5 Features to Look for When Researching the Best Safety Management Systems
A Safety Management System is an online tool that manages many of the critical components of your safety program. Whether that be paperwork, assets, inspections, audits, or other responsibilities.
Safety is likely your company’s number one priority. Minimizing accidents saves money, time, and possibly lives; however, tracking all daily tasks and safety forms can be difficult, especially if you are a company with a large number of employees. Field level hazard assessments, daily pre-trip inspections, or site audits need to be completed to ensure ongoing success and productivity but storing and managing these documents is challenging and expensive.
Managing equipment and other assets also presents challenges when you have several job sites operating simultaneously. Equipment must be maintained and monitored to prevent accidents and run an efficient job site. Ensuring employees have easy access to maintenance paperwork and asset manuals can also be a challenge.
The best Safety Management Systems can solve many of the regular administrative challenges present in most safety programs and there are many features to look for when researching a safety management system – here are 5 features that can provide great value to your safety program…
1) Digital Forms
Having access to digital forms can provide a solution to endless mountains of paperwork and be invaluable to a company. Besides the cost of the administration involved in processing, scanning, or issuing secondary paperwork there is also the cost of the printing, toners, and more. As well, paper forms may get lost or misplaced which takes more time and money to recreate. On average, it costs about $4.56 per form, and that’s just the physical cost. It is more sustainable to utilize digital forms instead of paper. Switching to digital forms does more than save money, however, having forms digitized can help automate workflows. Instead of attempting to send a single piece of paperwork to another employee or manager, digital forms can be sent directly to their email and they can sign off on forms right on their computer, phone, or tablet. This is especially helpful for incident reports to ensure the information gets to the right person in a timely fashion. Digital forms are a huge feature to keep an eye out for when you are researching the best safety management systems.
2) Digital Storage System
As the world transitions toward more digital solutions, the need for digital storage grows as well. Cloud-based storage uses servers connected via the internet to securely host all your documents, information, or data. This allows for you to cut down on costs associated with physical storage like filing cabinets, office space etc. and have access to documents without having to physically search for them. Aside from the cost, it simply streamlines operations by allowing on-demand access to anyone who needs forms in the field. A secure digital storage system is a very large component of what makes an SMS great.
3) Equipment Management
Assets and equipment are one of the costliest things associated with a business. There is the upfront cost to purchase the equipment, plus the cost to run and maintain it daily. Making sure you and your employees are on top of any preventative maintenance such as daily inspections or general upkeeping (oil, replacement parts, cleanliness etc.) will prolong the life of your assets and save you time and money in the future. In any of the best safety management systems, it is important to have some sort of program or tool that helps maintain your assets and keep track of where they are and their operational status. It is essential to have a tool that provides the ability to track and maintain your most important assets when choosing an SMS.
4) Reporting Capabilities
Having all data aggregated into one area is beneficial to gather an overall idea of how your company is operating. A reporting system allows for an increased understanding of the risks or opportunities for improvement. It also allows you to view the overall performance of your employees or organization and provide feedback for improvement. Visualizing any gaps or areas of strength can help your company make future business decisions and allocate resources accordingly. When implementing a safety management system, reporting capabilities are incredibly valuable.
5) Mobile Access
The above features are all helpful to have within a robust Safety Management System however, it is more valuable if these can be accessed through a variety of devices on-demand. The reality is that employees need access to these powerful tools in the field and on any job site. There is extreme value in the ability to retrieve important documents, like incident investigation forms, capture the information in real-time and send it off to the proper people all from your mobile device, tablet, or laptop. The accessibility of important forms or documents can streamline your business and create a more efficient and safer job site, so this is one of the most important features to look for when researching the best SMS tools.
Finding a Safety Management System that incorporates all the features your business needs can be tough. Whether you are in the construction, mining, transportation, oil & gas, or the general safety industry, there may be many requirements unique to your business. Many of the best Safety Management Systems available will incorporate a digital form solution with cloud-based storage options, robust reporting capabilities, and asset management, all available on a mobile device. By ensuring you have these features in your next safety management system, your workplace should be more efficient and safer.