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Whether you’re running a high-hazard factory or a roster of remote inspectors, you’re supposed to pay careful attention to your workers’ welfare. That’s why maintaining a rigorous schedule of safety due diligence can mean the difference between a near-miss and an expensive legal battle. This is where safety automation software can help.
Think of safety due diligence as a safety net for passing the liability litmus test. Essentially, it involves taking reasonable precautions to prevent injuries or accidents in the workplace. In the event of an accident, proving that you took preventive steps can protect you from lawsuits and fines.
On the other hand, not keeping on top of it can be costly. Between 2016 and 2017, 19 fines of £1 million or higher were issued in the UK for failure to control serious risks and hazards. Moreover, the top 20 fines cost businesses a total of £38.6 million.
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Do You Keep a Health and Safety Diary?
Recording a health and safety diary is the easiest (and most instantly available) way to demonstrate due diligence. A safety log should note specific issues and corrective actions you took. This can help show compliance. It’s true that filling up a safety diary can be tedious. However, gaps in accountability will only demonstrate your company’s negligence. This is especially true if you don’t keep your log up to date.
This is where safety inspection software comes in. Instead of entering every detail and scheduling every inspection manually, you can automate the process with automation software.
A safety inspection app with workflow automation software can keep all your data organized. This will allow you to note any findings in your log. Also, you can automatically schedule follow-up tasks from the same central interface.
Moreover, it’s important that you maintain a rolling slate of inspections, too. For example, health and safety experts recommend that these sorts of inspections be carried out at least once a week:
- General inspections of the workplace
- Sampling of processes, activities, and areas
- General inspections of dangerous processes, activities, and areas
- Incident inspections following an accident that caused injury, fatality, or a near-miss
Your workforce should conduct these regular inspections. Further, supervisors should perform safety audits every three months. Moreover, your company must conduct full annual audits to review safety as a whole.
However, since completing a diary often involves filling out the same data over and over again, the process can become monotonous. This is where automation software can make a huge difference in efficiency, clarity, and even liability.
Maintain Compliance with Safety Automation Software
There’s no room for cutting corners in health and safety due diligence. A lax attitude would put employees at risk— and their employers at the full mercy of the law. Companies must maintain compliance. But that doesn’t mean it has to be difficult.
Safety inspection automation software like Form.com helps companies move away from traditional paper-based health and safety diaries. Instead, these companies use slick mobile interfaces where processes can be automated. The whole idea behind health and safety automation software is to make performing due diligence easier. Plus, it saves time and reduces headaches.
By creating workflows, you’ll be able to assign tasks to the correct personnel. You’ll even be able to automate repetitive tasks. For example, you can streamline data fields by creating pre-filled forms. Then the automation software will schedule new tasks based on specific responses. Those are not the only benefits, though.
Here are seven more ways inspection automation software can grease the wheels of safety workflow:
#1: Predefined Processes
Task assignment ensures everyone follows the same inspection and audit process. Inspections in the field are often carried out by different health and safety personnel. One shared process prevents data inconsistencies and provides one version of the truth.
#2: Reduced Risk of Noncompliance
Automated workflows allow managers to oversee operations and create individual checklists for inspections. Approvals, comments, and changes are all documented. Further, managers can make them subject to review. Therefore, nothing will be signed off without supervisor approval. This keeps data organized and compliant with company and regulatory standards.
#3: No More Duplicate Data Entry
Safety inspection software can automate repetitive tasks. For instance, when workers need to enter the same data needs with each inspection, the fields can be pre-filled. This avoids duplication, eliminates confusion, and saves time.
#4: Key Dates Identified
Digitally tracking compliance will prevent missed deadlines. That is, the automation software will send alerts and warnings when important dates draw near. Where daily checks are necessary, this functionality is essential in ensuring that safety records are maintained.
#5: Dynamically Assigned Tasks
Task automation software allows department leads to assign safety personnel new tasks based on their specialty. From a central interface, management provides field inspectors with the necessary documentation to complete tasks and safety inspection checklists. Individuals can log into their account via a mobile app at any time and from anywhere in the world to view and check off jobs.
#6: Real Time Access to Information
Safety inspection software erases piles of paperwork. It thus eliminates the need for task completion updates by email or fax. This means that managers can view data in real time. This will hasten the decision-making process. If inspectors identify a health and safety risk factor, supervisors can quickly arrange corrective and preventive action. This keeps employees safe and downtime at bay.
#7: Simple Reporting Managed Simply
With automation software, historical data remains in one place. Therefore, overseers can easily examine reports for quarterly and annual safety audits. Data visualization makes information easier to analyze and explain in presentations. Every business should keep a health and safety diary. However, using pen and paper to do that is just begging for complications.
Automation Software Streamlines Health and Safety Compliance
In the end, workflow automation software simplifies inspections. It makes it easy to record your data for a safer, smarter workplace. So, think about ditching the calendar—and the calendar app—for something a lot more reliable.
About the Author
Alex Brown is a technical content writer for Form.com. He writes informative tech articles for various publications as well as content related to digital distribution, branding, IT, and more.