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software in place, you can be sure that things like errors in manual reporting, breakdowns in communications and outdated compliance documentation don’t leave your business exposed to liabilities and penalties.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

Accident-Prevention Tips for Safety Managers: Making Workplace Safety a Priority

Every year, approximately 2.3 million people die in workplace-related accidents, and there is a pressing need to turn the tide on these preventable deaths by address these safety issues, worker behaviour, and reporting.

Future workplace injuries can be predicted with accuracy rates as high as 80-97% as indicated by a recent study conducted by Carnegie Mellon University. Based on extensive data and applying powerful modelling tools sets construction companies mainly could predict and prevent workplace accidents, resulting in a stronger safety culture and workplace productivity as well as monetary savings.


To unlock trends and patterns, predictive analytics relies on machine learning using advanced techniques such as decision trees, support vector machines, and neural networks.

Consistently, construction companies are collecting more and more workplace safety data in the form of safety inspections, analyzes, audits and so on. Nonetheless, this level is posed with a danger that the returning data will be so general as to be unusable at regional or site-specific levels.

Current options

In the meantime, what are the alternatives to predicting the future? Over the past number of decades, the construction industry and the health and safety industry has built an excellent best practice models with the aid of modern technology into their workplaces, and that work continues today. Attending health and safety briefings along with, more than likely, site-specific training is made compulsory to anybody working in any high-risk industry.

Best solution

To combating workplace dangers, these essential elements have a considerable impact on highlighting hazards, staff training in hazard prevention and protocols and workplace accidents. However, they can be made to be more consistent with online rather than face-to-face versions of same as they are time-consuming to implement.

The best starting place for these online inductions and online orientations is by tackling what is called the ‘Fatal Four’ that account for about 57% of all construction sites deaths. These are:

  • Falls 36%
  • Caught between objects 2%
  • Electrocutions 9%
  • Struck by objects 10%

To highlight and institute preventative practices, these are relatively straightforward, and they will reap the rewards regarding saving lives which is, ultimately, the goal of all these programs.


The best way to forestall this kind of incidents is to use predictive health and safety technology to forecast possible occurrences while also to use online training (inductions) to reduce this number significantly.

Beakon offers incident, injury, and safety management software to help combat issues like this. If your company is not currently using software to manage these key aspects of your business, you should start today. Our free trial can help you dip your toes into using software to stay ahead and keep your employees safe.

Visitor Management 101: 3 Questions to Ask Before Letting Someone Onto Your Worksite.

When you oversee worksites, it is essential to know who is visiting your site, for what reason they are visiting, and whether you have all that you have to give them the green light for their visit. On the off chance that you don’t have the foggiest idea about who’s going onto your site – or on the off chance that you don’t have all the data you have to clear them – you can end up managing safety issues, obligation issues, and potential issues.

So, what, precisely, do you have to know before letting somebody onto your site?


Question #1 – Does the person have the proper clearance to visit or access the site?

The main thing you have to know is regardless of whether a visitor has clearance to enter your work facility. Anybody can stroll in from the road and request to visit your worksite; it is fundamental that before you let them in, you know whether they have a reason – and consent – to be there.

The individual well on the way to know regardless of whether a visitor is approved to visit a site is the individual that welcomed them. That is the reason it is vital to have a framework at registration that captions the correct contact of their visitor’s arrival and enables them to affirm the visitor has clearance to enter the site.


Question #2 – Does the person have the best possible safety training required to enter the site?

Work locales present certain perils, and it is essential that each visitor that goes ahead site knows about any potential threats or insurances they have to take to explore the work site securely.

Before you let somebody onto your site, it is fundamental to guarantee they’ve experienced any security acceptances or preparing your organization has set up – and that you have a record that they’ve finished them.

Ensuring each visitor finishes your security enlistments or preparing and sees how to explore the site will guarantee that everybody on location acts appropriately and maintains the safety measures set up.


Question #3 – Where is this individual checking into the worksite from?

If you have multiple points of entry, it is essential to know where your visitor is checking in from.  If you do not track a visitor’s purpose of entry before they enter a vast work site, you increment the odds of them losing all sense of direction in a conceivably dangerous region.

