What Are Workflows?

What Are Workflows?

What are workflows and why do they work?

As you probably know by now, Beakon specialises in task management software and implementing workflows in businesses. We help you create a workflow that suits your business and allows work to move around with ease.

Our aims are always to give your business the flexible tools to allocate tasks and manage progress to keep projects on track. Over our time working in consultation with businesses, we have learnt a lot about how workflows can boost business and encourage growth, so we wanted to share why workflows are so valuable.

Discover more about workflows and why they work in this handy article…

What Is A Workflow?

A workflow simply refers to how work gets done within an organisation. It needn’t be a crazy process and can simply refer to the passing of work through the business to see the project from fruition to completion.

In essence, a workflow guides the work from point to point, ensuring that everyone who needs to be involved in the signing off and execution is on the same page. In the past, workflows would be paper based, however more recently they have become digital.

Why do workflows work?

Whatever business you run, or whatever you do for work, there will be a workflow in place. Whether it is running effectively is another story, but in order for a project to be completed there almost always needs to be a workflow.

Workflows work by passing tasks from one person to another, or one team to another to ensure that nothing is missed along the way. Workflows can remind us to complete tasks, minimise room for error and help managers make quick decisions and allocations. 

Workflows work because they help you to streamline tasks and get a top level view of your business. When workflows are completed, everyone is on the same page with how the task will be completed and this increases transparency.

How Can We Create Better Workflows In Business?

  • Analyse What You Have 

One of the first steps we need to consider when we look at workflows in business is how the current workflow is performing. We need to consider how many steps there are, where there are any blocks and what is and isn’t working with the workflow system.

  • Prioritise Your Work

Creating a better workflow means allocating tasks and deadlines based on how much of a priority they are. Figuring out which tasks are more important will help you create tasks and set due dates.

  • Minimise The Paperwork

The best way to keep everyone on track and on schedule is to minimise the amount of paperwork we have. By using cloud-based storage we can make files accessible to anyone, no matter where they are and make the signing off and passing on of work easier.

  • Allocate Tasks ASAP

Allocating and actioning tasks as soon as decisions are made is the best way to keep things moving within a workflow. Create tasks, assign tasks, set due dates, and task requirements or instructions before you’ve left the meeting room.

  • Use Software That Helps You

Having the flexible task management software that helps you manage tasks effectively can be a game changer for your business. Get in touch to learn more about how workflows can work for your business.

Top 5 things people forget when running a project 

Top 5 things people forget when running a project 

So, you’ve just been handed a project that you’re overseeing from fruition to completion – congrats! Managing a project is a really exciting step and means that you must be doing something right!

However, as exciting and interesting managing a project is, it’s important to take the responsibility seriously and understand what is involved. There are some things that we all think of when we think of ‘managing a project’, like managing stakeholder interests, building and working to timelines, and managing an array of people to meet the end goal.

These are all crucial parts of the puzzle, however there are also some classic elements of project management that people forget about. Often, these tasks sneak in at the last minute and create a sense of overwhelm that can be avoided altogether if people knew what to look for at the start.

To help you smash your project, we’re compiling a short list of the things people often forget about when running a project. Take a look…

1. Permits to work

This is crucial to allowing work to commence, however often people leave it to the last minute or forget about it altogether. Once you’ve found the right employees or contractors, it’s essential that you give them a permit to work that officially and formally notices their skills.

Permit to work is going to ensure that you have the right people on the job, that are able to carry out the work safely. Not only does this reduce risk, it also means that your business will be closer to achieving compliance. 

2. Communication channels

When managing a project, there will be a lot of people that you need to communicate with at one time. This means that you will need to have the right infrastructure in place to do that. Before the project starts, think about how you will communicate with your teams and ensure that everyone is comfortable with how they will work. 

Everything from visitor management to the project timelines will need to be shared and communicated, so setting up clear channels of communication prior to the commencement date will set you up for success.

3. Risk assessment 

Don’t forget to assess the risk before you start and then continuously manage it as the project goes on. Risk assessment is one of those things that people tend to forget about until they realise that they need it – by which point it is often too late as an incident has already occurred.

