How to Choose the Best EHS Software for Your Organization
September 23, 2024
Selecting the right Environment, Health, and Safety (EHS) software for a growing midsize to enterprise organization is critical to improving safety culture, compliance and operational efficiency. As an EHS professional, you know that you need to deal with a wide range of challenges on any given day – from routine inspections, review of safety procedures, to replacement of protective equipment and often the unexpected safety issue that needs to be addressed before someone gets hurt, or worse.
At times, managing all these elements within a safety program can be daunting. And you know the adage – you can’t manage what you can’t measure? When is the last time that you believed you had the most up to date and accurate safety data from the front lines of your operations?
If you’re a seasoned EHS professional, or even a rising star starting out on your safety management journey, you’ve thought about implementing an EHS software platform that can alleviate some of the stress of managing a complex safety program. But with so many vendors, and so many value propositions out there in the market today, what do you look for? Which are the most important criteria to consider for the immediate needs of today, while making sure the solution is future-proof (and boss-proof) to provide lasting value to not only the EHS team, but other business stakeholders as well?
The good news is, we have done some of that homework for you. In this blog article, we have combed through years of customer experience and real-life success stories to build a quick primer on how you can choose the best EHS software.
Grab a beverage of choice, sit back and enjoy the post. Remember, selecting an EHS software platform is a journey not unlike the journey of managing an EHS program. Certain capabilities and functionality may be more valuable depending on where you are in your EHS journey – and where along the maturity spectrum your EHS management system lies. Here are a few things to look for when choosing EHS software.
Scalability and Flexibility
No organization is static, or we would all be managing EHS programs with a 3-ring binder. Your organization’s needs will grow and evolve and your EHS software must be able to scale accordingly. The chosen software should handle increased data volumes and users without compromising performance and can tailor to the specific EHS use cases that are a priority for your industry and business.
What to Look For:
- Customization options that allow you to tailor the software to your specific EHS use cases and workflows.
- The ability to add new modules or features as your company expands and your EHS management program evolves.
- Cloud-based solutions that offer scalable resources on-demand.
- The ability to integrate with business software solutions like ERP and HRMS to streamline employee management and reporting.
Integration Capabilities
Effective EHS management relies on seamless data flow across various departments and systems. Integration capabilities ensure that your EHS software communicates effectively with other enterprise systems like HR, ERP and CRM. Siloed EHS data not only limits an organization’s ability to proactively manage risk, but it can also prevent EHS leadership from accurately reporting on the value of their EHS investment across the business.
What to Look For:
- APIs and pre-built connectors for popular enterprise software.
- Case studies or testimonials showcasing successful integration.
- The flexibility to develop custom integrations as needed.
- A robust data infrastructure that can handle high volume data transfer and reportin.
User Experience
An EHS management system, and more importantly the data it yields about your EHS program, can be severely impacted by poor end user experience. Front line workers demand intuitive applications and tools that blend seamlessly with their daily activities. Software that demands users switch contexts, navigate confusing workflows or is unavailable out of network range brings them out of the flow of work and inhibits their ability to be efficient with safety tasks. More than ever, safety professionals are demanding tools and applications that work as well as any application they use in their personal lives.
What to Look For:
- Intuitive navigation and user-friendly design.
- Mobile-friendly interfaces for easy access.
- Comprehensive training materials and support.
- Seamless online and offline support especially on mobile.
Compliance and Reporting Tools
Compliance and reporting, the “heartbeat” of EHS, takes up a substantial chunk of daily EHS program management and can be a significant pain if managed in spreadsheets, paper forms, or email. Efficient program management demands the ability to instantly retrieve proof of compliance with regulation, submit reports to regulatory bodies and management and substantiate reporting with supplementary documentation and audit trails. This is where EHS software can have tremendous value – by not only organizing information and making it easily accessible for reporting, but also building consistency through templates for repeatable and consistent data capture.
What to Look For:
- Automated compliance tracking.
- Customizable reporting templates.
- Efficient documentation and audit trails.
Innovative Technology Solution
EHS software can produce additional business value if complimentary innovations are integrated. Depending on your industry, business needs and specific use case, innovations like AI can analyze your safety program data to predict and prevent SIFs and other risks in your operations. Real time IoT integrations can help not only track equipment performance but also log operational data in the EHS system for maintenance and audit purposes. Innovative computer vision solutions can leverage your existing CCTV infrastructure to look for near misses, ergonomic risks and other unsafe behavior that might be missed through your existing reporting protocols.
What to Look For:
- AI and machine learning for predictive analytics.
- IoT integration for real-time monitoring.
- Cloud-based data infrastructure for cross-enterprise data exchange and reporting.
- Computer vision solutions to capture unseen operational risks.
Mobile Accessibility
EHS management doesn’t happen at a desk – it happens on the front lines, on the road, in the field and anywhere your business operates. Front line workers and EHS managers need mobile tools to allow effective observation and reporting anytime, anywhere, with or without network connectivity. Intuitive data capture tools should include geo-aware reporting of incidents, voice to text capabilities and image capture for efficient and accurate incident and observation reporting.
What to Look For:
- Robust mobile applications for front line teams to take efficient ownership of day-to-day safety reporting, including incident reporting, auditing, inspections and job safety analysis.
- Offline functionality for EHS data capture in remote areas.
- QR code capabilities for quick access to operational documentation, reporting templates, compliance and support materials.
Customer Support and Training
Choosing the best EHS software isn’t just about the software itself. A total solution that includes robust support from your EHS vendor is just as important. As with any software as a service, new capabilities will continue to be made available, which present an opportunity for training and support. Look for knowledgeable service and support teams well versed in EHS workflows who can help unlock maximum value from the solution. When choosing an EHS vendor, look for an active user community of EHS professionals to share insights and best practices.
What to Look For:
- Dedicated customer support teams.
- Regular training sessions and webinars.
- Active user community and support forums.
Choosing the best EHS software involves evaluating scalability, integration capabilities, user-friendliness, compliance features, innovative technologies, mobile accessibility and customer support. Real-life case studies from Intelex demonstrate how these considerations translate into tangible benefits across various industries. By leveraging Intelex’s proven solutions, organizations can significantly improve their safety culture, compliance management, and overall operational efficiency.
