Incident Management best practices

Incident Management best practices

Improving incident management practices isn’t always easy. Although it is of high importance, often staff members don’t want to spend time learning about incident management. Let’s face it – it’s pretty boring for them. However, in the event of an incident or emergency, they need to know exactly what to do.

As a manager who oversees people it’s important to have a grasp on incident management best practices. This way, you can spread knowledge within your team and ensure that you are always complying with your legal and moral duties.

We’re rounding up some of the incident management best practices that every business should be aware of.

What is incident management?

Incident management refers to how a company or team responds to an incident. An incident could mean a variety of different things to different businesses, but what is important is that each business has clearly defined understanding of possible incidents and has clear instructions on how to manage them.

Without incident management practices in place, businesses can be liable in the event of an incident. Incident management helps to mitigate the disruption caused by an incident and reduce harm when an incident occurs. It allows businesses to continue business as usual whilst also maintaining their obligations to their employees and the public.

The stages of incident management can be defined in simple terms as identifying, analysing, reporting, correcting and managing hazards. The goal of incident management is to effectively report incidents and ensure that the risk of a potential incident is minimised in the future.

Why do businesses need incident management practices?

Businesses need incident management in order to protect their reputation, their employees and comply with their legal obligations. The WHS Act requires that employers notify the regulator of certain types of workplace incidents depending on how serious they are. 

This measure is in place to protect employees and businesses from putting a foot wrong, and to ensure that every safety incident at work is fully reported. Depending on how serious the incident, a business may be required to preserve the incident site. However, this will be relayed to the business via the regulator once they report an incident. 

The important thing to remember from a businesses’ point of view is to ensure that all relevant staff understand the incident reporting guidelines and are able to carry them out on behalf of your business. This is where cloud-based workplace training and incident management reporting systems are extremely beneficial.

Incident Management best practices


Train staff to report incidents as first responders

This tip relies upon training having already been completed before the point of an incident. In short, the first responder needs to have already had sufficient training in how to respond to an incident. 

A comprehensive ‘first responder’ E-Form on an online incident reporting system can help with this, and urge the first responder to take the right steps. With Beakon, all incidents that are reported will work through a built-in Risk Matrix and prompting questions to assess the incident effectively. Prior to the incident happening, it is essential that the first responder has already been briefed on the process of incident reporting.


Investigate the incident

It is best practice to investigate any incident that occurs in your workplace. This doesn’t necessarily mean that the incident has to be reported to a higher body, but it means that your business needs to report and investigate all incidents internally.


It is key that you assign mandatory investigations based on risk level, looking at things like why the incident occured, the root cause and Contributing Factor Analysis. It is also important that you review investigations for quality and accuracy before being released for action.


Analyse the incident and report to a regulator if necessary

In some cases the incident report will need to be escalated. In order to do this properly, you will need to analyse the incident and assess its seriousness and risk level.

An incident management platform means you will be reminded to escalate the incident report automatically based on your business rules. The complex administration of compliance can be tricky to master, but with a platform that embeds your Health & Safety framework, business rules, and industry and legislative requirements within it, you can rest assured that you are protected.

Record corrective actions

After an incident occurs, a company is required to take corrective actions to ensure that it doesn’t happen again. In order to do this, you may want to invest in a digital platform that allows you to create an online paper trace that can’t go missing. Providing corrective actions and showing how you are minimising risk is an essential part of compliance, and a best practice that should not be forgotten about.


Create a return to work program


When someone has been involved in an incident, it is a requirement that you support them in their return to work. Incidents involving an injury will mean that the individual will likely need time off, and may have special requirements when they return.

It is best practice to ensure that the returning employee’s needs are met, and that regular meetings are hosted to see how they are getting on.


Incident Management software that helps keep your business compliant

Incident management software helps to keep your business compliant and ensure that employees are protected. It is not simply about reporting an incident. A business must also be aware of the incident management that needs to occur in order to continually evolve and minimise incidents.

At present, we’re offering a free trial so that you can see how incident management works with Beakon software. Sign up now!

How To Keep Employees Engaged When Learning Remotely

How To Keep Employees Engaged When Learning Remotely

With remote work becoming the norm, knowing how to keep employees engaged in their training when working remotely is essential. Disengaged employees can cost your business, and therefore keeping them engaged while they train should be a top priority.

For many businesses, L&D is last on their to-do list and therefore the evolution to a digitised, cloud-based LMS system is often held off. However, with 2020 proving that every business needs to be prepared to train their people remotely, it’s time for businesses to invest in the software to keep employees engaged.