Get to grips with some risk assessment tools that will help you proactively manage risk and reduce incidents as much as possible.

4. Monitoring and control

When running a project it can be easy to forget to monitor and control any changes to the original plan. This is where clear communication comes in, and it is important that you have alerted everyone to the fact that changes need to be tracked and documented so that everyone is on the same page.

Good monitoring and control practices will help to manage everything from risk, quality, time and cost and will keep you on track with the project life cycle.

5. Documentation

When things get heated and pressured, sometimes the documentation can be the last thing on your mind. However, effective documentation is crucial to running any project and will cover your back in the event of anything going wrong. 

Despite the importance of clear and accurate documentation, often project managers forget to keep on top of it. This is often because companies still work with paper based systems that require hours of labour to complete. They then need to be passed around to several people to sign off and filed (usually in a quick paced environment where things can get lost).

To reduce the likelihood of documentation getting lost or mis-managed, it’s a great idea to look into easy-to-use documentation software that will make managing your project a breeze. Beakon specialises in these kinds of documentation aids that cover everything from risk management, to visitor management, to contractor management and ensure that all of your most important documents are online.

To learn more, head over to our contact us page and drop us a line. We’re always keen to discuss your project management needs, no matter what industry you work in!

The dangers of incomplete permits to work

Permits To Work In Construction 

If you work on a construction site, no matter where you are in the world, you are likely to need a permit to work. This is because construction is a high risk industry, with many danger challenges that can mean that your people and the public are at risk.

In order to minimise that risk and ensure that your business is working in a compliant manner, a permit to work can be essential. They help to ensure that the right people are working on site, by detailing what is required of the role and what training is necessary. 

Without a permit to work system, your business risks putting the wrong people on site. This is not only costly and ineffective, but also means that your site will be at higher risk of incidents.

We’re taking a look at why a permit to work is so crucial in construction, and how to manage them.

Why are permits to work essential in construction? 

A permit to work is an essential in any industry or business that poses high risks, and construction sites often fall into that category. This is because construction sites are full of hazards that can be a risk to your people and the public. Some of the main concerns that need to be taken into account, and which may require a permit to work are:

  • Working at height.
  • Moving objects.
  • Slips, trips, and falls.
  • Noise.
  • Hand arm vibration syndrome.
  • Material and manual handling.
  • Collapsing trenches.
  • Asbestos.
  • Electricity.
  • Airborne fibres and materials.

Permit to Work systems are crucial to help manage these high risk elements of working in construction to ensure that work is able to continue to go on safely. Permits to work are usually supported by a Job Safety Analysis (JSA) process and a range of related procedures for high risk activities.

How are permits to work issued in construction?

To issue a permit to work, you need to be trained in work safety and hazards and need to be able to prove that. This may require certification and constant training updates to ensure that people in your organisation are assessing others are up to scratch.

Once your organisation has confirmed who is eligible to issue a permit, the person nominated to issue a permit to work informs the head contractor and details the tasks to be carried out and the location of the work. This is then assessed against each individual’s skills and qualifications to ensure that the right people are allocated to each job. After these are aligned and confirmed to match up, a permit to work will be issued to confirm that the person is able to do the job at hand.

How can you manage work permits in construction?

Despite the importance of an up to date and legitimate permit to work in construction, often people leave them to the last minute and don’t give them as much attention as they should. Equally, many people still use paper-based systems, which means that things can easily get lost. Not only that, but motivation is often low for people to fill out forms by hand and physically hand them over to someone.

For those reasons quickly detailed above, paper based systems are now being replaced by digital permits to work systems that allow versatile permit layouts, workflows and standards guaranteeing that mean that your company can get a full view of the permits being issued throughout the business.

Managing permits to work in construction can be done via an online system that allows you to: 

  • Issue Permits to Work.
  • See Permit approvals.
  • Audit-friendly records for permit history and access history.
  • Work on all devices, including smartphones and tablets.

Managing permits to work in construction

Are you looking to manage your permits to work in a more effective way? Discover why a more effective permit to work solution is required for any construction site in our handy article.

