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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.
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.
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.
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
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.
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.
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.
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.
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.
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.
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.