Here are the top ways to keep employees engaged when training remotely:


  • Communicate regularly to keep them up to date 


One of the key reasons that people switch off with their remote training is that no one is communicating with them. Whether it is reminding them to carry out the work, or offering advice on why learning on the job is so important, without communication remote training can seem like a waste of time to your busy employees.

Remote learning isn’t easy, but having communication channels that sit within a secure LMS is a sure fire way to remind people why they’re doing the training. Communicate with your employees regularly when working and training remotely to keep people awake and engaged.


  • Offer reminders to complete the training 


We can all be forgetful from time to time. Whether you’re a manager who needs to keep on top of your team’s training, or the staff members who’s training is overdue, when we’re busy on other things training can slip our minds.

Offering reminders that training is due or upcoming is a great way to allow employees to plan their time. With reminders, training doesn’t come as a last minute shock on a Friday afternoon when employees really can’t be bothered.

 A solid LMS makes this reminder process super easy by harvesting data and keeping track of where employees are up to with their learning. With this data, they are able to remind managers and the individual team members when something is overdue. This not only helps your business remain compliant, but it also allows your employees to stay engaged with their training.


  • Use a mobile-friendly system


Nowadays, it is essential that remote learning comes packaged in an easy-to-use mobile system.

Why? Because if you’re an employee on the go, the last thing you need is to have to sit at a desktop on site and complete training. Not only is this often a waste of valuable employee time on site, but it also means that your team members might have to complete training at a time that doesn’t suit them.

Everyone learns differently, and while one employee’s peak learning time might be 3pm on a weekday, others would prefer to complete training at home. With remote learning that is mobile compatible, the choice is placed into the employees hands. By empowering them in this way, you can ensure that they stay engaged and can learn in their own time.


  • Encourage them with feedback


Online grading is one of the quickest and easiest ways to let employees or contractors know how they’re doing with their training. With quick and easily digestible quizzes, people don’t feel as though training is a mammoth task. It’s all about offering learning in bitesize chunks that make it more fun.

It’s not just about offering them feedback online though, with live customisable tracking a quality LMS will allow you to see how individuals are doing too. This makes it super easy for a manager to check in on their team and see who is doing well and who needs a helping hand. Once managers can see how people are doing, it is recommended to reach out to team members and offer feedback.

An LMS makes this such an easy task, but the power of feedback and encouragement should not be underestimated. Empower your people with positive feedback, and you’ll soon see training engagement rates soar.


  • Make knowledge sharing easy


Not all knowledge on an LMS should come from packaged, external content. This can be helpful for some topics, however often site-specific or company-specific knowledge can only be shared from person to person. Therefore it is important that the content you’re sharing with your people isn’t generic, and sometimes comes from employees within the business.

If your content is boring and generic, your team will likely switch off as they’ve heard it a hundred times before. With a platform that enables knowledge sharing, your people will be much more engaged. When learning off of other people in the team, and handling documents that are actually used in real life, your people will feel more immersed in the learning process.


Do you need to do more to keep your employees engaged when they train remotely? Get in touch now to see how Beakon software can revamp your employees remote learning experience.

Online inductions: Are they effective?

Online inductions: Are they effective?

Are online inductions effective?

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

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

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

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

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

  • Decreased operation costs

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

  • Online inductions allow you to record progress

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

  • Consistency

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

  • Online inductions are mobile

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

  • Reduced risk with online inuctions

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

What is a Contractor Induction Software?

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

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

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


Does health and safety software save businesses money?

Does health and safety software save businesses money?

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

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

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

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

Improve how your business responds

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

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

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

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

Does health and safety software save businesses money?

Avoid Penalties 

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

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

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

Does health and safety software save businesses money?

Reduce costs associated with accidents and incidents

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

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

  • Reduces the likelihood of the accidents 

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

  • Ensures you are doing everything correct if something does happen

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

Does health and safety software save businesses money?

Save on reputation costs with health and safety software

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

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

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

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

Does health and safety software save businesses money?

Reduce Insurance Costs when you have health and safety software

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

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

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

This often results in cost savings through lower insurance premiums.

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

Contractor management software: do you need it?

Contractor management software: do you need it?

Contractor management software: Why does your business need it?

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

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

The advantages of contractor management software

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

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

Here’s why your company needs contractor management software…

1. Onboard your contractors effectively

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

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

Contractor management software: do you need it?

2. Engage contractors in the contractor management system

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

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

3. Avoid costly mistakes with contractor records

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

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

Contractor management software: do you need it?

4. Improve the productivity of your team

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

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

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


What role does business software play in digital transformation?

What role does business software play in digital transformation?

Software is not everything to digital transformation, but it is very important. Software updates and more importantly the education and getting people to use the tech is crucial for digital transformation.