Alternatively, you can get in touch today to start a free trial and see how much easier life is with a seamless permit to work solution that takes the hassle out of issuing work permits in construction. 

 

Permit To Work FAQ

One of the topics that we always get asked questions about is the permit to work software and how it works. Beyond just the software, we spend a lot of time talking to clients about how they can streamline their whole permit process, from bringing someone on and interviewing them to getting them safely working on site.

We’re always looking to help our clients get the answers they need fast, so we’ve put together a quick question and answer article to run through permit to work FAQ. 

Take a look…

Q: What is the meaning of a permit to work?

A: Depending on the sector and type of work, you may need to get your employees or contractors a permit to work. This permit is a written, official document that establishes whether the person is eligible to do the job and ensures that they can do it safely. 

The goal of a permit to work is to quickly and safely establish who is allowed on site and ensures that your business is compliant whilst working. They run through the risks and regulations on site in full transparency, so that a worker is able to sign off on their knowledge before starting work, and in this sense serve to communicate and control the work environment.

Q: When is a permit to work used?

A: A permit to work is used for a specific location or project to run through exactly what risks and knowledge will apply to that site. As each site is different, it is important that the permit to work is localised to the exact site. They will usually be concerning specific work that might need certain qualifications in order to be completed safely.

Q: Why do we need a permit to work?

A: The reason a permit to work is issued is to prevent incidents and increase safety on site. When working on big projects it can be hard to ensure that everyone is compliant at all times, and this helps to streamline that process and get it down in writing before anyone steps foot on site. It is an essential part of running your business safely and protects both your business and your people from danger.

Q: What is the importance of a permit to work system?

A: Permit to work software plays an essential role in ensuring the safe execution of hazardous work activities. They help to alleviate the stress of the process and ensure that the hours of filling forms, writing tags and transporting papers is condensed.

Having a solid system in place reduces risk and the chances of accidents occurring, which in turn keeps frontline workers both safe and efficient. Plus, it saves your business money and ensures that productivity is boosted.

Q: Why do people use an electronic software?

A: Using an electronic permit to work software means that the process is easily customisable for your business and takes into account any intricate project or industry risks. 

Permits that are issued electronically are easily traceable and can be requested and sent between contractors and employees quickly and easily. This reduces the amount of admin and allows people to get on with their jobs more efficiently.

Users find that they can quickly identify and rectify any conflicting work activities and contact the relevant people to fix any issues with the push of a button.

Q: What kinds of projects require permits to work?

A: Wherever there is a risk to safety, there should be a permit to work in place. This could mean permits to work for working at height, working with restricted access, hot works, roof access and contamination. 

Any kind of health risk should be reviewed by a professional, however it is always safer to assume that you do need a permit to work to ensure that you remain compliant and put employee and contractor safety first. The government website offers advice on health and safety at work and how to manage it effectively.

Q: Do contractors need a permit to work?

A: Absolutely. In fact, often a permit is more essential for contractors as their movements can be harder to manage. When working with contractors, it’s essential that you are all on the same page and have a clear record of where they have been working and what they can do. With a digital system this is easy to trace.

Thinking about getting a permit to work software installed? Talk to us about the benefits of an online system for issuing permits to work – you’ll be surprised how beneficial they can be!

How To Create A Risk Management Plan For Your Project

How To Create A Risk Management Plan For Your Project

When you’re managing a project, having an effective risk management plan in place is essential. Not only will an effective plan protect your people from unnecessary risk, it will ensure that you remain compliant and are doing your best to keep your workplace safe.

In emergencies, a risk management plan can stop things escalating and getting out of hand, as well as putting your mind at ease prior to an incident occurring. Take a look at how to create a risk management plan for your project in our handy article.

What Risks Could Take Place?

The first stage of any risk management plan is assessing what could actually happen. Once you’re more aware of the risks that are present, you can start to plan and prepare for them. Sometimes this process takes thought, as risks can be quite hidden. However, ensuring that you know what series of events could be putting your business at risk is a sure fire way to minimise them.

To uncover the risks that your business faces, there are some questions you need to ask yourself, and your staff. These are:

  • What might happen in this environment?

