Two sides of the same coin!

 

Often organisations share the same challenges when it comes to managing Health, Safety and Wellbeing. However, the approach to managing can vary quite a bit and can greatly impact the organisations Health, Safety and Wellbeing performance. We have shared below some typical challenges we hear of at SHE and two very different approaches to managing them.

 

Illustration of user Maha who is surrounded by health and safety software Assure

Maha uses Assure

Maha’s organisation has invested in Assure to support them in managing their Health, Safety and Wellbeing. Assure takes the burden of the admin away from Maha allowing her to focus on improving the organisations performance.

Illustration of user Dean who is surrounded by Paper forms and outdated software.

Dean Doesn't

Dean’s organisation uses a paper-based management approach to their Health, Safety and Wellbeing. This brings about some challenges when keeping on top of the changes environment and requires Dean to complete a lot of administrative work.

8am
Hazard Reporting

Illustration of assure hazard spotting

Maha's Story

Maha spots a hazard on her way to the quarterly EHS plan review meeting. Maha grabs her phone and snaps a picture of the hazard and reports it on Assure GO+.

Using Assure Go+ you can easily report a hazard on the go anywhere. Take a picture of the hazard and attach it to the report for others to see.

Assure automates the reporting process informing the relevant persons of the hazard. You can set up notification groups who will receive configurable email notifications providing them with the key information.

Assure can then assign the hazard reported to a responsible person to review and determine required actions.

 

 

Any resulting actions such as reviewing the risk assessment can be created, monitored and tracked within Assure until completion. Assure will even prompt Actionees and their managers of outstanding actions.

Illustration of writing on hand poor hazard evidencing

Dean's Story

Dean spots a hazard on his way to the quarterly EHS plan review meeting. As he's in a rush he just writes a note on his hand to speak to someone later.

Inevitably Dean forgets about the hazard until he spots it again later in the day. He then heads back to the desk to send an email to the maintenance team asking them to deal with the hazard. Dean also makes a note to review the risk assessment to see if any changes are required which gets lost in the stack of papers on his desk.


Pain Points :

There are often delays in reporting the hazard to the right people and can often be push from person to person.

The process relies on manual reporting and ongoing management including chasing when overdue

 

Data analysis of reports made is difficult often only collecting basic information.

 

 

 

Reports rarely lead to reviewing risk assessments to ensure all control measures are considered in context.

 

 

 

 

9am
Presenting Insights

Illustration of Assures Insights reporting being shown to a team

Maha's Story

Maha begins her presentation at the EHS plan review meeting using the interactive dashboards she created quickly within Assure.

Being able to filter and drill down into the range of data her organisation captures using Assure to highlight trends and improvement opportunities allows Maha to confidently respond to quick-fire questions asked by the leadership team on current EHS performance.

Using Insights+ you can easily visualise data and trends collected through Assure across all aspects of your operations.

Facilitate interactive analysis and discussion of your health and safety data.

Identify areas for improvement and opportunities to share best practice.

Slice, filter and search your data any way you like to find the detail behind the numbers

Illustration of complicated excel report being shown to team

Dean's Story

Dean nervously begins his presentation at the EHS plan review meeting using a few limited charts he had to manually create with Microsoft Excel.

While Dean has some notes to support answering questions from the leadership team, he can't interrogate the data in detail so walks away from the meeting with questions he needs to respond to at a later date.

Pain points :

Manually gathering data is difficult and time consuming.

Representing any data collected often relies on endless Microsoft Excel sessions to demonstrate performance using basic measures. The data collected is fairly static and nearly impossible to interrogate.

It's challenging to get others in the business engaged using boring charts and graphs. The sight of Excel is enough to put anyone to sleep.

10am
Incident

Illustration of Assures notification system alerting the user of an incident

Maha's Story

Maha returns to her desk after the EHS plan review meeting when she receives a notification from Assure of an Incident that has happened. She opens the email which contains the key information that has been reported and a link to the digital record. The incident record within Assure contains all the information needed to review what has happened and to support investigating the causes.

Maha is confident all the information is complete because she designed the incident form with the important information being mandatory. Maha has also set up Assure so that department managers are responsible for reviewing, investigating and correcting any incidents that happen within their departments. She gets a notification because she like to know what has happened.

Configure templates to include terminology your team understands and mandate the completion of important information.

Avoid manual data re-keying from paper-based forms. Report unwanted events at point of work, no matter where you are, with offline capability.

Create your own investigation template to generate evidence that incidents have been reviewed and closed-out in line with best practice.

Define your approval process to ensure the right people are notified and review incidents that occur.