If you know where they’re going to the place before their visit, you (or they’re on location contact) can guarantee they have the data they have to explore that specific territory and get to where they have to go quicker, more secure, and all the more productively.

Visitor management is a necessary component of running a sheltered and productive work site. In any case, the visitor management process can be a testing one – on the off chance that you don’t have the correct devices.

With Beakon, you can go without much of a stretch deal with your visitors from one simple to-utilize application. Through Beakon, you can track different registration focuses, convey vital security data, gather essential distinguishing proof and marks, and alarm nearby contacts when visitors arrive.

Start today for FREE with a no-obligation trial.

3 Steps to Build an Organisational Culture of Safety Through Employee Inductions

Employees in their first month at work are three times more prone to injury than the workers who have been there for over a year.

The reason is simple. These new employees are faced with new assignments, unfamiliar equipment and tools, funny-sounding names and terms they are not used to. These examples are just a few of what new employees face. As a result, it is not difficult to perceive how health and safety considerations can easily be ignored. When this happens, incidents occur.

Therefore, Health and Safety Managers should discover effective approaches to enable new employees to maintain a strategic distance from injuries during their first few, high-risk, weeks on the job. The solution is an efficient employee on-boarding and induction process.


Step 1. Decide on what to Incorporate into an Employee Induction Process

For you to deliver your employee induction process, you will need a learning management system (LMS). This system enables you to deliver the Health and Safety training to new employees on a flexible schedule without it taking your time or reducing the productivity of your managers.

Of course, there is a considerable measure of ground to cover when inducting new employees. The beauty of using an LMS is that you can record the session once and you can send new employees the link to take the induction.

Health and Safety Managers see employee inductions as an avenue to build up a positive culture of safety in the organisation. You are in charge of being compliant, and you must get new employees up to speed as quickly as possible without hindering productivity – an online onboarding process is a key.

Step 2. Utilize an Employee Induction Checklist

Employee induction checklists are a helpful starting point when you go about enhancing your onboarding procedure. Contingent upon your industry, your business, and your frameworks and processes, this checklist may include a variety of health and safety policies that are particular to your employees’ needs.

With that said, outlined below are the fundamentals every induction process includes:

  • Emergency procedures, including instructions for evacuation, crisis assembly locations, emergency exits, fire alarms, and fire equipment like extinguishers, etc.
  • First aid treatment
  • Information relating to organisational health and safety legislations to increase compliance
  • Safe work practices
  • Protective equipment and gear requirements and condition, for example, safety glasses or work gloves
  • Risks and dangers innate to your particular working environment

These are general, but vital, additions in employee inductions. A useful checklist will be one that is consistently evolving in light of feedback from employees and emerging dangers from within the working environment.

This form can quiz employees on health and safety policies and ask for recommendations that can be used to iterate your induction checklist.

Step 3. Consistently Enhance Employee Inductions over Time

The best way to test the effectiveness of anything is to gather enough feedback. With the right feedback and accurate, unbiased reports, you can be able to use to fine-tune your employee inductions over time.

A simple way to gather this data is to create a feedback request form that you will send out a few weeks after the induction. You can automate this process for full-time employees. However, this is not necessary for contract workers who might only be working for a short while.

The feedback request form can test employees on health and safety policies and request suggestions that can be utilized to emphasize your induction checklist.

In conclusion

For you to create a thorough, successful employee induction, you require a checklist that can be produced and enhanced as times go by.

Beakon’s suite of software enables you to build dynamic employee and contractor onboarding lessons that will have your workers hit the ground being productive. Start a no-risk free trial today to get started.


4 Steps to Use Technology to Identify Workplace Hazards

Would technology be able to assist you with identifying workplace hazards? Completely. Indeed, an ever-increasing number of associations are finding that by utilising OHS software, they are ready to decrease workplace risks and work all the more effective.

One of the initial moves toward achieving an agreeable health and safety standard is to recognise the hazards special to your workplace. Workplace hazards change from industry to industry, and they can even shift among various organisations inside a similar industry. These hazards rely upon numerous variables: the sorts of work your employees do, the size and state of your offices, the number of your staff and much more.

In this post, we will take a gander at how to utilise technology to recognise workplace hazards. Once you have distinguished these, you are in a great position to decrease your risks and enhance your employee’s workplace conditions.