The environment is often one of the most common areas of risk. Take into account what your people have to do within the work environment and identify any dangerous areas where risk could be heightened.

  • Who would be at risk?

If something were to happen, who could be at risk and how are they protected at present? Are they aware of the risks that they face at work? Could more be done to educate your people on the risks within the environment? 

  • What would the impact be if the worst case scenario did happen

If something terrible did happen, it’s important to work out what the worst case scenario would be and how you would manage it if it did happen. Impact is an important indicator of how urgently you need to manage that risk.

  • What is the probability of this risk happening?

Within your project, it is good to predict the probability of the risk and whether the likelihood of it happening is imminent. If so, you’ll need to take immediate action, however in most cases the risks are not imminent and therefore you can create a risk management plan to prepare ahead of time.

  • Mitigation: how can you mitigate the risk?

There will be things that you can do to mitigate the risk to your people and your business. You may assess whether you have adequate training, software and staff to manage risks within your business.

  • Contingency: can you reduce the impact?

If you can’t mitigate the risk, you may be able to reduce the impact. There will be a level of risk that you simply can’t avoid, however you should be able to minimise the impact if that risk were to happen.

Discover The Assumed Risks And Exposure

Exposure needs to be considered within the risk management plan – that is, the amount of risk you can’t avoid. This can also be described as threat, liability or severity. 

By figuring out the assumed risk you can work out the costs vs costs savings of implementing certain risk solutions. Assumed Risk is reduced to a dollar value which is then used to calculate the profitability of the end product.

This is often a simple cost vs. benefits formula. You might use these elements to determine if the risk of implementing the change is higher or lower than the risk of not implementing the change.

Create A Risk Management Plan In 10 Steps

Once you have those risks assessed, it’s time to get on top of the risk management plan for your project. Here’s how.

Step One: Define The Project

Define the project, your objectives, and the risks that come with each objective. You should measure your risk in terms of impact and mark the risk and impact in terms of high medium and low.

Step Two: Ask People What Risks They Face

If you’re creating a risk management plan, it’s likely that you’re not on the ground facing the risks day to day. In order to cover all bases, you will need to collaborate with the people who face the risks. Ask people who are familiar with the project what the risks are and how they feel risks could be mitigated.

Step Three: Look At The Consequences

With a risk management plan, the idea is to always plan ahead. What would happen if the risks materialised? Planning this out will ensure that when/if something does happen, you will have a plan in place and be aware of the consequences and the potential spiral effects.

Step Four: Assign Probability Of Risk

Which risks are most likely to come true? For each risk element on your list, determine if the likelihood of it actually materialising is High, Medium or Low. 

Step Five: Assign Impact

In general, assign Impact as High, Medium or Low based on some pre-established guidelines. 

Step Six: Determine Risk For The Element

Often, a table is used for this. If you have used the Low, Medium and High values for Probability and Impact, the top table is most useful. If you have used numeric values, you will need to consider a bit more complex rating system similar to the second table here. It is important to note that there is no universal formula for combining Probability and Impact; that will vary between people and projects. 

Step Seven: Rank The Risks

List all the elements you have identified from the highest risk to the lowest risk and compute a total risk. 

Step Eight: Develop Mitigation Strategies

Develop mitigation strategies that reduce the possibility that a risk will materialise. 

Step Nine: Develop Contingency Plans

Contingency is designed to reduce the impact if a risk does materialise. Again, you will usually only develop contingencies for High and Medium elements. 

Step Ten: Analyse The Effectiveness Of Strategies

How much have you reduced the Probability and Impact? Evaluate your Contingency and Mitigation strategies and reassign Effective Ratings to your risks.

An Effective Risk Management Plan

This is a very simplified version of the process that you might go through to create a risk management plan for your project, however it should help to point you in the right direction.

For more information,  you can take a look at our risk management solutions that help you assess and register risk.

 

The Importance Of Incident Reporting System

The Importance Of Incident Reporting System

When we talk about incident reporting, we often think about the ways that we can react after an incident has occurred at work. Whilst the initial response is important, there are also other elements that need to be considered, beyond just the immediate actions that need to be taken.