Technology and Digital Transformation are definitely linked. But their relationship is subtle and is worth examining. Understanding the true nature of Digital Transformation is essential to knowing what it means for our businesses and organisations. 

Two widely held statements about Digital Transformation and technology:

– Digital Transformation amounts solely to digitising products and services.

– Digital Transformation is driven by technology. So, to transform digitally you must adopt new technology.

These both require further analysis…

Digital Transformation is Digitisation

Digitisation is the systematic transfer of products, processes and services online – ecommerce, document storage in the cloud, app-based administration.

During the digital age, this process is necessary and beneficial for many businesses to survive.  It allows convenient collaboration and more accessible products.

However, in this instance it does not amount to Digital Transformation – it is merely a tool to increase efficiency.

Digital Transformation = Technology Adoption

Adaptation is often paired with competition. Adapt or fall behind. Business leaders strive to tackle that challenge – often through adopting the latest technology. 

Nevertheless, whilst adopting software and technology can certainly help success in the  long term, it is not strictly Digital Transformation.  The primary steps towards digital transformation start within the business itself.

Strategy and culture come first

  • Strategy is the place to start

Strategy sets a direction along which the business travels. Strategic processes define problems, understand the market, the customer and the available resources that are needed to generate advantage over competitors. 

There is no successful strategy without a culture to support the experimentation that comes with strategic decisions – free rein to test ideas and gather data. 

  • Engaging people is the next step

The next change comes with staff and customer engagement. That is, the ability to provide valued services or products. Good customer engagement is a vital stepping stone towards Digital Transformation. This is because, when businesses  engage with our staff and customers, it facilitates implementing innovative software that will accelerate the business forward.

  • Then it’s nailing down your processes

Instilling processes that keep the digital transformation going is the next challenge.  Businesses need to aim at continual cycles of innovation – where internal processes support the strategy and the correct culture sustains competitive advantage.

  • Once those elements are solidified, software comes in

Then comes technology. This is all on the chalkboard until the correct technology is put in place. This is the stage when software can make a HUGE difference to digital transformation, and when adopted and embraced by your people it can change the way that you do businesses forever. 

Technology is a Cog in the Machine of Digital Transformation

The digital revolution, powered by technology, is responsible for the rapid speed of change we are currently experiencing. There are a host of digital tools that perform tasks in different ways – from the internet, to  artificial intelligence, to nanotechnology and robotics.

It’s easy to keep referring to technology as the be all and end all. But viewed correctly, the salient point is that technology provides us with faster, more efficient, more convenient, affordable and accurate processes.

These processes achieve human goals. And it is those goals that need to be kept in the forefront of the business mind. The danger is to get bogged down in an arms race that doesn’t actually help you achieve your business targets. 

Only when a piece of software no longer helps you achieve those targets in the best way, should it be considered obsolete. 

Digital Transformation means creating digital businesses that are agile and innovative in the digital age. The opposite are businesses that are ‘doing digital’. 

So, what is the role of software in Digital Transformation?

Business software, like most technology, provides a solution to a problem. They are  tools, delivery agents, cogs in a machine. . 

The key to successful technology design revolves around a clear definition of a problem followed by an understanding of the context around that problem. Put simply, technology is just one of the change blocks that need to be assessed when undergoing a Digital Transformation.

Software gives us the means to undergo a digital transformation. It’s how we utilise it that will bring the changes we aim for.

Why Mobile Software Is So Crucial In 2020

Why Mobile Software Is So Crucial In 2020

2020 has been the year of mobile. With the world facing a global pandemic and cities being in lock down, things have had to move online. Recent data shows that we accelerated five years forward in consumer and business digital adoption in a matter of around eight weeks during the pandemic. 

This has accelerated digital innovation rapidly, which has been both a good and bad thing. On the one hand, businesses have had to quickly adapt and digitally transform in order to keep up. However, on the other hand it has left some businesses scrambling to implement effective digital solutions so they can run their business post COVID-19. 

We’re looking at why moving your business online and making things digitally accessible is an essential step for all businesses.

What Are The Benefits Of Mobile Software?

During the pandemic, the benefits of mobile software have become even more apparent. In fact, those businesses who haven’t had mobile software systems in place have struggled to keep people working remotely.

Here’s the top reasons that mobile software has been essential in 2020:

  • It allows for remote working

In 2020, nearly everyone is working remotely. This means that mobile software is often the only way that people can use real-time data with ease. When all of your staff are working remotely and are socially distanced, getting access to the paperwork you need can be a nightmare – especially if you work on a site that is far from a PC.