  1. Utilise ISO Standards

Global safety standards like those spread out by the International Organization for Standardization (ISO) can assist associations with operating by health and safety best practices. These standards are constantly renewed, and on the off chance that you generally remain consistent with the standards, you will never fall behind.

Utilising OHS software that can enable you to screen your consistency with these standards can assist you with staying in front of any progressions or even potential risks.


  1. Make a Simple Reporting System

As a rule, the people who are entrusted with managing workplace safety are not acquainted with the average working status of everybody in the organisation. That is the reason it is imperative to make a simple to-utilise detailing framework that makes it feasible for labourers to report unfriendly working conditions or issues that need your consideration.

These could be fundamental issues, for example, a seat rail that has turned out to be free, or they could be substantially more significant issues like provocation issues or perils related to harmful synthetic compounds. Without input from representatives, it is hard to consider every contingency. Even better, utilise OHS software like Beacon that enables workers to effortlessly report health and safety issues from any gadget, progressively.


  1. Calendar Regular Reviews

Once you have settled on the reception of safety standards for your association, you will have to survey your criteria and ensure that you are consistent frequently. This should be possible through regular assessments, input from specialists, month-to-month reports and different measures.

With OHS software, it is significantly less demanding to remain over these surveys. You can electronically plan your studies and naturally send suggestions to everybody engaged with the audit procedure. You can set up electronic agendas for the investigators to utilise, which will typically make professionally designed reports. You can likewise fuse worker input into your surveys and reports.


  1. Carry Out Risk Assessments

Once you have distinguished the hazards inalienable to your workplace, you can utilise innovation to handle the following stage, a risk evaluation. Of the considerable number of risks you ran over in your survey, which ones merit the most consideration? Which ones ought to be tended to quickly? With limited assets, you will likely need to organise the risks and address the most squeezing ones first. Utilise your OHS software to make and keep up a Risk and Control Register, which will enable you to picture which risks ought to get earnest consideration.



These are only a couple of the manners in which you can utilise innovation to distinguish workplace hazards. We urge you to experiment with a free demo of our OHS software so you can perceive how this innovation can assist your association with reducing risk and stay consistent. Enhance your organisation by making a culture of commitment and responsibility; make health and safety a need. For more information, get a free trial or contact us today.

Work Health and Safety Inductions: Top 3 Mistakes to Avoid

According to research from Toronto-based Institute for Work & Health, employees in their first month at a new job are 3 times more prone to be harmed at work than workers who have been at their occupations for more than a year.

While the research does not clarify why new employees are at such high hazard for damage, specialists have conjectured. Some bring up that new employees are performing new assignments, some of which are unsafe. Others propose that new employees might be reluctant to make inquiries since they need to appear equipped and ingrain their new employers with trust in them. Overall, others say that new employees are new to the gear and work conditions and conceivably overpowered by the sheer number of subtle elements they should learn in a short measure of time.

Whatever the purpose behind this expanded hazard, employers ought to assess their work health and safety inductions to limit the threat to new employees.

In this post, we will look at basic oversights made amid inductions that, whenever amended, could assist your new employees with being safer at work.

1. Skimming over Health and Safety Policies

Much of the time, work has been heaping up amid the enlisting period, and you would get a kick out of the chance to get your new worker working instantly. Nevertheless, fight the temptation to skim over health and safety policies amid your inductions to spare time. Why?

Inductions are a key time when you can impart positive safety propensities in your employees. These propensities prompt a healthy culture of safety, to assist your new employees with realizing that their safety is essential to you. You can do this by setting aside an opportunity to clarify your policies and answer any inquiries that emerge completely.

2. Being Disorganized

You have a considerable measure of ground to cover in your work health and safety inductions, and it is very simple to overlook a portion of the data. A structure is a vital component to ensuring you cover all the fundamental data.

The best technique we are aware of for recalling all that you have to cover in your inductions it to utilize a worker enlistment checklist. Our software enables you to construct intelligent computerized checklists with the goal that you can make enlistment checklists for various positions and distinctive employees.

Our software enables you to streamline your inductions by allotting classes to everything. In this manner, you do not sit around idly going over data that will not be helpful to a worker; instead, you will make certain to cover the basics for the new worker’s position.

