Are you thinking about investing in safety and compliance software, but you’re worried that you’re too small to invest heavily in your operations? If that’s your thought process, think again.
There’s no perfect company size when it comes to when you should invest in safety and compliance software, since investing early will make it easier for you to scale up in a compliant manner when the time is right. That being said, you also need to ensure that you’re in the right position to utilise the software to its full capacity, which is what we’re running through in this article.
We’re taking a look at the best size a business should be to utilise safety and compliance software, to help you figure out if it’s time to take the leap and invest in compliance software.
Should your company be thinking about safety and compliance?
Short answer, yes. Every company is required to engage lawfully when it comes to health and safety, so whether you’re a massive multi-million dollar company, or a small enterprise, you need to think about the health and safety or your people and your products.
That said, if you’re a smaller company with fewer employees and smaller business operations, often managing health and safety can be easier. This is where the debate around how big your business needs to be to invest in compliance software comes in.
What is compliance software?
Compliance software can cover everything from risk management to incident management and many other software services in between. Compliance software is there to help you abide by the law and keep your people and your company safe as you operate day to day.
Compliance software helps you stay on top of your duties as a business, as well as keep a record of events. Compliance software helps you create ‘repeatable and reliable’ documents that can be used throughout the business and streamlined onto one singular easy-to-use platform.
Instead of using paper-based systems that can cause all kinds of problems, safety and compliance software manages the complex administration of compliance in order to embed your health and safety framework and rules with legislative requirements to ensure that your business is protected.
How big does your business need to be to use compliance software?
We work with huge businesses from Coca-Cola Amatil to DHL, all the way down to smaller businesses who run construction sites and need assistance with remaining safe and compliant.
You don’t have to be a big business to start reaping the rewards of safety and compliance software. In fact, starting the process when you have less going on and less paperwork to manage can sometimes be better.
Getting into good habits and forming a data record that stretches back and is all located in one place, means that as your business grows you needn’t worry about the boring (but crucial!) aspects of business like safety and compliance.
Plus, investing in quality software isn’t just about abiding by the law. There is a good chance that your business could benefit financially from reduced risk and increased revenue that using compliance software often brings. In streamlining your processes you open up employee time and incentivise good practice – all habits that will be very helpful as you grow.
Want to learn more about compliance and safety software?
Is your business ready to try safety and compliance software? The Beakon solution is an interconnected software system that has over 50 compliance, risk and safety modules.
Get in touch today to learn more about how we operate, and how we could help your business with safety and compliance!
Safety management in the workplace is an important part of running a business, from both a compliance standpoint and a general business operation point of view. Without safety in the workplace, it can be impossible to run your business smoothly and can cost time and money.
Workplace incidents can be disastrous for the safety of your people, your business reputation and your bottom line. Ultimately, having safety under control is an essential part of business and should be a priority for your organisation, no matter what industry you work in.
We’re running through the main questions that you might have about safety management, so that you can have the best chance of success when it comes to safety in the workplace.
What is safety management?
Workplace safety is the collective responsibility of your team members and your managers, and effective safety management helps to keep everything under control. However, without this management to create a plan of attack and delegation of responsibility, your business will struggle to handle workplace safety properly.
Your safety plan might cover anything from hazards, to injury reporting, risk assessments and action management. Essentially, it is putting the procedures and guidelines in place to manage any business risk when it strikes.
Why is health and safety so important?
Effective health and safety is in place to ensure that your people and processes are up to scratch in order to keep business activities safe. Putting a framework in place to ensure that risks are minimised is essential to ensure that safety remains a priority.
Evolving legal policies mean that businesses are being forced to take action to remain compliant, and safety management is a key way that businesses can demonstrate that they are making a concentrated effort.
Why is a safety management system so important?
A safety system offers a structure and format to help businesses manage their accountabilities, policies and procedures to keep safety at the forefront of your business processes, no matter what size your business is.
From a compliance point of view, safety management systems are able to alert your team to any risks or dangers and ensure that your business is acting in accordance with the law. Safety management systems might include management of things like safety policies, safety accountabilities, emergency response planning, hazard identification, risk assessment and much more.
Safety management software should feature a clear, simple, and user-friendly interface that allows you to open workflows and keep up to date with what is going on within your business. With automated reminders and dashboard reports that help you stay on top of workplace safety, safety management systems often become the backbone of any workplace safety initiative.
What are the benefits of the Beakon Software?
Our safety management software helps you understand the cause of incidents, associated costs, and gives you the tools to reduce the chance of a repeat incident.
Our management system enables employees and contractors alike to take charge of their incident reporting and classify any incidents across the whole business, reducing stress and increasing accuracy of reporting.
Without an effective safety plan, your business could be risking reputation and staff welfare. Contact Beakon today and find out how Safety Management software can help protect your business.
Are you unsure where to start with yourwork health and safety (WHS) obligations? If so, you’ve come to the perfect place!