Access to mobile software systems mean that your people can access their most crucial data like visitor management forms, contractor management forms, incident reporting data and so on by simply reaching into their pocket. With a mobile software solution, your people will be able to collaborate more effectively and remain in a good work flow even though they may be working with less people, or communicating with people who are working remotely.

  • Mobile software is safer

Mobile software systems are much safer than using pen and paper or even desktop solutions. In 2020, having the capability to access and record data from your fingertips wherever you are has become essential.

Whilst online systems that operate on desktop are safer than paper-based systems, they lack the ability to offer real-time data if your PC isn’t on site with you. With mobile software, all you have to do is reach into your pocket and you’re able to share and receive data wherever you are. This increases the accuracy of data and improves the safety of your site or workplace.

  • Your team needs a remote solution

With COVID-19 in full swing, mobile solutions have offered employees a simple way to remain complaint. When everyone is worried about COVID-19 safety, often the last thing on our minds is OH&S of the day to day running of the business. However, letting these standards slip can be a criminal offence and can put your people at great risk.

A mobile software solution makes it easier for your team to do their jobs and remain compliant, despite being plagued by a million other risk factors at the moment. Mobile solutions make it easier to manage risk, fill in paperwork and maintain high health and wellbeing standards at work, since the software is always at hand.

  • Mobile’s instant nature aids communication

Mobile software breaks down any communication issues, since everyone is able to connect and contact each-other during work hours. In the past, it has been hard to chase people for documents and monitor how your people are working, however with mobile software allowing for real-time check ins and secure data sharing, communication is much easier.

Plus, integrated data from multiple sources appearing on one consolidated home page , means that your team only need to open up their dashboard to get a good overview of the business movements for the day. This makes decision-making more accurate and speedy, and makes working a lot more collaborative. 

Could Mobile Software Make Your Business More Effective?

If like most businesses, you’ve had some down time in 2020, you might be looking to renew your tech systems. If so, moving to mobile software solutions could be a great decision for your business.

You can learn more about Beakon, as well as sign up for a free trial over on our website.


Work Health and Safety Management System Software: 10 Key Elements

Work Health and Safety Management System Software: 10 Key Elements

Work Health and Safety (WHS) Management system software doesn’t need to be complex. Yet that’s exactly how many Australian businesses feel about their WHS provisions.

So, if you’re unsure where to start with your WHS obligations, keep reading…

In this post, we’ll be discussing 10 key elements of WHS management system software and show you exactly how this type of software helps organisations just like yours to streamline their WHS and comply with all WHS obligations!

We’ll be discussing the following areas:

  • What is WHS management system software?
  • How does WHS software help?
  • Key Element 1. Automated
  • Key Element 2. Cloud-based
  • Key Element 3. Tiered access levels
  • Key Element 4. Compliance-proof
  • Key Element 5. Reporting
  • Key Element 6. WHS Project management
  • Key Element 7. Risk management
  • Key Element 8. Incident management
  • Key Element 9. Asset management
  • Key Element 10. Personnel Management

If you’re keen to learn more about these exciting elements, clear your schedule, grab a coffee, and let’s get started!

What is WHS management system software?

It’s a proven fact that a safer workplace offers three main benefits:

  • A healthier bottom line
  • Happier workers
  • Increased productivity

WHS management system software will help your business achieve this goal and see improvements in all three of these areas.


WHS management software is special software that is dedicated to streamlining and automating your workplace safety obligations.

Work Health and Safety Management System Software: 10 Key Elements

With the right WHS management system software in place, you can be sure that things like errors in manual reporting, breakdowns in communications and outdated compliance documentation don’t leave your business exposed to liabilities and penalties.

How does WHS software help?

Can we ask you a quick question?

What does your business’ WHS system look like right now?

Do you already have a system in place for managing your WHS compliance?

If you do, is the system you use:

  • Paper based?
  • Software based?
  • A combination of paper-based and software-based?

Depending on where you’re starting from, WHS management system software can improve how your business manages workplace health and safety.

WHS management system software helps with things like:

  • Worker management
  • Risk management
  • Incident Management
  • Contractor management
  • Policies and procedures
  • Asset safety
  • Hazard registers
  • Chemical management
  • and more!

WHS management system software helps your business cover ALL your bases!


By incorporating 10 key elements!

Here they are:

Key Element 1. Automated

The first key element of WHS management system software is that it’s automated.

Automated WHS software uses data from across your business to automatically create a complete work health and safety management plan.

To accomplish this, most WHS management system software uses a proprietary database containing MILLIONS of safety records.

This database is kept up to date by a team of safety professionals, to ensure that your business stays compliant with the latest regulations

The WHS management system software uses this data to automate the process of creating risk assessments, chemical risk assessments, job safety analysis, safe work records statements and more!