Since the app is accessible on smartphones, you will not need to stress over printing out sheets of paper and losing printed versions. You will have everything in the induction software, including subjects like crisis techniques, clearing directions, get together areas, safe work hones, emergency treatment, defensive hardware, and dangers inalienable to your workplace.

3. Enabling Your Inductions to Become Obsolete

In the event that you think back a few years, you will see that things have changed at your workplace. You have procured some new gear. Your items and administrations may have made strides. Employees come and go, and you may have even expanded your workspace. Have you changed your work health and safety inductions to stay on top of these progressions? If not, you could be putting your new employees in danger.

You can utilize Beakon software for the reviews. Our software makes the reviews simple to finish for your employees, and you will get data that will assist you with improving your inductions and begin important discussions about your workplace’s safety.

By maintaining a strategic distance from these three mistakes, you can altogether perform work health and safety inductions for your new employees and make a culture of safety at your workplace. Improve your enlistment procedure by utilizing our software and apps to make and audit your inductions and to ensure you cover each imperative point.

To experience the awesomeness of our all-in-one software for yourself, start a free trial today.

Office Safety Part 2: 15 More Tips for a Safer Office


In our last post we listed 10 tips to keep your office environment safe for employees, and in this article we continue with 15 more tips and common work-safety issues that employers and safety officers need to keep in mind to maintain a safe workplace.

Vision problems

Although looking at a computer monitor cannot damage your eyes, spending a large portion of your workday at the computer can cause eyestrain, according to Chicago-based Prevent Blindness America. Eyes can become dry and irritated, and workers may begin having trouble focusing. A few work area adjustments can help alleviate some of these issues.

1- Dim the lights and use task lamps
Florescent lights in office buildings often are too bright for optimal vision. According to the American Optometric Association, light that is at about half-normal office levels is preferred. This can be achieved by removing some bulbs from overhead fixtures. If more light is needed for a particular task, the British Columbia Public Service Employee Relations Commission recommends providing individual task lamps rather than increasing overall lighting. The commission cautions that lightbulbs in task lamps should be fully recessed to avoid the creation of a bright spot in the worker’s line of vision.

2- Correctly position monitors
Prevent Blindness America recommends workers place their computer monitors slightly below eye level and 20-26 inches from their eyes. Screens that can tilt or swivel are especially beneficial. “Your eyes’ resting position is a few degrees below the horizon when you’re looking straight ahead,” Paquette said.

3- Minimize screen glare
The American Optometric Association points to screen glare as a major cause of eyestrain in the office. To minimize strain, avoid positioning monitors opposite open windows, or be sure to always close shades or blinds. A glare reduction filter also can be used.

4- Wear the right glasses
Workers should tell their eye doctor if they spend a large portion of the day working on the computer, the association recommends. The doctor can check the efficiency of vision at 20-30 inches – the typical distance a computer monitor should be placed. Glasses are available for computer use that allow the wearer to see the full monitor without having to excessively strain the neck.

5- Increase font size on computer
Small font sizes on the computer can strain both your vision and your neck, as workers tend to pull the head forward to view smaller print. A simple adjustment to the font size on the computer screen can eliminate the need for this. “In many software programs, you can use the CTRL-scroll up or down or CTRL+ or CTRL- to increase or reduce the size of the page you are looking at,” Paquette said.

6- Take a break
Giving your eyes a rest and allowing them to focus on things at varying distances can help reduce strain and fatigue. OSHA recommends workers take a 10-minute break for every hour spent on the computer. These breaks can include working on tasks that require your eyes to focus on objects at a further range.

Fire safety

Local fire departments responded to approximately 3,830 office fires each year between 2004 and 2008, according to the Quincy, MA-based National Fire Protection Association. On average, these fires caused four civilian deaths and 37 civilian injuries annually. Some routine inspections around the office can help reduce the likelihood of fire causing such devastation.