In this article, we’ll show you exactly how to measure and evaluate any Work Health and Safety Management system. We’ll walk you through the exact steps you need to take in order to measure the effectiveness of your current work health and safety provisions. We’ll then explain exactly what you need to do to evaluate them and plan your next steps.
Our 3-step Work Health and Safety (WHS) compliance check is suitable for all Australian businesses regardless of their organizational structure, size or industry.
So if you’re looking to measure evaluate your organisation’s WHS management system, clear your schedule, grab a coffee and let’s get going!
Step 1: General evaluation
The first step of measuring and evaluating your existing WHS management system is conduction a general evaluation. This step will help you get a general feel for your existing WHS provision and give you some indication about the improvements and changes you may like to make in the future.
This initial step is best thought of as a safety self-audit. It won’t give you a full picture of the actual state of your organization’s WHS compliance but it will offer a preliminary indication of where your organization stands. For a complete picture, we recommend you conduct a full WHS compliance audit.
Why take a safety self-audit?
If you’re unsure where to start when it comes to measuring and evaluating a WHS management system, the logical first step is taking a safety self-audit. This gives you a snapshot of where your organization is, where potential weaknesses lie and some suggestions for what you can do to improve your WHS provisions.
How to conduct a general evaluation
If you’re ready to conduct a general evaluation, the first question to ask yourself is, “Do I already have a WHS management system in place?”
Your answer may be ‘Yes’, ‘No’ or ‘Maybe.
If you’re unsure, do you have any system in place that helps you manage your organisation’s WHS compliance? It could be a paper Safety Statement or any type of document that helps you measure risk and safeguard your staff.
The second question to ask yourself is, “What type of system is my organisation using?”
The possible answers you may come up with are ‘Paper-based’, ‘Software-based’ or a ‘Combination/Hybrid solution of both paper-based and software-based solutions’.
If your organization is predominantly working from a safety statement and uses paper forms such as incident reports and risk management forms, then you’re likely using a paper-based system. If you have a mixture of physical forms and electronic files, you’re likely in the third category. If you are entirely software-based, you’ll likely have a dedicated WHS management program in place that helps your organisation manage risks and plan ahead.
That’s it! Step 1 is complete. You should now have some understanding of where your company is at in terms of its WHS management provisions. Let’s move to the second step…
Step 2 – Documentation evaluation
In this second step, you’ll be looking at what documentation your company or organisation has in place. While this won’t give you a full or complete picture like a full WHS management audit would, it will indicate where potential deficiencies are and offer clues about how you can address them.
In this second step of the process, the first question you’ll ask yourself is, ‘Does your company have a signed, up to date Work Health and Safety Management Plan?
The possible answers are ‘Yes’, ‘No’ and ‘Unsure’.
If you’re unsure, consider whether you have an Occupational Health and Safety management plan (OHS) instead. There is some overlap between WHS and OHS plans so it may be that you are covering some of your bases but just labelling the document differently.
The second question to ask in this self-audit is, ‘Does your staff have access to safety documentation at work?’ By safety documentation, we are including policies, procedures, SWMS and other WHS-related documents.
The possible answers to this question include:
Access to paper copies
Access to digital copies
No access, or unsure
It’s common for smaller businesses to give their staff physical paper copies of their WHS documents. This helps them understand how to perform basic duties such as completing a risk management form, filing a safety audit and reporting risks.
Larger companies will commonly share these documents digitally as they are dealing with larger numbers of staff and possibly have their workers split across various physical locations, possibly even across different countries.
If you answered “no access”, or “unsure”, this is one possible area where you may like to make improvements.
The third documentation evaluation question to ask is, ‘How are records of staff, inductions and training managed?’ As with the previous questions, your answers will be limited to paper-based, software-based or having no records. However, you’ll also have the possibility of the records being spreadsheet-based. This is quite common for smaller businesses that take a largely paper-based approach but then record the results electronically on a spreadsheet.
The next question to ask yourself is, ‘How are risk assessments performed?’
The options will be:
This gives you an understanding of how efficiently your organisation is dealing with risks and how attuned your workers are to noticing and attending to these risks.
To get a sense of how well your organisation’s WHS management system is functioning, you should carefully consider this question: “How are incidents reported to management?” Your options will be either verbally, paper-based (i.e. completing incident reports), spreadsheets (using data from written records), software-based, or (hopefully not) not reported.
The answers to these questions will help you understand where you stand as a company and how effectively you are empowering your employees to report and respond to incidents.
The same goes for the last question in this step: “How are worksite inspections performed and recorded?” The options will be the same as above – either paper-based, spreadsheets, software-based, or not done.
That’s it’s! The second stage is now complete and hopefully, you’re building a clearer picture of how your WHS management system is performing and where potential improvements can be made.
