OHS Management System: Examples and Key Elements

OHS Management System: Examples and Key Elements

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:

  1. What is an OHS management system?
  2. Examples of OHS management systems
  3. Examples of OHS management systems for small businesses
  4. Examples of OHS management systems for medium and large businesses
  5. Key elements of OHS management systems
  6. Key elements of software OHS management system.

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 analyzing 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.

  • Most 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
  • Planning
  • Implementation and operation
  • Measuring performance
  • 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.

Planning
The second element of an OHS management system is that it helps an organization create a plan that sets out how it will fulfill 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 involve staff to participate in the OHS process, via safety committees and 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.

Measuring performance
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.

OHS Management System: Examples and Key Elements

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:

  • Mobile Capabilities
  • Cloud-based
  • Connected Processes
  • User-friendly

We will outline each of these elements below and show how they relate to software OHS management systems.

Mobile Capabilities
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.

Cloud-based
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 analyzed to help avoid them in the future.

Connected processes
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

User-friendly
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
  • Manage accidents
  • 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.

Conclusion

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.

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Benefits and Challenges of Implementing a Safety Management System in Australia 

The average safety manager wants a safe workspace. But only a few are brave enough to act towards getting one. Why? Mostly because a lot of them don’t know how to implement a safety management system.

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.

BENEFITS

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, Visitorsand 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.

CHALLENGES

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.

 

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How to Implement an Online Safety Management System in 5 Steps 

There is no gainsaying safety in your workplace is very important. As a safety manager, it is important for you to know how to create an efficient health and safety management in the workplace. To do this effectively, you need a system designed for this purpose.

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.

 

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Looking For Safety Management System Software? Ask These 10 Questions First 

Managing risks effectively is a top priority for business growth. This is where safety managers come in. One of the key skills that any safety manager can have is how to create an efficient health and safety management system in the workplace.

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.

Safety management system software can get all workers on one platform. This makes it the right fit for this task as it offers a standardized risk assessment process.

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.

 

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How Safety Managers Can Create an Efficient Health and Safety Management System in the Workplace 

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.

Notwithstanding, there are still several questions you need to ask before choosing a safety management system software. As a result, it is very important that you consider the most important safety risk factors for your system. These include:

  • 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.

Leverage on Technology

Do you know how to implement an online safety management system? As a safety manager, your answer should be yes.

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.

There are several benefits to implementing a safety management system in Australia. You can be confident that it is a plug and play without having to worry about compliance or anything else. The best way to experience the beauty of Beakon’s safety management software is to take it for a spin. Grab our free trial today.

Actionable Insight: A Must-Have for Safety Management Software

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.

Common drawbacks

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.

Conclusion

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.

3 Mistakes Safety Managers Make When Deciding To Use Safety Management Software

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.

Everything You Need To Know About Safety Management Systems Software

Workplace safety is an essential aspect of any organisation, regardless of its size. There are several compliance standards all over the world that organisations must meet to be deemed safe. In Australia, for example, the Organizational Health and Safety (OH&S) requirements every organization must follow are AS/NZS 4801 and OHSAS 18001.

The primary objectives of these safety management requirements are to reduce workplace injury or illness by creating a safe and secure work environment. Implementing these systems in your organisation can help you successfully eliminate these risks, as well as any resulting legal disputes that could arise if any of your workers had suffered a mishap.

Implementing a Safety Management System

Every safety management requires a system to record, manage and analyse every data that relates to safety in the organisation. This enables everyone, from top management downward, to see precisely where accidents or unsafe work practices are taking place in the organisation and take active steps to put a stop to it.

Benefits of implementing these systems include:

  • Helping to identify, and as a result, minimise, hazards associated with your company
  • Reducing or outright eliminating workplace-related incidents, accidents or injuries
  • Significantly cut down on the possibility of workers filing legal claims for compensation or liability claims
  • Provides very obvious data trail and evidence if an accident or incident does occur

As you can see, implementing an effective safety management system protects not only you but also your employees, contractors and suppliers who could be in your work environment. However, as fantastic as this sounds, there are still significant drawbacks to implementing these systems.

Drawbacks of Traditional Safety Management Systems

Management systems have always been traditionally developed and maintained through a combination of forms, documentation, hardcopy manuals, etc. While these work perfectly and meet all regulatory compliance, after all, it has been in existence for decades; there are significant drawbacks to it.

Some of these drawbacks include the paperwork associated with it. The bigger your organisation, the more cumbersome the whole process is, and the more paperwork would be involved. In a bid to remain agile, productive and efficient, many organisations are moving to online solutions to help them manage their safety systems.

Benefits of Adopting Safety Management System Software for Your Organization

Just like in every other industry, implementing software to handle manual processes has several advantages and safety management software is no different. We look at several benefits of adopting software to manage your company’s safety management systems.

  • Increased Compliance
  • Increased Accountability
  • Improved Data Trail
  • Reporting Capabilities
  • Safekeeping of Records
  • Consistency in Documentation and Implementation
  • Accessibility to Desktop, Tablet or Smartphone Users

Also, safety management software includes hazard, risk, incident and injury reporting, thus making auditing even much more manageable. If you are still contemplating whether or not you should invest in a safety management software, you can take advantage of a free trial to help you experience the benefits without any financial commitment. Once you see the distinct advantages for yourself, you can then decide to move forward with implementing the system across your organisation.