Key Element 2. Cloud-based

The second key element of WHS management system software is that it is cloud-based.

Most Australian businesses think this is the BEST part of paying for WHS software!

That’s because cloud-based WHS management system software is updated in real-time, and can be accessed by multiple users simultaneously.

This means that the software can be used by on-site users via mobile devices in a variety of ways, such as logging and receiving alerts, logging hazards and maintaining assets such as vehicles, fleets and machinery!

Whether your workers need to complete an audit down a mine shaft, log a report from the bush, or report a hazard from inside a lift, cloud-based WHS management system software will have your back!

Work Health and Safety Management System Software: 10 Key Elements

Key Element 3. Tiered access levels

Saying goodbye to filing cabinets stuffed full of incident report forms can seem tempting, but how do you control who can see what when you move your WHS system to the cloud?

You do!

The third key element of WHS management system software is that it offers tiered access levels.

This means that the software ONLY shares information relevant to each individual user as decided by your WHS manager or key stakeholders.

Having tiered access levels means that your truck driver Keith won’t get access to your business’ confidential ROI projections yet your WHS manager Karen will be able to view any incident report that Keith files!

Tiered access levels and automated workflow help provide managers with the ability to proactively track and manage risks creating three lines of defence:

  • WHS manager
  • Managers
  • Workers

This triple-layer defence all but guarantees that no important information will be overlooked!

Management can also use WHS management system software for granular reporting and to make informed business decisions

Key Element 4. Compliance-proof

If your business is still relying on a paper-based WHS system, you’ll know firsthand how easy it is to fall foul of compliance issues!

Australian legislative requires are constantly being updated, reworked and revised, making the changes difficult to track.

That’s why the fourth key element of WHS management system software is compliance-proof.

WHS management system software guides your business to complete compliance by creating pre-generated safety documents from a database of millions of records.

The software is built from the ground up to automatically address all current Australian legislative requirements and standards, including:

With the right WHS management software, your organization will never fall foul of regulation ever again!

Key Element 5. Reporting

The fifth key element of all good WHS management system software is reporting.

Cloud-based software enables your managers to access granular safety statistics in real-time, helping them stay updated about your WHS needs.

WHS management system software uses customisable dashboard reports to monitor and report key metrics. This system of on-going reporting helps ensure that your business stays compliant with all regulations and manages your safety obligations in a timely manner.

Most WHS management system software uses a set of over 100 pre-set dynamic reports to keep your team informed and well-placed to make the best possible business decisions.

Key Element 6. WHS Project management

The sixth key element of WHS management system software is that it can automatically generate complete Work Health and Safety Management Plans for your business!

It can also automatically create WHS plans for any WHS-related projects.

This helps free up your WHS managers’ time while guaranteeing that your business remains in complete regulatory alignment, helping to eliminate the risk of fines and other penalties.

If your business currently uses a paper-based WHS system, then moving to WHS software will give your happier, more productive workers AND a healthier bottom line!

Key Element 7. Risk management

As a business owner, you want to be prepared for any risks that may affect your organisation.

That’s why WHS management system software puts risk management at the heart of everything it does.

WHS software can identify all workplace hazards at your business and automatically create a risk profile. By identifying workplace hazards and quantifying the risks, the software can prioritise the necessary corrective actions.

Most top WHS management system software integrates almost ALL KNOWN risks, including:

  • Hazards and chemical risks
  • Enterprise risks
  • Corporate risks
  • Project risks
  • and environmental risks

So, if you’re looking to prepare your business against risks, WHS management system software could be just what you need.

Work Health and Safety Management System Software: 10 Key Elements

Key Element 8. Incident management

The eighth key element of WHS management system software is incident management.

This crucial element makes it simple to implement easy access tools to record and manage all incidents that occur on your premises.

These include:

  • Injuries
  • Near misses
  • Environmental incidents
  • Property damage
  • And more!

This important element makes it possible for WHS management system software to streamline reporting for a faster, more effective response.

If you’re looking for a simple, easy-to-use method for quickly and accurate recording and management all incidents at your workplace, this important element shouldn’t be overlooked!

Key Element 9. Asset management

For business looking to keep their asset maintenance up to date, this ninth key element of WHS management system software is worth a look; asset management. 

WHS management system software makes it SIMPLE to register all your business’ key assets, such as:

  • Vehicles
  • Plant equipment
  • Machinery

This helps you to drastically simplify your pre-start inspections and create real-time report on how your conditions and maintenance requirements are doing.