How to analyse your answers
To help you interpret and measure the results you’ve been getting, here’s a brief guide:
If you’ve been answering mostly “Not done” or “unsure”, this indicates that your organization’s WHS management system is deficient in key areas. To ensure legal compliance, you’ll want to investigate ways that you can help your business meet it’s WHS obligations.
If you’ve been answering mostly “Paper-based” or “Spreadsheets” to the above questions, you’ll have to evaluate whether you want to ditch the paper and move towards a more modern software-based approach to WHS management systems. Starting to use a program or WHS app could help your organization improve its current provisions and streamline their processes.
Lastly, if most of your answers have been “Software-based”, you may want to look around at the latest range of WHS management systems offerings. Is there room for improvement? Could you save money and improve your WHS provisions by moving from a software-based approach to a system that uses the cloud? This would help keep your employees aware of their WHS obligations and help everyone stay more connected with the cloud as everything is updated in real-time.
Step 3: Worksite evaluation
We’re finally on to the third and final stage of your WHS management system self-audit. Here, you’re going to be looking at conditions on your worksite and asking whether you can maintain or improve your current situation and if so, with what.
The first question you’ll want to as is, looking around your worksite, “Are each of the following conditions suitable?” The conditions are lighting, noise levels, humidity, temperature, and ventilation. This is a simple check-box assessment – if an area seems suitable, tick it and move on. Any boxes left without a check mark clearly invite further attention. You can ask yourself why these areas aren’t suitable and what can be done to improve them.
The next question to consider is this: “Is there adequate space for members of staff to perform their required tasks?” This is a simple yes or no question. If you’re unsure, ask your staff! A simple questionnaire or informal meeting will give you all the answers you need! If your staff members are generally satisfied with space, move on. If they aren’t, get more details. What’s wrong? How much space do they require? Is it feasible?
Okay – three more questions, but they’re all pretty serious! The next question is about electrical equipment. Ask yourself, “Is all electrical equipment tested and tagged within the required intervals?” This is a simple Yes/No question but the answers are critically important. If yes, that’s all good and well, but if no, why not? This shows a serious lack of attention to detail in your business’ WHS management system – how are such glaring errors going unchecked or unnoticed? This indicates a CLEAR area for improvement!
Next, look at vehicles and machinery on your worksite. (If you don’t have any, move on to the final question) Ask yourself, “How are pre-start checklists/inspections performed?” Is it paper-based, software-based, spreadsheets? Or a hybrid solution?
If they are mostly spreadsheet-based, you’ll want to look at the main ways that you can improve. Would moving to a software-based solution give your staff greater access to data and a higher compliance rate?
Lastly, if hazardous chemicals are used on your worksite, here’s the final question to ask: “Does your chemical register have all of the following in place?”
Registers that include product names, manufacturer and stored quantities.
A cursory glance down this checklist will tell you whether your WHS management system is fit for purpose in terms of storing hazardous chemicals. If there are worrying gaps in your management of chemicals, this indicates that your WHS management system could be improved to help you meet your legal obligations.
How to analyse your answers
Bear in mind that we always recommend that a full WHS compliance audit is carried out to give you a complete picture of your WHS management system. However, this limited self-audit can offer some revealing answers. You can see whether gaps exist in your current provisions and this can help you decide on your next course of action.
If you are answering several of the step-3 questions with “Unsure” or “No” – this shows that a more comprehensive approach to WHS management may be required. If you are completing your requirements but with a paper-based approach, you may like to consider how the latest WHS management software options could help you streamline your business’ WHS requirements and policies.
Lastly, if you are already using a software-based approach, you may like to think about how moving your WHS work to the cloud results in a more streamlined and efficient setup.
WHS management doesn’t need to be complex but hopefully, this brief 3-step process for self-auditing your WHS compliance has given you a preliminary indication of the possible state of your organization’s WHS compliance. While this indication lacks the depth of a full WHS compliance audit (as it doesn’t involve a physical audit) it can help you build a picture of where you’re at, which areas you’re lack and what steps you can take to improve your WHS management provisions today.
If you’re still unsure where to start with your WHS management, give us a call!
Are you considering whether your organization needs an occupational health and safety (OHS) management system? If so, you’ll likely know that there are many different options available to you. In this article, we’ll look at what OHS management systems are, and offer examples and key elements of various systems to help you understand more about your options.
In this article, we’ll be discussing things like:
What is an OHS management system?
Examples of OHS management systems
Examples of OHS management systems for small businesses
Examples of OHS management systems for medium and large businesses
Key elements of OHS management systems
Key elements of software OHS management systems
1. What is an OHS management system?
OHS is an acronym for Occupational Health and Safety. An OHS management system is part of an organization’s management system and covers the following areas:
The occupational health and safety organization in a company
The health and safety policy in a company
The planning process for accident and illness prevention
The line management responsibilities for health and safety procedures
The practices, resources, and procedures for developing and implementing the occupational health and safety policy
The ongoing practices for maintaining and reviewing the health and safety policy
The system should cover an organization’s occupational health and safety organization in its entirety. This includes everything from planning OHS-related tasks, to developing strategies and procedures, as well as analysing data and keeping abreast of any changes and updates.