7- Maintain cords in good repair
According to the Office of Compliance, damaged and ungrounded power cords pose a serious fire hazard and violate safety codes. Cords should be inspected regularly for wear and taken out of service if they are frayed or have exposed wire. Further, cords should never be used if the third prong has been damaged or removed. Make sure cords are not overloading outlets. The most common causes of fires started by extension cords are improper use and overloading. Extension cords should be approved by a certifying laboratory such as Underwriters Laboratories, and only used temporarily to connect one device at a time.

8- Inspect space heaters
If employees use space heaters, verify the devices are approved for commercial use and have a switch that automatically shuts off the heater if the heater is tipped over, the Office of Compliance suggests. Further, make sure space heaters are not powered through an extension cord or placed near combustible materials such as paper.

9- Never block fire sprinklers
Furniture and tall stacks of materials can block the range of fire sprinklers, reducing their effectiveness in the event of an emergency. Objects should never be placed higher than 18 inches below sprinkler heads to allow a full range of coverage, according to the Office of  Compliance.

10- Do not block escape routes or prop open fire doors  
Items never should be stored along an emergency exit route. These paths should remain free of clutter, according to OSHA. Fire doors should not be held open by unapproved means (such as with a garbage can or chair), as this creates a significant fire hazard.

Administrative controls

In addition to employee training and improved equipment, certain administrative controls can aid hazard recognition and the elimination of potentially dangerous situations.

11- Conduct walk-throughs
Periodically walking around the office can help with hazard recognition and maintenance of ergonomic task design. Turina recommended employers conduct an ergonomics screen of every workstation at least once a year. “Employee complaints are invaluable in the process, but yearly reassessments can help to ensure that a good fit is maintained between employee and workstation,” he said.

12- Monitor signs of musculoskeletal disorders
Recognizing the symptoms of musculoskeletal disorders can alert employees of the need to make an ergonomics alteration to their workstation. But workers need to know what those warning signs are. “Lots of musculoskeletal injuries developing from poor ergonomics start out asymptomatically and can become quite severe by the time an employee starts to experience symptoms,” Turina said. Pay attention to any pain, fatigue, numbness or weakness, as these may be signs of an ergonomics problem and the start of a more serious MSD.

13- Talk to employees about their concerns
Simply asking workers how they are feeling can go a long way toward recognizing hazards. “Employers need to take advantage of the cases where employees are experiencing symptoms like discomfort and fatigue early on, when quick, inexpensive interventions can usually solve the problem,” Turina said. “Ignoring these early warning signs can lead to employee suffering and astronomical cost in some cases.”

14- Establish employee reporting systems
Establishing an employee reporting system can be the best way for organizations to get a handle on potential hazards before they cause injury. Consider creating an anonymous reporting process that encourages workers to come forward with their concerns. “Research shows that early intervention yields the most cost-efficient results in all areas,” Paquette said.


15- Correct mouse placement
Paquette often sees workstations where the computer keyboard is on a tray, but the mouse remains on the desk. “That spells disaster for the neck and shoulder on the side of that mouse,” she said. She recommends that the mouse always be placed beside the keyboard.

Office Safety: 10 steps to a safer office


A job where most of the work tasks are completed while sitting in a chair in a climate-controlled office building would seem less fraught with danger. However, a surprising number of hazards can be present in an office setting.

According to data from the Bureau of Labor Statistics, 80,410 private-industry office and administrative workers suffered on-the-job injuries in 2008. Many of these injuries could have been prevented had workers or supervisors recognized the risks and implemented simple workplace modifications to help mitigate them.

Here are 25 steps you can take to reduce the risk of injury among your office staff.


Slips, trips and falls, the most common type of office injury, sidelined 25,790 workers in 2008, according to BLS. The National Safety Council says employees are 2.5 times more likely to suffer a disabling fall in an office setting than anywhere else. Several hazards contribute to these injuries, although most can be significantly reduced, often by raising awareness among employees.

1- Stay clutter-free
Boxes, files and various items piled in walkways can create a tripping hazard, according to OSHA. Be certain that all materials are safely stored in their proper location to prevent buildup of clutter in walkways. Further, in addition to posing an electrical hazard, stretching cords across walkways or under rugs creates a tripping hazard, so ensure all cords are properly secured and covered.

2- Step on up
Standing on chairs – particularly rolling office chairs – is a significant fall hazard. Workers who need to reach something at an elevated height should use a stepladder. The Chicago-based American Ladder Institute cautions that stepladders must be fully opened and placed on level, firm ground. Workers should never climb higher than the step indicated as the highest safe standing level.