 

3 Reasons To Invest In A Cloud-Based Workplace Safety Management System

Managing workplace safety is not an easy task. This is because the WHS (or EHS) systems that most companies implement is a combination of paper templates, excel spreadsheets, and several isolated software solutions (that do various other things) are all combined into a faulty system that is impossible to report on.

These systems are impossible to report on because they are very confusing to understand from the user’s perspective. As a result, shortcuts that eventually cost the company, in the long run, are taken. Making the switch to a cloud-based safety management system is the solution, and we explore five of the most important reasons why you should make the switch today.

Reason #1 – Cost Reduction

One of the most important reasons to switch to a cloud-based safety management system is because it will enable you to reduce your current expenditures.

If you are a proactive and safety-conscious company, the chances are that you have already invested in several safety management systems including:

If that is the case, then you are literally throwing money away because the costs of these stand-alone systems add up quickly. Another disadvantage of these systems is the disconnect experienced in the data gathered.

The solution is Beakon’s all-in-one WHS software. Our software has the enables you to manage every part of your safety requirements in one cloud-based platform at a very affordable cost. Apart from the cost reduction, you also experience an easy to use platform with a central reporting system that enables you to have a good overview of all your company’s safety requirements without having to log into multiple systems.

 

Reason #2 – Cost Avoidance

The next best thing for reducing operational costs for your company is to avoid unnecessary costs in the first place. The best way to do both successfully is to deploy a cloud-based safety management system.

One of the most obvious ways a safety management system can help you avoid unnecessary costs is by reducing your company’s exposure to insurance claims.

Due to complex data gathering systems as a result of incorporating several safety management systems, chances of the company being exposed to litigation rises significantly.

However, an all-in-one safety management system that provides automation and notifications, your company’s HR and legal departments will be on top of every new development.

 

Reason #3 – Increased Productivity

Finally, deploying a cloud-based safety management system increases your employee’s productivity thus, directly influencing your company’s bottom line.

Because you can easily automate several tasks within our software, specific functions like issuing a permit to work, filing incident reports and even managing contractors can quickly be done in a matter of minutes instead of hours.

 

Conclusion

Speed to respond to incidents or hazards, prevention of dangerous situations and improved safety planning are some of the advantages you can expect when you start a free trial of Beakon’s all-in-one cloud-based safety management system.

 

 

 

8 Benefits of Using a Permit to Work Software

For site managers and supervisors working in high-risk environments such as construction and manufacturing, workplace safety is one of the most critical aspects of their jobs.

While on-site health and safety requirements have increased exponentially over the past few years, the challenge in managing contractors (and sub-contractors) is continuously growing. This is why it is important to have a Permit to Work (PTW) system available to ensure everyone on-site is safe and knows what they should be doing and where.

PTW systems play an essential role in ensuring the safe execution of hazardous work activities at operational facilities, thus reducing risk and the chances of accidents occurring, which in turn keeps frontline workers both safe and efficient.

Disadvantages of Traditional Permit to Work Systems

Traditional PTW systems are paper/spreadsheet -based and have some significant drawbacks that limit its overall efficiency. This includes:

  • Loss of Productivity: The process requires many hours of filling forms, writing tags and transporting papers from one location to another. This process is time-consuming and reduces productivity.
  • Accessibility: Site verification is usually very difficult and sometimes impossible. Another often overlooked issue is lousy handwriting which limits increases back and forth.
  • Lack of Security: Due to the nature of traditional PTW systems, loss and damage of paper, traceability and safety risks due to different work activities are a usual occurrence.

Despite these disadvantages, it is unfortunate that many companies still use these traditional systems to handle their PTWs.

Benefits of Switching to Electronic Permit to Work Systems

Even though the use paper-based PTW system to handle hazardous work activities used to be the standard procedure years ago, it has become outdated and as a result, more likely to fail in today’s world of technological advancements, global competition, tight deadlines and megaprojects.

Switching to an Electronic Permit to Work System (ePTW) is a great way to overcome the problems caused by the traditional paper-based system. Some key benefits of making this switch are:

  1. They are simple to use and easily customizable to any business or industry
  2. They are able to incorporate all permit types, depending on usage
  3. Permits can easily be requested by contractors and employees through the push of a button
  4. Managers can quickly identify and rectify conflicting work activities
  5. It provides a paper trail for all permits that have been requested, approved or rejected
  6. Users can easily be guided through the system automatically from start to finish
  7. Expired staff training, Risk and Method Statements, and overdue permits to work are automatically flagged
  8. An ePTW system takes away the need for re-writing duplicate permits whenever a new one needs to be re-issued or extended

The ROI of using software to manage your entire Permit to Work systems cannot be overstated. The dollar value assigned to making this switch will undoubtedly vary from company to company and from industry to industry.

The best way to see how this can work for your company is to take it for a spin by taking advantage of our risk-free, no-strings-attached, free trial.