2. Examples of OHS management systems
OHS management systems come in all shapes and sizes and can take a variety of formats. The most common options include:
Paper-based OHS management systems
Traditional OHS management systems use handwritten or printed documents that are filed and stored. Some documents may be typed on MS Word or Excel and then printed for safekeeping. For example many small businesses create a written document called a Safety Statement. This specifies how the business will manage OHS issues and stipulates the risk assessments and control measures needed to minimize risk in the workplace.
Electronic OHS management systems
Electronic OHS management systems can be developed in-house or purchased from third-parties. They are used to store and manage files electronically and provide a user interface for staff members to find, navigate and manage the files. Many smaller organizations purchase software from a third-party while larger businesses develop their own software in-house to better develop, store and manage their OHS system.
Cloud-based OHS management system
Cloud-based OHS management systems are provided by a third party and involve storing OHS-related documents on off-site servers belonging to the provider.
Hybrid OHS management system
Many organizations use a combination of one or more of the above approaches and incorporate paper-based, online, offline, and cloud-based solutions to satisfy their OHS management needs.
3. Examples of OHS management systems for small businesses
Small businesses make up the majority of businesses in Australia and many of the challenges they face are also faced by medium and large organisations. Primarily, they are legally required to provide a safe and healthy working environment for their staff and are compelled to comply with health and safety legislation.
The majority of low-risk small businesses draw up a Safety Statement. This written document specifies how OHS will be managed by the business. It also outlines the risk assessments and control measures needed to minimize risk in the workplace.
Some small businesses, especially those in high-risk sectors, may benefit from having access to more resources that traditional safety statements provide. They may find value in buying a cloud-based OHS management system.
4. Examples of OHS management systems for medium and large businesses
Medium and large businesses have many challenges in common with small businesses in that they must provide a safe and healthy working environment for their staff and are compelled to comply with all health and safety legislation. However, they also face specific challenges, such as being spread across several sites nationwide or even internationally.
Medium-sized businesses must have a Safety Statement that outlines how OHS requirements will be managed and show how the company will comply with all relevant laws and regulations.
Large business must also have Safety Statement but face a greater financial cost of non-compliance. Dedicated OHS management software, whether developed in-house or brought in, can help streamline safety processes throughout a large organization. It can help develop consistent rules across multiple sites and ensure that processes are uniform across different locations. Most OHS management systems can help facilitate better communication between departments in large businesses.
5. Key elements of OHS management systems
Regardless of type, all OHS management systems have the following key elements:
Policy and commitment
Implementation and operation
Auditing and reviewing performance
We’ll discuss each of these five areas in greater detail.
Policy and commitment
First and foremost, OHS management systems must help organizations prepare an occupational safety and health policy program that is fit for purpose. This program must set a clear direction for the organization to follow and must demonstrate a commitment to continuous improvement. It must also meet the expectations of all stakeholders, whether they are shareholders, employees, customers or society.
The second element of an OHS management system is that it helps an organization create a plan that sets out how it will fulfil its health and safety policy. This includes any arrangements and management structures required for an organization to meet its health and safety objectives and targets.
Implementation and operation
Thirdly, OHS management software should outline how an organization plans to implement its health and safety policy and meet its objectives and targets. This includes how it will motivate employees to work safely, avoid accidents and protect their long term health. In terms of operation, the OHS management system should help an organization in the following areas:
How to encourage staff to participate in the OHS process, via safety committees and a safety representation system.
How staff members are empowered to make responsible and informed contributions to the health and safety program.
How assessment methods are used to eliminate risks, through the selection and design of equipment, facilities, and processes. If risks cannot be eliminated, there should be ways of minimizing risk through safe systems and physical controls.
Fourthly, the OHS management system should outline how the organisation plans to measure, monitor and evaluate safety and health performance. It will state the standards against which performance will be measured and state whether active self-monitors or reactive monitoring will be used to guard against or respond to accidents, ill health, and incidents.
Auditing and reviewing performance
The fifth element of OHS management systems is to state how an organization plans to review and improve its health and safety management system. This covers legal responsibilities, reference to key performance indicators, external comparison with the performance of business competitors and best practice in the organisation’s employment sector. This helps companies report on how well they have performed on worker safety and health in their annual reports and how they have fulfilled their responsibilities with regard to preparing and implementing their Safety Statements.
6. Key elements of software OHS management systems
Software OHS management systems have the same basic elements as paper-based systems. However, they also have a number of unique elements that are not found in paper-based OHS management systems. These elements are:
We will outline each of these elements below and show how they relate to software OHS management systems.
Most software OHS management systems offer a range of mobile capabilities. They allow employees and/or contractors to access and edit safety documents and procedures via mobile devices. This works using a special app, developed especially for OHS management system.