3- Maintain a clear line of vision
Workers can collide when making turns in the hallways and around blind corners or cubicle walls. The National Safety Council suggests installing convex mirrors at intersections to help reduce collisions. If workers can see who is coming around the corner, collisions are less likely to occur.

4- Get a grip
Carpeting and other skid-resistant surfaces can serve to reduce falls. Marble or tile can become very slippery – particularly when wet, according to the National Safety Council. Placing carpets down can be especially helpful at entranceways, where workers are likely to be coming in with shoes wet from rain or snow.

Struck/caught by

Another major type of injury in the office setting comes from workers being struck by or caught by an object. Incidents of this nature accounted for 15,680 injuries in 2008, according to BLS.

5- Shut the drawer
File cabinets with too many fully extended drawers could tip over if they are not secured, the council warns. Additionally, open drawers on desks and file cabinets pose a tripping hazard, so be sure to always completely close drawers when not in use.

6- Safe stacking
According to the Office of Compliance, which oversees the safety of U.S. congressional workers, proper storage of heavy items can help reduce the number of office injuries. Large stacks of materials and heavy equipment can cause major injuries if they are knocked over. OOC recommends storing heavy objects close to the floor, and warns that the load capacity of shelves or storage units should never be exceeded.


Ergonomics injuries

Perhaps the most prevalent injuries in an office setting are related to ergonomics. Because office workers spend the bulk of their day seated at a desk and working on a computer, they are prone to strains and other injuries related to posture and repetitive movement. Ergonomics hazards can be difficult to detect. “Most office conditions that can be described as hazardous from an ergonomics perspective would appear quite innocuous to the everyday observer,” said Marc Turina, principal consultant for ErgoSmart Consultants in McKees Rocks, PA.

7- Provide adjustable equipment
One size does not fit all in an office workstation. “Adjustability is the key,” Turina said. “Chairs, work surfaces, monitor stands, etc., should all be adjustable in order to accommodate the widest range of employees.” He recommended presenting a variety of options to employees. Although employers may be reluctant to pay for expensive ergonomic equipment, experts insist the equipment is a wise investment. “A good keyboard tray may retail around $300; a good chair may retail around $500 to $700,” said Sonia Paquette, professional ergonomist and doctor of occupational therapy. She points out that the cost of the health claims that stem from not having these devices is much higher. “Some of these hard claims cost many tens of thousands of dollars just of medical treatment, let alone cost of replacement, absenteeism, loss of work production, etc.”

8- Train workers on how to use equipment
Providing adjustable furniture and equipment is only the first step in creating an ergonomically sound workstation. “A big issue that I have encountered a lot lately is employee inability to properly adjust their own office chairs,” Turina said. “Many times, employers can invest $500 in an excellent adjustable chair, but employees still experience a bad workstation fit.” The problem often is twofold: Workers do not know how to adjust their equipment, and they do not know the most ergonomically beneficial way to set up their workstation. Train workers on both the ideal setup and how to operate adjustable equipment accordingly.

9- Keep your feet on the floor
One of the first questions Paquette asks workers is whether their feet touch the floor when seated at their desk. “It sounds like an incredibly simple question,” she said, “but very often workers have their keyboard tray on the desktop, so in order to reach it, they need to jack up their chair so high that their feet can barely touch the floor.” She added that unless an employee’s feet are on the floor, a chair will not be able to reduce pain and discomfort. She recommended options such as adjustable keyboard trays or rolling tables adjusted to the proper height to eliminate this problem. Although footrests are a “second-best option,” their small surface may impede some of the worker’s movement.

10- Provide document holders
Frequently typing from hard copy can lead to neck strain if a worker is forced to repeatedly look down to the desk and back to the computer screen. Turina recommends providing document holders to reduce this strain. “These document holders are reasonably priced, and eliminate excessive cervical motion and help to prevent muscle imbalances,” he said. Document holders also are good for the eyes, according to the St. Louis-based American Optometric Association. Keeping reference materials close to the monitor reduces the need for your eyes to change focus as you look from the document to the monitor.