Asset management is a critical element of any WHS management system software as it provides a complete register of all key assets within your organisation.

This lets you schedule routine inspections and maintenance in the most cost-effective manner, helping to prevent breakdowns and expensive repair bills as well as ensuring that your business stays as productive as possible.

The software can help you log and schedule audits and inspections, and send automated reminders to your workers to carry out key checks. By recording the outcomes of physical inspections on-site via online and offline access, your WHS managers will be better able to assign the appropriate corrective actions to your staff through user-configurable electronic forms.

Asset management is one of the key reasons to invest in WHS management system software. It lets your business stay one step ahead of potential problems and maintain a healthy bottom line!

Key Element 10. Personnel Management

The tenth key element of WHS management system software is personnel management.

Your workers are your biggest asset, so arguably THIS is the most important key element of the entire WHS system.

WHS management system software lets you effective management ALL your workers.

This includes:

  • Personal
  • HR staff
  • Contractors
  • Visitors and the general public

WHS management system software helps you manage crucial worker information including training records, assessed competencies and track completion of required KPI’s.

It can help you track who attended which training course and who needs a follow up or refresher course.

But that’s not all.

WHS management system software also lets’ you manage contractors, too!

WHS management system software lets you implement an automated pre-qualification process for any contractors who work for you.

This can include the supply of all relevant documents, licenses and completion of online inductions. This helps to make the contractors happier while improving their productivity.

WHS management system software lets you simple and effortlessly manage the authoring, approving and distributing key compliance documentation such as policies and safe work procedures (SWPs).


Take the complexity out of WHS management with WHS management system software today! Sign up now for a free trial or call us for a free consultation from one of our safety professionals!

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Work Health and Safety Management Software: The Comprehensive Guide

Work Health and Safety Management Software: The Comprehensive Guide

Work Health and Safety (WHS) Management Software has become an integral component of many Australian businesses’ HSE management processes. Organizations that are not currently using WHS software are either considering it or actively looking for WHS software solutions that can assist them in making their workplace safer.

In this comprehensive guide, we’ll explain everything you need to know about WHS management software. Here, you’ll learn what WHS management software is, how it works, and how to choose the best solution for your business no matter its size, industry or organizational structure.

What is Work Health and Safety Management Software?

Work Health and Safety (WHS) management software is any type of program that is designed to improve WHS processes within a business, organisation, or working environment.

The most common processes are:

  • Pre-qualification
  • Contractor management
  • Job safety assessments
  • Training and inductions
  • Hazard management
  • Incident reporting

Most types of WHS management software are applications designed to supplement paper-based systems. These systems rely on manual inputs from staff members and managers, such as paper-based incident report forms. The WHS software is then used to help compile, store and manage this data.

However, top of the line WHS management software programs offer much more comprehensive functionality. This includes providing active assistance to HSE managers, such as autonomously generating safety reports and tracking employee training. This helps to ensure greater workplace safety and regulatory compliance.

To learn more about the key elements that make up Work Health and Safety Management Software, be sure to check out our guide to the 10 key elements of WHS management software.

Work Health and Safety Management Software: The Comprehensive Guide

Types of WHS software explained

The primary aim of WHS software is to help businesses and organizations abide by industry regulations and implement proper WHS procedures. There are various platforms that can provide organizations with an ‘all-in-one’ solution, and also a few types of WHS programs that have particular uses.

These include:

Program management

WHS software that offers program management helps businesses with a range of functions such as real-time tracking of EHS metrics, carrying out internal audits and efficiently generating reports. This software helps minimize the risks of human errors and accelerate activities that are typically time-consuming or labour-intensive.

Compliance management

By far the most common form WHS management software is compliance management. Compliance management systems deal with Australian workplace health and safety laws. This software can let you know about the various changes to compliance standards, gather information, and streamline log reports, besides other functions.

Waste management

If your organization is especially concerned about waste disposal and management, a waste management platform can help. Such a system generally uses a centralized platform for supervising the management, shifting and disposing of waste. This type of software can help ensure that your business is dealing with waste in an environmentally friendly way.

Chemical inventory management

If your business activities including handling and storing chemicals, even the smallest mix-up can have expensive and sometimes lethal consequences. You can use chemical inventory management software to monitor the use and storage of toxic chemicals, satisfy the obligations and prevent the violation of the necessary safety rules.

Work Health and Safety Management Software: The Comprehensive Guide

What are the top benefits of WHS software?

Now that we’ve looked at the types of WHS management software on offer, it’s time to look at the top benefits of using WHS software. Some of the top benefits of Work Health and Safety management software include:


The key advantage of using WHS software is that it helps you gather, access, store and manage data more consistently. Work Health and Safety management software can make data collection more accurate and can help staff members with repetitive tasks related to data collection and management. WHS software helps staff review information from previous experiences and access data that may provide insights into similar situations in the future.