Using the app, staff can make observations and report hazard no matter their location. This helps to engage your workforce with health and safety rules and procedures, and helps you meet your OHS goals.
Easy-to-use mobile capabilities such as apps can help employees feel part of the safety process. Mobile apps can make it easier for everyone to participate in the process and feel part of the team. This also eliminates tedious paper-based reporting and helps improve efficiency by reducing the time it takes for staff to comply with OHS procedures.
Many OHS management systems are cloud-based and make it easier for organizations to manage and meet their OHS goals. Cloud-based systems make it far simpler for businesses of all sizes to share actions, tasks and compliance data throughout an entire organization. As everything is run online, employees can quickly access data on any internet-enabled device, no matter where they are. This helps managers create and assign duties, share reports and updates, from any location.
Cloud-based OHS management systems will let senior management see whether activities and duties are being completed. This helps improve regulatory compliance and improve the efficiency of data collection and reporting by putting all OHS data in a single, centralized location. Any incident logs can be quickly accessed, tracked, managed and analysed to help avoid them in the future.
Most software OHS management systems adopt a ‘connected processes’ approach that makes health and safety management far simpler. A connected OHS management system is one where all the processes are integrated and a change to one process is automatically saved and made available to everyone using the system. This can make your work life far simpler by greatly simplifying the OHS management processes.
For example, a connected OHS management system can offer the following tasks:
Automatically log incident reports
Use data to generate reports
Conduct analysis of OHS incidents and reports
Make suggestions about future tasks and improvements
The fourth key element of software OHS management systems is that they are far more user-friendly than paper-based systems. The software interface is fully customizable and offers functionality that far surpasses what can be accomplished with paper-based approaches. For example, the software interface is clear, simple and intuitive and lets employees accomplish the following tasks:
Report incidents, injuries, hazards, and risks.
Conduct risk assessments
Receive automated reminders.
Work within simple ‘open’ workflows
Generate dashboard reports
As you can see, software OHS management systems offer a range of unique benefits that aren’t available to paper-based systems. The software helps employees understand the cause of accidents and gives them the tools to reduce the chances of a repeat accident. The software also helps organizations understand associated costs and confidently management risks.
Benefits of software OHS management systems
Software OHS management systems have many unbeatable advantages of traditional paper-based OHS systems. These include:
Improving incident reporting rates
Reducing risks and incidents
Improve employee efficiency by reducing the time taken to complete paperwork
Enhance a company’s compliance with OHS legislation
Protect a company’s reputation by reducing risk.
Identify and develop cost-effective strategies, thus minimizing lost time.
Improve competitiveness by reducing time spent on staffing costs.
Develop communication, especially with large organisations spread across several locations
Overall, software OHS management systems let businesses manage their OHS strategies across their entire organization, helping to reduce the risk of accidents and injuries while protecting themselves against non-compliance legislation.
With a wide variety of OHS management systems available, there’s never been a better time to consider whether your organization in on the right track. Our outline of the types and examples of OHS management systems show that many businesses would benefit from reviewing their OHS provisions on a regular basis.
If you’re still taking unnecessary risks with the safety of your staff and your reputation as an employer, don’t. Contact Beakon today and find out how our OHS management system can help protect your business. Our unique software will help your organisation achieve its goals for a safe and secure workplace.
Adopting Safety management system has been on the rise over the years. Australia is not left out in this trend and it has had a fair share of its dividends. Nonetheless, it has also generated new tasks let’s consider some of these benefits and challenges.
1. Improved Hazard Control of Aussie Firms
Over the years, Safety management systems have changed the way managements addressed work safety in Australia. It has given a boost to the previously designed safety programs majorly as a result of automation feature incorporated into it.
2. Promotion of Safety Values among Australian Workers, Visitors, and the Management
Safety management systems in Australia have not only done a good job in terms of hazard protection alone, but also in terms of safety awareness. The rate at which work safety is being talked about has increased in recent years.
This has contributed positively to safety at work as the average Aussie worker knows how the safety management system of his firm operates and he knows what options are open to him and how to use them when in danger.
3. Improved record keeping for development of a safer workspace for Aussies
Keeping records of safety reports by Aussies has been a stressful one in years past. It is even more heartbreaking when it yields little or no meaningful result because it is quite hard to make sense of a huge pile of paper documents.
However, the era of a safety management system brought about a revolution in that aspect. Safety issues are now being tracked more formally and there has been a huge boost to record keeping. This has translated to an increased database which is way easier to analyze and inferences are taken for implementation of a safer environment.
1. Data Collection and Has Become a Major Concern
The management of most Aussie firms has identified the need to encourage channels of data acquisition of safety issues. They do this by creating safety management systems that make reporting of work hazards easy. However, It has been noticed that some still find it a challenge to adapting to these systems and are still stuck with the old archaic procedures.
2. Protection of Sensitive Information
A change in the mode of acquisition of safety-related data has also demanded a change in its protection mechanism. Paper documents could be locked up in safety drawers or better still, be kept in banks if it contains information that is sensitive enough to pull down the firm.