Illustration of slow and outdated forms being passed form person to person

Dean's Story

Dean returns to his desk after the EHS plan review meeting when he notices an Incident form has been left on his desk. He picks up the form and notices a large portion of the information hasn't been provided. There isn't enough information provided to review and investigate this incident thoroughly.

 

Dean takes the form to the department manager where the incident occurred to ask them to get the missing information. The form ends up being pushed from person to person, back and forth until enough information is detailed on the form. Often Dean has to chase the department managers for the forms to be returned.

Pain points :

Under reporting or incomplete information are common issues in organisations which can be caused by perceived lengthy/complex paper-based forms and reporting processes.

Getting the right information often involves reports being pushed from person to person to gather or complete again adding frustration.

Double or triple handling data is common especially when reporting to varying organisation groups.

 

 

Incidents often fall into the blackhole when approval processes are manual with accountability and responsibility not understood or accepted.

Feedback is rare with paper-based systems and often well after the event.

1pm
Audits

Illustration of Assure mobile Auditing preventing double entry

Maha's Story

After lunch Maha has an audit to conduct on the warehouse. She opens up Assure and using quick search finds the previous audit, takes a look through to refresh her memory, then grabs her tablet and Hi-vis and makes her way to the warehouse.

Once there Maha opens on her tablet the audit form she created in Assure and begins to complete. As she works her way through the form she raises non-conformance's and corrective actions as necessary. After she has completed the audit she simple submits it to the department manager for review and actioning.

Use Assure mobile to complete audits, inspections and checklists on-site.

Enter the information once, and only once. Avoid data loss with auto-save and attach photographs and documents for evidence.

Create bespoke and dynamic audit, inspection and checklist templates that mean only relevant questions are posed.

Delegate audits and resulting actions to local teams then centrally track to completion.

Identify successes and areas for improvement with simple-to-use Business Intelligence tools.

Quickly resolve corrective actions with an easy-to-use task management tool.

Illustration of manual paper Auditing causing double entry

Dean's Story

After lunch Dean had planned to conduct and audit on the warehouse. He starts by looking through his files to find the previous audit and reviews it. Dean finds there are still actions outstanding which need to be addressed. He then prints a new form he created on Excel, grabs his clipboard and Hi-Vis and makes his way to the warehouse.

Once there Dean begins to fill in his paper audit form. He notes down any new non-conformance's and corrective actions, along with the outstanding actions from the previous audit. After he has complete the audit Dean heads back to his desk to scan in the audit and send it to the department manager. Dean also updates his audit register and makes a note of the actions raised so he can keep chasing them.

Pain points :

Paper-based audits, inspections and checklists are fixed and unintuitive often missing the mark.

Visibility of the whole audit program is difficult which can lead to missed audits or noncompliance.

Double or triple handling information is common especially when identifying non-conformance, corrective actions and reporting to varying organisation groups.

Managing non-conformance and corrective actions manually can be nearly impossible and often failing quickly.

3pm
Compliance

organisational journey-illustration-2

Maha's Story

Maha gets back to her desk after completing the warehouse audit and wonders how compliant the rest of the organisation is. She quickly jumps into Assure and, using the Insights dashboards, starts to take a look each departments Audits, Risk Assessments, Training Records and other records they may have to help assess their compliance.

Using Assures Task Management, Maha also reviews the outstanding Tasks/Actions each department may have, whether they be non conformance's or new control measures required. From here she can easily see the progress each task or action has made and can simply create a new one confident in the knowledge Assure will track until complete.

Quickly and easily assess compliance using configurable dashboards that capture your key performance indicators (KPI's).

Configure reviews and approvals with status updates to streamline the process and help you stay compliant.

Assess compliance across the organisation or drill down as far as individual teams/departments.

Benchmark and demonstrate performance for external auditors and regulators.

Create, assign and track conformance with corrective and preventative actions with a structured workflow, triggered manually or automatically.

In-build escalation process can be used to ensure the those responsible for tasks not completed are not forgotten or missed.

organisational journey-illustration-1

Dean's Story

Dean gets back to his desk after completing the warehouse audit and worries how compliant the rest of the organisation is. He starts by taking a look through the large number of paper files and folders he has in his cabinets for any department Audits, Risk Assessments, Training Records and other records he may have to help assess their compliance.

It takes Dean an age to trawl through all the files and pick out the outstanding actions and tasks, and it seems like every record he looks at has something outstanding to chase.

Pain points :

Assessing compliance can be extremely difficult when relying on paper-based evidence which is often disjointed or incomplete.

Reviewing/Approving records and task management can become a full time job and detracts from actually improving health and safety performance of the organisation.

Visibility at different levels of the organisation needs additional work to create and therefore doesn't always happen.

Preparing for external audits takes an age and generally involves a large number of folders sprawled out over a table.

 

Let's Get You Started

 

Book Your Demo