Admittedly, this 3-step framework works best with software. For organisations to remain competitive, leveraging technology in their business processes is a no-brainer. Beakon’s incident management software helps companies to stay on top of their health and safety programs. You can take advantage of a free trial to see how deploying all-in-one health, and safety software can help your company remain compliant, increase employee relations and loyalty and save you money in the long-term.

 

 

 

3 Things You Need to Know About Incident Management Software

Everything in life has a domino effect in some way or the other. Of course, some might be considered more influential than others might. However, every incident has far-reaching consequences. The same holds true for today’s businesses.

It does not matter whether you are managing safety, security or even compliance. Any incident, no matter how insignificant it seems, could either be a cause for celebration or alarm. For example, a little change in how the production assembly operates could dramatically increase organisational efficiency, which in turn improves turnover.

Conversely, a little incident could open a company up to several risks that even an effective risk management strategy cannot foresee. Regardless of whether you currently have things under control or you are looking for a way to improve your company’s incident reporting and management system, this article will show you a few ideas using incident management software can help.

  1. Good incident management software should be easily customisable

No two incidents are the same. Therefore incident management should never be handled on one-size fits all basis. When you decide to use software to manage your company’s incident reporting, you need to look for one that allows for easy and flexible configuration. Workflow processes, notifications, and permission to access documents should be easily customised to match your organisation’s in-house policies.

  1. Good incident management software ensures department-wide benefits

Every department can benefit from an incident management software. Usually, safety, security, and compliance are the obvious choices when it comes to those who benefit the most from deploying incident management software. However, other departments such as HR, IT, accounting, marketing and legal also benefit from a robust incident management system. Increased productivity, improved ROI, and a more robust organisational intelligence are all examples of the benefits these departments can expect.

  1. Incident management software makes data-driven decision making possible

Making informed decisions is at the core of any successful company. With big data flowing everywhere, it is essential, now more than ever, to get access to the right kind of information to help your company make data-driven decisions. Using software to manage your organisation’s incident reporting ensures proactive measures are taken to reduce the reoccurrence of an accident.

Conclusion

Finally, good incident management software allows you to do more than just report incidents and run necessary analysis reports. While this is what many incident management software on the market does, ours does so much more without the need for expensive software integrations.

Beakon’s incident management software saves time and money by offering a full suite of other functions that will make running your organisation’s health and safety programs a breeze. Project management, contractor management, and risk assessment are examples of additional features our incident management software provides.

The best part is that you do not need to pay extra to use any of these features. You can even take advantage of a free trial today to test run the product and see all the benefits yourself.