The second key benefit of WHS software is that it helps ensure that your business complies with all relevant Australian workplace health and safety laws. This helps you keep your staff regularly updated with the latest development. WHS software can help staff members stay informed about the latest regulations so that your business operates legally at all times.

WHS software automatically addresses all current Australian legislative requirements and standards, including:


The third key benefit of WHS management software it that it boosts your company’s efficiency in dealing with your health and safety obligations. WHS software can help you streamline your safety reports and store of all the necessary information about your business on one single, easily accessible dashboard.

Employee confidence

WHS management software is great for boosting employee confidence. Your contractors and staff need to know that your organization regards their health and well-being as a vital aspect of its everyday operations. Once workers realize that your business regards Work Health and Safety as a top priority, staff morale will inevitably get a boost.

Remote usage

One of the key benefits of Work Health and Safety Management software is that mobile applications help you stay abreast of your WHS data, even when you are away from the office. Whether you need to file an incident report from the bush or report a hazard from the bottom of a mine-shaft, WHS management software can help!

Data streamlining

WHS management software helps you streamline your data. Whether you need to store information about a specific incident or complete a specific form about a hazard, WHS management software helps your staff members address their specific needs while complying with the latest regulations and standards.

Saving money

When you stay on the right side of the law, keep updated about the latest regulations that are in place, and offer a reliable and consistent information database – if the same is needed in case of any incident – you can significantly reduce the risks of legal consequences or penalties for your business.

Higher level of customer trust

Businesses that take workplace health and safety seriously get better word-of-mouth recognition. The public will get a positive impression about the moral and ethical standards of your business, and take your company more seriously. Investing in WHS management software helps you earn the trust of your customers and the wider public.

Work Health and Safety Management Software: The Comprehensive Guide

Key features of WHS software

Now we’ve seen the top benefits of WHS management software, it’s time to look at some of the key features on offer. WHS practices today are more heavily regulated than ever before; there is a greater professional emphasis of organizational safety and much higher public awareness than at any point in the past. Fortunately, there is a whole industry that assists HSE professionals in developing a safer workplace environment. WHS management software is used by thousands of Australian businesses to meet their regulatory obligations.

So, what are the key features of WHS software to look for?

Health management

WHS software programs that offer health management can assist in supervising industrial hygiene and occupational health in the workplace. The software can track the health status of workers and measure illness rates among staff.

Data quality check

Sifting through gathered data and ensuring accuracy can be time-consuming and tedious when conducted manually. WHS software with data checking functionality helps organizations to automatically and easily validate all their own records.

Safety management

With this feature, businesses can assess, track and avoid workplace accidents and incidents and ensure that they provide a safe working environment for their staff. The data that is gathered with the help of this tool may be used, and seminars may then be conducted about work practices and occupational hazards.

Risk assessment

WHS software that offers a risk assessment feature allows businesses to efficiently conduct analysis of all those processes that carry inherent risks. Such software can assist in the development of risk reduction plans, manage insurances, determine hazards in the workplace and optimize safety audits.

Action plan creation

With this feature, businesses can refine their employee protection approach and let users develop preventive and corrective action plans that are based upon incidents that have occurred within the workplace.

Read our post about the key components of WHS management systems to learn more.

How to choose WHS software?

At this stage, you might have a clear idea about the things that you need in a WHS system, but you have to ensure that you look for one that’s appropriate for your own workplace. Apart from the affordability and quality of WHS software, you have to also consider various other factors before making a decision. When you look for such type of program, you have to insist on various things in order to make a sound choice.

Here’s our advice on what to look for when choosing WHS software.

Comprehensive reporting

Comprehensive reports on every detail recorded by this type of program need to be made readily available in just a few clicks. The better the information and the more up-to-date it is, the quicker you will be able to act on the results that are obtained. This can make the difference between whether or not the crucial changes are implemented in time.

Strong features

Before you invest in an WHS platform for your organisation, check out which features are on offer. Ensure that the tools can easily be used and are robust enough to deal with all your operational needs. Be sure that all members of your organisation will be able to use the platform with minimal training. You may wish to try a free trial of the software before making a judgement.


It’s important to choose WHS software that draws on your existing WHS processes. Check whether the same language and terminology is used by the software program. Find out whether the user-functionality can be recognized. Consider whether it follows the same kind of logical progression all through the procedures. This can help reduce the time for training, and also means that you can have the software program up and running as quickly as possible.


