Fulfilling standard compliance and safety incident reporting requirements can be stressful and tedious for anyone, but using generic technology can make the process even worse and the workflow unmanageable. You need to think about regulations, hazards, monitoring change, risk management, complying with jurisdictional requirements, audit … the list goes on. Creating a robust safety culture doesn’t happen without ensuring that you are using an efficient and proactive management system.
Outdated technologies have been inefficiently leveraged to support a paper-based system for reporting injuries and accidents at work. There are simply too many moving pieces and occupational risks that must be taken into consideration to rely on spreadsheets. As organizations grow, processes become more complex and integrated. Antiquated safety management systems are unable to scale and provide your organization with tools for proper reporting workflows and incident management.
What are the dangers of using outdated incident reporting tools?
- Lack of immediacy and real-time visibility. Records are rarely completed immediately after an incident occurs. Every moment that passes between the time of the occurrence and implementation of corrective or preventative action is an opportunity for that incident to happen again.
- Siloed data. Using a conventional approach means the safety incident data is recorded by a primary/secondary source on paper, given to a third party for entry into a spreadsheet, and then moved to another party for integration into the master form. Considerable time and energy is put into manually entering the incident details which now exist in various siloed databases.
- Near-misses and minor incidents overlooked. Since each incident requires considerable time and resources, safety professionals and individuals are less likely to report minor incidents and near misses. That data is critical for avoiding significant workplace hazards in the future.
Now that we’ve gone through why outdated methods don’t work, here’s something that does: specialized safety incident reporting software solutions. They can replace manual reporting to increase efficiency, enable safety personnel to focus on implementing corrective and preventative measures, and empower businesses to reduce costs associated with lost time. Having a management system that can automate the workflow will promote an organizational safety culture efficiently and can simplify your workflow.
How incident management software can help:
- Real-time data visibility. All data is input in a centralized database and the safety coordinator doesn’t have to wait for monthly reports to identify trends and weaknesses within the safety program. Real-time dashboards, scorecards and reports help safety personnel visualize data.
- Fulfill regulatory requirements. A software solution will enable an organization to generate customized reports that address jurisdictional safety reporting requirements. Timely, accurate and comprehensive output can eliminate the risk of facing substantial fines imposed by regulatory bodies as a result of poor reporting.
- Root-cause analysis & corrective and preventative action. Some solutions come equipped with a tool that will help the organization quickly identify and isolate the root cause of safety incidents. From there, a comprehensive system will provide fields to enter corrective and preventative actions and assign those to an individual to implement, thus establishing accountability.
Using a safety incident reporting application can streamline safety incident reporting procedures. It can enable your organization to quickly respond to safety hazards, prepare instant and automatic reports, and boost ROI by minimizing lost time.