On the other hand, a cloud saving configuration of most modern day safety management systems makes it open to hackers. This calls for new protection measures on the part of Aussie safety managers.
Adopt a Safety Management System Today
Installing a safety management system gives your firm access to safety on a new level. This is just what beakon offers you; a safer working environment for you and your staffs. Contact us today and see how we can help make your workspace safer. You can start with a free trial.
This exactly is what an online safety management system does. It is a tool designed to help companies stay on top of health and safety affairs within the workspace. Setting up this tool is not as easy as making coffee. There has to be some synergy between important elements of your company.
However, here are five steps to follow in implementing an online safety management system.
1. Identify the Requirements
This is the first step in setting up an online safety management system. Identifying occupation health and safety (OHS) needs should be done in accordance with OHS policies as it relates to your business or industry. This will go a long way in terms of decision making of what feature is integrated into or excluded from your company’s online safety management system.
2. Provide a Framework for OHS Governance
Having identified OHS requirements, the next step towards setting up an online safety management system to ensure that the right sets of people are put in a position of authority to manage the company’s safety management tool. The framework should take the dimension outlined below;
Establishing an OHS committee.
Electing a committee chairperson.
Identifying election representatives.
Establishing the committee framework and procedures.
Defining the communication framework between the committee, employees, and management.
The essence of the committee is outlined as follows;
Implementation and enforcement of safety policies.
Response to and management of health and safety concerns.
Promotion of workplace health and safety.
Taking responsibility for all elements of health and safety.
3. Map Out a Plan
At this implementation level, the committee should be concerned with how they can support the setting up of a comprehensive online safety management system for the company and its employees. This should include;
An initial assessment of the health and safety needs of the company.
A workable plan for ensuring health and safety within the workspace.
Response procedure for potential emergencies.
Training programs on health and safety designed for employees.
Continuous evaluation of health and safety.
Reporting and documentation framework.
4. Execute the Mapped Out Plan
This implementation stage of setting up an online safety management system requires that each feature be assigned to a representative for execution. The execution will encompass the following;
Fast response to accidents.
Regular all-around inspection.
Training new staffs on health and safety affairs.
Responding to complaints from employees.
5. Access the System and Check for Improvable Areas
A major reason why assessment is done on an online safety management system is to look out for areas that can be improved and make a subsequent improvement on the system. It, therefore, requires that the committee will follow through on the process in real time.
This will help them see where their efforts are paying off and areas in need of attention. The dynamic nature of online safety management systems requires that companies deploy skilled and reliable safety stewards to manage their safety tools.
Set Up Your Online Safety Management System Today
After all, said and done, a lot is involved in setting up an online safety management system. Having access to outlined procedures for setting this up is great. However, you can get a step higher in your quest to attaining the safest work environment possible for your business when you adopt an online safety management system software.
Safety needs vary from organization to organization. At Beakon, we understand this fact and we are prepared to design software to meet your organizational needs uniquely. Contact us today and you can get started with a free trial.
This calls for self-examination which can be a tasking process. However, thinking about the outcome can be a motivating factor. Let’s see 10 questions you need to consider in your quest for a safety management system software.
1. Is There Infrastructural Provision For Storage And Accessibility Of Procedures And Instructions?
Answering this is the first step towards getting safety management system software. How do you go about your data storage at the moment? How reliable is your storage system? Does it call for an upgrade or you think you are good to go?
2. Is There A Variety Of Management Systems For Handling Risk Assessment Process?
To set up a business where risks are reduced to the barest minimum requires that you build a system that is consistent in fishing out potential risks. That way, you get more reliable results.
3. Do You Utilize Manual Methods To Monitor And Record Data?
It is important that you see if your tracking system is manual or automated. Do you make use of spreadsheets to keep accounts of training needs, expiry dates, and contractor insurances? that’s manual basically.
Now, imagine what it will be like if your tracking system and other aspects of your business that are related to safety is automated. It definitely will save you a lot in terms of time and money.
4. Have You Experienced a Failed Attempt At Adopting a Unified System for Management?
This has been the case for quite a lot of managers. If you can relate to this, did you bother to check why it failed? This may be due to a variety of reasons. Howbeit, it is often as a result of the complexity of the system when compared to your business needs. Look uniquely into your system and try to understand why it failed. That way, you know what to do next.
5. How Do You Broadcast Incidents And Remedies To The Appropriate Quarters?
Do you see Safety management system software as having a top-bottom configuration where top officials feed the system with orders and pass it to supervisors for implementation and give feedbacks in the form of reports? This is not true. Rather, it is a central system that permits all members to contribute effectively to a safe environment.
6. How Visible Is Information Across Team members
Does your current system aid a swift information transmission among team members? Remember, this is important for the quick action and easier documentation of activities.