This article will look at the importance of incident reporting and having a system in place that can help your workplace be as safe as it can be. 

Incident reporting helps you answer important questions

An incident reporting system not only allows you to keep on track of any incidents that occur, it helps you to prepare and track the near misses too.

An incident reporting system helps you answer questions around how safe your workplace is and how well prepared you are to deal with incidents, so that if anything did happen, you would know that you are doing the most you can to remain compliant and minimise risk.

Being able to track and trace your compliance is very important, as it allows you to cover yourself in the event of an incident. This is especially important in high risk industries such as construction, oil and gas, power plants, roads and buildings and hazardous sectors.

Incident Reporting is a requirement of any health and safety management system and when not carried out efficiently, the knock on effect may result in excessive costs to the business.

How does an incident reporting system help your business?

 

Above and beyond ensuring that you remain compliant, an incident reporting system ensures that you take a systematic approach to managing safety that is likely to minimise incidents in the first place. This will save you money, save you reputation damage, and keep your people safe.

Incident reporting systems enable you to maintain an attitude of continuous improvement – including the necessary organisational structures, accountabilities, policies and procedures to create a Continuous Improvement Cycle.

Incident reporting systems enable you to:

  • Protect your employees 
  • Maintain a working environment that is safe 
  • Minimise risk
  • Ensure that employees know how to report an incident 
  • Ensure employees take care of the health and safety of themselves and others.
  • Help you identify trends and incident types
  • Help you predict incidents and prevent them
  • Helps your business remain compliant
  • Conduct periodic reviews to assess risk

What are the key benefits of incident reporting?

A well designed incident management system has some key benefits. These include: 

  • Incident reporting systems prepare your business to deal with incidents

One of the key benefits of an incident reporting system is that it encourages employees to be prepared for an incident.

It also helps you understand how and why incidents occur and keeps the entire organization aware of their actions in real-time. The platform enables other employees to offer guidance or advice and lets critical stakeholders see the specific actions that were taken and how the incident was resolved.

  • Increase communication within the organisation

Often, incidents occur because of bad communication within an organisation, however a reporting system helps to minimise this risk. The increased safety procedures for employees, clients, and contractors allow effective communication channels at all times. 

With cloud-based technology, incident reporting systems can be accessed from any computer or mobile device with internet access, meaning that people can communicate in real-time in the event of an incident.

In an emergency situation, incident management software provides a timeline of communications so that senior managers can track the flow of communications and see whether the incident was escalated or resolved, and how. This gives you real-time situational awareness.

  • Increased safety for employees, clients and contractors

With better incident reporting systems in place, you’ll be able to provide a safer environment for anyone you interact with.

Risks to all parties can be minimised and managed, meaning that your business should see less incidents and improved compliance.

How can incident reporting systems be implemented?

Implementing incident reporting systems needn’t be difficult. Beakon’s system can be configured to report, investigate, analyse and proactively action issues across all work disciplines with ease.

If you’d like to learn more about incident reporting systems and how they work, you can take advantage of our free trial to give it a go.

 

Incident Reporting In The Workplace: A Step By Step Guide

Incident Reporting In The Workplace: A Step By Step Guide

So you’ve encountered an incident in the workplace? The initial response is usually one of panic, but an incident reporting system and response plan can help ease that sense of stress. There’s a few things that you are required to do in order to make sure that the incident is reported quickly and accurately, however a surprising amount of businesses get this wrong.

Ultimately, reporting an incident properly can be the difference between making a major legal error and conducting yourself properly. It’s essential that you know how to deal with an incident at work and educate your team to respond properly.

To help you out, we’ve put together a step by step guide to incident reporting to keep you on track the next time something happens on site.

What are the four main types of incidents?

People often think that an incident has to be a big, catastrophic event. This isn’t the case. Incidents can also refer to the events where nothing much happens but they are indicative of a bigger problem that could lead to incidents in the future.