Automation is a natural component of improving any process, and is a key way of improving your existing WHS processes. When choosing WHS software, look for programs that help you automate your existing tasks and duties. For instance, auto-refusal of access in case of expiry of the insurance of a contractor, auto-reminders for when an induction is set to expire, auto-notification of important people on incidents related to safety matters, etc. This will help save your staff time and improve your overall efficiency.

Workplace safety requirements

Before you choose WHS software, it is essential to check your organization’s particular workplace safety needs. The better you are able to understand the things that are unique about your own HSE needs, the more convenient you’ll find it to try to find appropriate Health and Safety software programs. You have to look for health and safety software solutions that are proven and aimed at actively improving the safety of your workplace through improved HSE management.

Reasonable cost

While it is important to spend your money wisely, you do not necessarily have to pick the lowest-cost serviceable software program on the market. You have to ensure that you are spending on a platform that can give you all that you need, at a cost that is reasonable. This will help you to get the maximum bang for your bucks over the long term.


The requirements of your business might change over a period of time so it’s important to choose WHS software that grows as you do. Increasingly, many Australian businesses are choosing cloud-based WHS software solutions for this very reason. Cloud-based WHS software is highly scalable and can be quickly scaled up as your business grows.

Reliable technical support

Regardless of how advanced the WHS software is, you’re still likely to experience technical issues from time to time, such as user errors, glitches or bugs. To minimize downtime, look for WHS software system vendors that have a proven track-record of offering reliable customer assistance. Customer support take the form of customer training, video tutorials, knowledge database, email support, 24/7 Phone Support, Live Chat or a mix of any of these.

By the way, if you’re wondering how to measure and evaluate WHS management systems you may be interested in reading in our complete post!


If you were curious about Work Health and Safety Management Software, hopefully our comprehensive guide has answered all your questions!

Having an appropriate WHS software system can work wonders for your own business activities. It can help you to ensure the safety of your workplace, assess your organizational security and maintain your business’ sustainability. The use of these programs can help you to stay compliant with the necessary regulations of the industry, and also offer ways to improve every aspect of your business!

How Safety Managers Can Identify and Reduce Workplace Stress

It’s almost impossible to separate stress from work perhaps they can both be referred to as synonyms. A little amount of stress is not that bad although this kind of stress is referred to as pressure. What is then the difference between pressure and stress?


Stress is defined as the reactional measures or responses to too much pressure. The little amount of pressure in the workplace is needed to increase workers’ motivation, stay focused and energetic, test their resilience to challenges and leave a positive mark on their total performance.


Excessive stress or burnout tends to mar workers’ emotional and physical health, performance and productivity, and ultimately, their work-life balance. This is a more reason why it is pertinent to recognise the stress signs as early as possible.


What are the ways to identify stress signs in the workplace?

Having to pinpoint stress signs may be difficult because its manifestation differs from people. Likewise, identifying stress signs in various organizations are different across boards.


However, there are common grounds for individuals and organizations vis-à-vis recognizing the telltale signs of stress. The signs indicating the workforce stress are as follows: having employees work for long hours, time deadlines, constantly increasing demands, reduced efficiency, and productivity, increased sickness levels and absenteeism.


The following are the ways to identify workplace stress:

  • Safety and health data: When safety reports are made available, it’s going to help raise issues related to the rate of workers absence especially due to sickness. This helps to identify the patterns whenever such signs are spotted quickly.
  • Non-compliance to safety measures: When workplace safety and procedures are made available but do not adhere to the way it ought to be followed.


How can these stress factors be reduced to the barest minimum?


Irrespective of the kind of job your organisation is into, we’ve been able to identify the four ways to reduce workplace stress. They are as follows:

  • Be a positive role model: It’s discovered that employees are affected positively by the manner in which their managers or employers manage stress. Deadlines that seem so near before will eventually appear far away.
  • Have a close discussion with your employees: It’s said that a problem shared is a problem half-solved. When employees can speak their minds about the situation that they’re facing, it’s going to douse the tension. Henceforth, cases of absenteeism will be reduced because they’ll be eager and motivated to come to work every day.
  • Raising workplace stress issues in safety and health committee meetings: This makes everyone informed about the potential problem that’s likely to befall the business if all measures are not taken into Hence, it gives every stakeholder in the company the assurance that the problem will be addressed.


It’s clear from the above that the workplace shouldn’t be a place where faces appear dull or tensions are always on the high side because of all stress factors that have been highlighted. To make your employees work in a good mood coupled with high motivation, then ensure that stress should be given a positive narrative.


Have you taken our all-in-one Safety Management software for a spin yet? If not, take advantage of our FREE trial today. You will not regret it.