7. Does Your Current System Provide A Smooth Transition Process?
When a staff leaves, are you able to access details on what they were working on and how far they had gone with it? Continuity is a very important feature of a safety management system software.
8. Do You Have A Double-Checking Mechanism?
Okay, you feel your staffs are trustworthy. But then, people change. How do you confirm those audits when you have a cause to suspect that anomalies are occurring in the workflow? Safety management system software will take care of this.
9. How Do You Remind Team Members To Do A Follow-Up Investigation?
Worrying about forgetful team members is not uncommon. Many times, you can’t blame them. There are just so many things to attend to. With safety management system software, you won’t have to worry about that.
10. Do You Have A Generalized Safety Agenda?
How easy is it for managers and supervisors to keep important incidents and actions abreast? Going further, does your current system allow for prioritization of important actions? System management software can help you with this.
You Can Adopt Safety Management System Software Today
Examining the questions above, you are sure to be clear about what you want in a safety management system software. Contact us today and see how we can help you with unique solutions. You can start with a free trial to see how Beakon can help your organisation.
Among the many responsibilities of a safety manager, the safety of contractors, employees, business partners, and others associated with your organization should be a top priority. This is because building and sustaining a reputable organization involves taking the health and safety at work of all personnel involved seriously.
However, it is easier said than done. Therefore it is important to have an efficient health and safety management system in place. There are several things to consider when trying to set up a system. Among them are the type of business your organization is into, who your associates are, where they come from, and the most likely form of danger to occur. This is one reason that makes health and safety management quite complicated.
Your best bet to being successful in maintaining a healthy and safe workspace lies in your ability to create an efficient Health and Safety Management System in the Workplace. There is good news; as you will later get to know, creating and maintaining an efficient health and safety system is neither complicated nor expensive.
Create a Reliable and Consistent Health and Safety Management System
It is even better not to have a safety management system at all than to have an unreliable one. This means that once you make use of this tool in your quest to realize a safe working environment, you leave no stone unturned to ensure it works.
Assessing the workplace and determining the present or existing dangers.
Consider external factors in the form of all health and safety management rules related to your business
You will do well to build on this gained knowledge base by creating a framework for your safety management system from your acquired data. The whole essence of this is to make sure the designed health and safety management system addresses the safety needs of your business in real time.
Another advantage of following this route is that the legal pillars that support the existence, growth, and development of your business are not crushed even when the situation of things demand that changes are made.
Make Training about Health and Safety Management Available To Your Employees
This is one way you can show to your staffs that beyond the fact they contribute productively to your business, you care about them. Yearly, thousands of work-related accidents and injuries occur around the world. A large percentage of these casualties would not have occurred if the workers had been equipped with better training on their health and safety at work.
True, training can’t prevent all accidents. Even at that, the effect would have been cushioned, resulting in a reduction in the severity of what the casualty could have been. Given these facts, the training of your employee should not be excluded from your health and safety management strategy for any reason if you want to attain efficiency.
Training of your staffs should include fundamentals such as:
Possible risks they will be open to while on duty.
Actions that have been taken to provide immunity to identified dangers for staffs.
Steps to take in case an emergency come up.
Safety rules and regulation at your workplace is up to date.
Many business owners think training employees about health and safety is an expensive venture with no tangible return on investment. This is totally untrue. It saves your business from casualties that may cause a total fold up.
It is no longer news that the definition of an ideal workspace has evolved over the years. The tech era has brought about a massive revolution in how we work.
This has introduced a new level of efficiency and productivity in organizations that have adopted this new trend. Also, individual workers who adopted modern day technologies have not been left out in receiving their dividends.
This sends a loud and clear message to you as a safety manager. You have no reason not to adopt tech in your workplace health and safety management system if you want to experience a sky-rocketing efficiency. Anything from creating a safety management system audit checklist, to ensuring proper protocols are followed can be done by software.
While improving on technology is a broad venture, narrowing it down to attaining a safe working environment will demand that you focus on the following.
Integrating automated fire and smoke detection systems in your work environment.
Making use of learning management software tool for employee training and record keeping.
Making use of tech tools in assessing workplace systems for dangers and weak points.
Checking for compliance level of staffs to laid down rules and regulation and its accompanying effect
Improving communication to alert response teams when employees place an emergency call to the quarters especially in cases of staffs who are working remotely.
If anybody ever told you it is possible to create a safety management system with 100% efficiency, that would amount to a big fat lie. It is not possible to have a perfect health and safety management system. However, our aim is to get as close as we can to perfect.
The era of tech has taken us to the levels that were only imaginable some years back in terms of workplace safety. There is much to do in improving the safety and health standards of the work environment. Giving serious consideration to expert opinions, local and international guidelines and many more can make a huge difference in increasing the standard of your workspace.
Finally, make sure that your employees are not left out when you are sourcing for ideas to create a safer work space. They can pop in suggestions which will prove to be the turning point. Your staffs can be of great help with putting up ideas to developing an efficient health and safety management system.