The four main types of incidents are:

  • Near misses
    Situations where people could have been injured, but, luckily nothing came to pass.
  • No harm events
    Operational risks that all staff across an organization should be made aware of.
  • Adverse events
    Adverse events are related to medicines, medical devices, and vaccines.
  • Sentinel events
    Sentinel events are unexpected events that result in any type of harm

1. Take action

As soon as an incident happens, the natural reaction is for people to panic. To quell this response, it can be helpful to have allocated team members who take responsibility for acting in the event of an emergency.

This action might be anything that is necessary to minimise damage – be it calling emergency services, getting medical attention or containing spills or leaks as much as possible. Whatever the incident – it is important that appropriate action is taken straight away.

2. Report the incident

The next step is arguably the most important and ‘official’ of all the steps and ensures that the immediate manager and any authorities are informed about the incident. You need to make sure that it is immediately reported so that people can remain protected from any knock-on damage that might occur. 

An incident report will likely also include reporting the incident to the applicable authorities in order to act in like with statutory requirements. It is essential that the following are reported to authorities by law:

  • Fatalities
  • Injuries that require hospitalisation
  • People exposed to chemicals
  • Major spills or environmental hazard

3. Ensure the incident documentation is safe

Once you’ve reported the incident in the most effective and legal way, the next stage is to make sure that the documents are kept safe.

This is where an incident reporting system comes into play in order to store and manage all documents associated with the incident. All documents should be stored in a secured centralized repository as opposed to the usual paper-based safety statement that many businesses still use.

Paper-based reporting systems can cause administrative issues for medium-sized businesses and make it impossible for businesses to report incidents as they occur. With a paper-based approach, the onus is on employees to complete this work and any lapse could result in significant fines and/or legal wrongdoing.

4. Investigation – assess root causes

After looking at prevention and how to better report incidents and manage them in the short term, it is essential that your business looks at the root causes and carries out investigation.

The idea behind root cause analysis is to identify any underlying issues that might cause further problems in the future.

Once you’ve assessed the root cause, you can then effectively 

5. Develop corrective actions

Incident reporting can be categorised into lagging actions and leading actions. The lagging actions refer to the times when an event happens and the response lags behind, whereas the leading actions ensure that you are one step ahead and are prepared for the next incident when it happens. Corrective actions look at what could have been done better in order to pre-empt and protect against the next incident.

Lagging actions are:

  • Near-misses – events where no actual harm occurred.
  • Accidents resulting in personal injury
  • Equipment or property damage

These are all examples of lagging indicators – you’re looking in the rear-view mirror, reporting what happened and seeing what you can learn from it.

Leading actions are:

  • Safety walkthroughs – you can study the length and frequency of walkthroughs.
  • Training effectiveness and the frequency that training takes place.
  • Management safety meetings and the frequency with which they occur.

Leading indicators are more like looking out of the windshield and seeing what problems could arise. Some organizations view near-misses as leading indicators, although they are events that happened and just didn’t lead to actual harm or injury. 

In the event of an incident, many businesses report in hindsight and then forget all about it. This doesn’t allow the incident to be investigated and worked upon in order to refine a better response.

Looking at the corrective actions that could be taken to better predict and prevent these kinds of incidents occurring is an essential part of an incident reporting process.

What Next?

Incident reporting is the first step in a much longer process. Reporting is usually thought of as what happens after an accident, dangerous condition, injury or near-miss has taken place. However, the real challenges begin once you start looking at why the incident occurred and assess what can be done to prevent these incidents in the future.

To help you with this, an incident reporting system is one of the best ways to stay on top of all workplace incidents and make it easier for your people to report accurately.

Work Solutions To Visitor Management

Work Solutions To Visitor Management

Work solutions to visitor management are becoming more and more important to all organisations. From schools, to government institutions, to construction sites – knowing who is on your site and ensuring that they comply with set legislation can be essential to keeping everyone safe.

For many businesses, paper-based visitor management systems such as guest books and nametags are the only visitor management system they ever operate. These systems have been around for years, and for the most part can provide an accurate account of visitors. That is, until something goes wrong.

In the event of change or disruption, paper-based visitor logs can be hard to keep track of which can cause serious issues.

These outdated, manual systems lack the type of protection your organisation requires when it comes to managing unwanted visitors. However, a modern visitor management system, like Beakon’s work solutions to visitor management, can quickly fix these problems.

