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.



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.




How Safety Management Affects Profitability

safety management system

One of the most factors that keep businesses in the black in expense control. When an employee gets injured on the job, the company or business ends up paying considerable amount of money for unplanned expenses, which can in some cases lead to affecting its ability to perform and survive.  A recent Canadian study found that small businesses with high injury rates fail sooner than those with better safety records. That’s why a safety management system is usually conidered an effective cost-control tool to keep risk to a minimum, and maintain profitability.

Increased Insurance Premiums

Safety regulations in most states make workers compensation insurance mandatory for employers with at least one employee who’s not the owner. And even though such insurance covers the employees medical expenses, rehabilitation and a portion of wages lost due to any work-related accidents, businesses will have to buy it with premiums tied to their safety history, i.e. the more workplace injuries, the higher the premiums. They also often pay for uncovered medical expenses out of pocket. Safe Work Australia estimates that direct workers’ compensation expenses costs AU employers nearly $6.5 billion each year.

Indirect Costs of Workplace Accidents

Direct safety costs such as workers’ compensation and medical bills pale when compared to the indirect costs a business pays after an on-the-job accident. According to the American Society of Safety Engineers, businesses pay more than $2 in indirect expenses for every dollar paid for direct costs. The biggest category of indirect expense relates to payroll. A workplace accident may mean hiring and training a replacement, paying overtime and paying any wages and benefits workers’ compensation doesn’t cover. Increased payroll costs can add up quickly: The U.S. Bureau of Labor Statistics reports absences last a median of eight days. Management and staff time diverted to accident-related administration tasks also adds to indirect compensation expense.

The Cost of Downtime

And if direct and indirect costs of workplace injuries are not enough, businesses also have to account for the cost of downtime due to workplace accidents. When an accident happens, work has to be stopped immediately, the accident must be investigated, corrections need to be made immediately, and any damaged property or equipment must be repaired and supplies or raw materials replaced before work can resume. The resulting drop in productivity can cause delivery and scheduling delays that damage customer relations or sales — additional indirect costs that impact profits. Worker distraction may hinder your team’s ability to achieve normal production levels quickly, as can accommodating the injured worker upon return.

The Indirect Benefits Of a Safe Workplace

Safety management offers profitability-guarding benefits. Don O’Neal, safety manager at a 116-employee business in Florida, told the Jacksonville Business Journal in a 2010 article that his safety program raised employee morale and made them more productive. Clients may require evidence of safety training and workers’ compensation coverage in their contracts. According to OSHA, businesses with the reputation for being safety-conscious business earn “better places to work” ratings that make attracting job candidates easier and reduce recruitment costs. Finally, putting safety first enhances a business’s standing in the community and generates positive publicity, factors that contribute to customer confidence.

Connect With Your Workforce With Better Health and Safety Software

Finding an Appropriate Health and Safety Software for Your Organization

Modern Health, Safety and Environment (HSE) practices are currently the best they have ever been. Unlike in the past, most people today know about workplace safety. It is also easy to create and manage a safe workplace with the aid of all the professional Health and Safety support systems that are in place, in conjunction with the many software solutions that are available to us.

Not only is a Health and Safety Software a central part of today’s HSE management systems, using an appropriate Health and Safety Software helps a company connect with its employees better. Most organizations have implemented a Health and Safety Software system to create a safer workplace. Those that haven’t are actively searching for an appropriate software solution.

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Business owners, managers and employees have one goal in common: to promote Health and Safety in the workplace. To minimize injuries and accidents in the workplace, the use of Health and Safety Training Courses is essential.

Safety training brings personal benefits to all participants and to the company as a whole. Most countries require companies to subject their employees to health and safety training. The completion of health and safety training courses helps to create a positive work environment and minimize accidents. For the company, this training prevents injuries, sicknesses, accidents and health hazards related expenses and liability costs.

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The Health and Safety Training, Risk Assessment and Other Functions of Safety Consultants

Beakon offers Safety Services & Consultancy, Occupational Health and Safety services and evaluations. Our Safety Management System is designed to compliment your Health and Safety Training and provide you with the tools ensure that your workplace remains safe and free of harm

Our Safety Management System’s functions include:

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Improving Safety Training by using Safety Software and Involving Managers and Supervisors In The Training Process

An effective way to reduce occupational accidents is to equip workers with job safety skills and knowledge through health and safety training in order to achieve a safe work environment. For the health and safety training to be effective, the managers and supervisors should be involved as well. The top management initiates workplace safety by authorizing resources to support the initiative. The company can contract training providers where employees have to attend the training sessions. This requires a schedule adjustment to create time for employees to attend the classes. A more convenient option that does not require interrupting of the work schedule is to take online Beakon safety training courses.

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