Get Efficient Tools for Managing Workplace Safety Today
Efficiency should be your watchword if you ever make use of a safety management software in realizing a safer workspace. Beakon offers you unique software designed to help you transform your workspace into a safer working environment.
Safety management software provides a more powerful alternative to paper-based systems and spreadsheets. It helps to identify trends, determine the root causes of incidents and oversee planned actions.
To be quite honest, gathering safety data, is very easy. The hard part is making sense of it of the captured data. Most organisations do a wonderful job with capturing safety data. Common methods include good old-fashioned paper or a combination of digital files and spreadsheets.
However, few companies are effectively able to convert the gathered data into centralised, actionable insight. Without actionable insight, all the data in the world is useless. It is what can be done with the data that is more important.
While spreadsheets may seem like the best course of action, issues like re-entry errors can actually lead to spotty information and other inefficiencies. Paper documents can easily be misplaced or improperly filed. All these are common drawbacks of traditional safety management systems and none of them provides actionable insights.
The role of safety management software
Safety management software provides a more efficient alternative to traditional methods of safety management. The software automatically manages data and allow for trends, root causes and plan actions to all be identified in real time.
One of the core components of any risk reduction program is safety data analysis. However, identification and corrective actions also play a significant role. It is quite unfortunate, though; that these efforts can quickly become useless when there is lack of proper communication channels.
Beakon’s safety management software provides proper identification of risks to enable the appropriate people within the organization take corrective actions. As these violations are amended, the possibility to help your safety team validate the accuracy of the Corrective Action plans and also capture all the visual evidence of safe conditions makes it a very useful tool.
Communication methods of safety management systems
One of the most effective ways of keeping your safety team accountable for safety is continuous communication. However, effective communication can be very time-consuming especially when it comes to managing it alongside everyday tasks and deadlines.
The more specific and tailored the communication is, the more impact it has and the more it sticks to your members. Beakon’s safety management software has a reporting feature that can easily automate all communication tasks as well as provide other additional benefits.
The first step towards driving change and improvement in your organisation is by making sense of your safety data. The right software ensures accurate safety data is available to those who need it, when they need it. Take advantage of Beakon’s safety management software by signing up for a free trial today.
Being a safety manager, dealing with difficult decisions every day is probably something you are already used to. From ensuring employees are up to date on all safety protocol to on-boarding new contractors, chances are your hands are already quite full.
Deciding whether to use software to manage your organisation’s health and safety needs or not, should not be a difficult decision. Technology makes everything easier, including managing your OH&S systems. Unfortunately, many businesses still rely on the traditional method of using documentation. In addition, deciding on how to implement the software in the organisation is also an issue.
While it is easy to be bogged down in details when researching safety management software, it is important to know what it is you need in your organization. This article looks at four critical mistakes safety managers make when deciding to use safety management software so you can avoid it.
Mistake #1 – Failure to determine safety objectives before deciding on safety modules
The number one mistake many safety managers make is not properly outlining their safety objectives before reviewing safety modules on the software they are researching.
Without first being aware of your needs and goals, you will never be able to list out your safety needs.
To do that, you need to ask yourself questions like:
What improvements do we want to achieve?
How can we quantify these improvements?
What is working well at the moment and what can be improved upon?
These questions will help you make clear decisions because now you know what your objectives are, and you only need to look for software (such as Beakon’s) that presents these data in an intuitive way with reports, dashboards, notifications, etc.
Mistake #2 – Failure to present a strong business case for investing in safety management software
Another mistake safety managers make is failing to present a strong business case for investing in software to make their job more efficient. When the case is presented poorly, the approval to migrate to more robust safety management software is often denied.
Either most companies rely on paper records to manage their safety program, or they use software that does not properly cater to their needs. Whichever the case, they will be reluctant to switch to a modern solution. The best way to make your case is to highlight the fact a properly implemented safety plan reduces injury rate, which in turn lowers your “Experience Modification Rate“ or EMR.
Mistake #3 – Failure to design an implementation plan
Finally, another mistake safety managers make is not properly planning an implementation or rollout plan. They assume the hard part is getting management on-board but in fact, rolling out the entire safety program across the entire organisation (and locations) is much harder.
When you fail to outline these steps, poor adoption of your safety program and managerial headache are some of what you can expect. You have two options when it comes to an implementation plan. The first option is to rollout the software once across the entire organization. The other option is to use a phased approach and roll out segments of the program over a period of time.
The following factors will affect your decision:
The maturity of your organisation’s current safety management program
Your organisation’s history of adoption and tolerance for change
The general sense of urgency you are getting from top-level management
These factors will help you make the right decision when trying to choose the perfect implementation plan to use when you start using new safety software for your organisation.
Reducing your organisation’s safety risk is a top priority and using safety management software will make your job a whole lot easier. Take advantage of a free trial of our safety management software today to start enjoying the benefits.