What Is The Work Solution To Visitor Management?

When assessing the best work solutions, a visitor management system is one of the best things you can implement to make building security and employee safety easier. The main work solution to visitor management is a system that is able to keep up with the security demands of your business.

Implementing this kind of visitor management software will increase your organisation’s efficiency and help you operate in an agile way. Visitor management software leverages your facility’s cameras, scanners and other identification software you currently use to screen all your visitors, register and badge them automatically. 

Your lobby staff will also be notified of any visitor’s arrival, thus saving time and keeping all the data in one place for easy access. This is much more effective than a manual, paper-based system.

What Are The Benefits Of Implementing A Visitor Management System?

There are so many benefits to implementing a visitor management system, take a look at some of the main benefits of this work solution:

  • A visitor management system offers Improved security and employee safety

Security and safety are essentials for every organisation, and using a software-based visitor management system for your company helps with proper identification of visitors quickly, effectively and accurately.

  • A visitor management system offers financial savings

A good visitor management system is a great work solution in terms of cost savings. Reducing operational costs is a significant factor in the growth of any company. While not immediately obvious, having a poor visitor management system will cost you money.

Breach of security, identity theft, paper documents and files are all examples of operational costs of a paper-based visitor management system. However, Beakon’s visitor management software will help you streamline and automate the entire visitor registration process.

  • A visitor management system is a great work solution for visibility and accountability

Knowing where people are and where they have been, can be an essential on site. 

Our visitor management software provides a detailed log about who has visited your site and where they visited so that you can track movement and detect any odd behaviour. This information will come in handy in the event of any catastrophic event, and closes any gaps that paper-based systems often miss.

  • You’ll be able to grow and remain flexible

One of the main benefits of a visitor management system is the way in which you can grow your business, whilst maintaining safety as a priority. Flexibility and scalability are the hallmarks of any excellent visitor tracking system. A good visitor management software can easily be customised to fit your organisation’s needs.

Beakon’s visitor management software is a great tool that does all that more. With a simple to use interface, our visitor management system gives you the flexibility to make changes as fast as you want.

 

5 Audit Software Features To Look For

5 Audit Software Features To Look For

So, you’ve finally decided to invest in audit software – good on you! After years of doing paper based audits, you’ve probably realised that there is a much simpler way to maintain audit records and follow up on corrective actions with an audit software.

The basic principles of any audit software are that they enable you to collate and analyse data as well as identify processes and procedures that need attention. Keeping on top of your audits is essential to the smooth running of your business, however it’s surprising how many businesses opt for paper based systems, or choose audit software that is difficult to implement or ineffective.

When looking for an audit software that will work for your business, there are some must have features that you need to look for. We’re running through the top audit software features that you need to look for to ensure accurate audits, smooth integration and a long lasting solution that boosts your business. 

It Integrates Nicely With Your Existing Processes

There’s one way to ensure that your audit software is a hit with everyone who needs to use it, and that’s by making sure that it is easy to use and syncs up with the existing processes that your people are currently working with.

Ideally, you want the software to integrate nicely with your existing workflows and blend with your organisation’s sector-specific, individual requirements. This way it can be implemented quickly and easily without distracting you from your business.

It Is Customisable 

To meet the ever-changing needs of your business, it’s important that your audit software is customisable. There’s no one size fits all approach when it comes to auditing – managers need to be able to customise environmental, health and safety audits as they see fit.

Our customizable dashboard allows you to customise a number of factors when it comes to your audit, and means that you’re able to allocate responsibilities to each employee depending on the information they need access to. This keeps security tight and ensures the right people have the right access, without compromising on data safety.

It Has A User-friendly Interface 

With customisable dashboards, Beakon’s audit software is the best in class when it comes to a user-friendly interface that your people actually want to work with. The trouble with buying any old audit software, is that unless it has a user friendly interface, your people simply won’t use it.

Unless the interface helps prevent errors, enables faster training and support and helps people get things done quicker than they would with paper, you can assume that people simply won’t want to use it.

This is why it’s so crucial that you look into the user interface and how user friendly the software is, before you invest.

There Are Great Reporting Options

Reporting is one of the most important parts of any audit, so ensuring that the reporting functions are up to scratch should be a priority.

Auditing software should provide the audit closure and reporting options that suit the style of audit that is being undertaken. Audit reports should enable analysis, and software should make it easy for your people to collate information and understand what the outcome of the audit is.

This is where software trumps paper based systems time and time again, as the reporting function is able to gather feedback and accurately report in a way that paper can’t. 

It Can Be Accessed Remotely

In the modern world, people need access to their work at their fingertips. When looking for audit software, you should take into account how the technology can be accessed and whether people will be able to use a tablet or smartphone rather than a clipboard and checklist. 

To be able to perform the audit directly in the system, look for a software system that allows you to log in remotely from any device instead of writing everything on a sheet of paper and manually entering it later. Look out for good digital storage options and a cloud based system if you’re looking for rapid deployment and top security.

 

If you’re looking for an audit software system that offers full functionality across an array of devices and allows you to consolidate data, Beakon have the solution for you. To discuss what an audit software solution could do for you, get in touch.

Auditing Your Business: Why Use Audit Software?

Auditing Your Business: Why Use Audit Software?

If you’re toying with the idea of using audit software to help you audit effectively and remain compliant, there are probably a few questions you’re asking yourself. “Is audit software better than a paper-based system?”, “Why should I invest in audit software?” And “how will it help the company reach business goals?” might be amongst those.

Auditing is an essential business activity that involves monitoring, recording and calibrating the operations of different departments within the business. Without an effective audit, it’s very difficult to know how efficiently your business is running and is hard to identify any weak spots.

There can be no doubt that audits are incredibly important, yet so many businesses fail to carry them out in a streamlined and easy way. For this reason, even the mention of the word ‘audit’ can send employees heads into a spin and create a sense of tread that is avoidable with a good audit plan and method. This will likely involve an audit software, depending on the size and needs of your business.

If you’re wondering why you should use audit software, take a look at the best things you can expect from class-leading audit software.

Why Use Audit Software?

1. Your Audit Will Be More Accurate

Paper records can mean things get lost and are very tricky to manage. The idea of an audit is that you can tune in to the finer business details and analyse where things are going well, or not so well.

However, without the correct information, your audit will not be accurate and therefore you risk non-compliance if your records aren’t up to date or fully completed.

As well as helping you keep records safe, an audit software program will notify you when an audit needs to be renewed, which allows you to schedule audits as frequently as is required. 

2. You’ll Benefit From International Integration

Depending on whether your business operates internationally, this can be a game changer. Many companies who work overseas will need auditing software in order to consolidate records and keep everything up to date no matter where in the world you’re working from.

International integration means that anyone can use the software, no matter where they are based. It includes multiple languages, time zones, APIs and integrations into other systems that make life a lot easier.

3. You Can Use Audit Software On All Devices

One of the main reasons that people opt for our audit software is the way that it uses cloud technology in order to ensure the system is up and running from anywhere in the world. 

When you use audit software, you’ll benefit from full functionality on PCs, tablets, and smartphones including the ability to process data collection and consolidation and schedule and document management all from one easy to use platform. This kind of consolidatory system means that everyone can stay up to date with what’s going on, and receive instant feedback and sign off when you’re working remotely.

4. You’ll Save Time With Audit Software

There’s nothing more frustrating for your employees than having to gather together all of the necessary paperwork for an effective audit. Paper based audits are slow, difficult to maintain and make it impossible to follow up on corrective actions, which is where an audit software gives you quick wins when it comes to time saving.

Unlike a traditional audit, with audit software you won’t need to traipse through all of your records to collate and analyse data. The customisable dashboard on an audit software system makes it easy to see all of your data in one place, meaning that you can easily identify errors, as well as the processes and procedures that need attention.

Are You Ready To Invest In Audit Software?

Beakon Audit Software is used by some of the world’s leading businesses, including highly regulated, high-risk industries. If you think your business might benefit from better and more efficient auditing processes, contact Beakon today to discuss how our Audit Software can help your organisation grow stronger and safer.