What to Look for When Choosing H&S Software for Your Team
Ensuring the health and safety of your employees isn’t just about compliance with the law. It’s also about investing in their well-being, boosting productivity, and thus setting up your business for long-term success.
The good thing is that instilling a culture of safety is a little more achievable nowadays. For one, quality health and safety training has become more accessible to both organisations and individuals. There is also health and safety software that allows you to manage incidents, assess risks, and analyse root causes, among others, so you can develop more robust H&S policies.
Speaking of software, if you aren’t using health and safety software in your company yet, now is the time to invest. It’s a key tool for developing and supporting long-term health and safety goals, and it also makes your H&S team’s job much easier.
To help you decide on which H&S software is the best fit for your company, here are a few things to consider:
No matter how “techie” your employees are, any new software will still take a bit of getting used to. You want to shorten this learning curve as much as possible so that you can maximise your investment.
With health and safety software, you want something that’s easy to navigate and understand. Think of the least tech-savvy person in your team; the H&S software you choose must be something that even they can use intuitively.
Pick something with a clean user interface (UI) that is uniform across multiple platforms (i.e., desktop and mobile devices). This is crucial for a seamless experience, which can in turn encourage frequent and proper usage.
The UI should also be adaptable, which means that it should change depending on the role of the user. For example, the H&S administrator should have access to a full suite of features; meanwhile, a team member should only be able to file incident reports and check existing policies.
Capacity and Accessibility
Of course, you don’t want accidents to happen—much less multiple ones simultaneously. However, you need to be prepared for every eventuality. Thus, you need your H&S software to be able to accommodate a maximum number of users at a time.
You should also consider where you want your people to be able to access the software. If your line of business involves fieldwork, it’s best to find H&S software with cloud services.
Device access is also crucial. At the very least, H&S software must be compatible with different web browsers and can be used smoothly on both desktop and mobile. It doesn’t have to have an app, although this can certainly be useful for field workers.
A few more useability and accessibility factors to consider include a work offline function and single sign-on to access all features.
While the overall goal of health and safety policies remains largely the same for every company, the approach will still be different. As such, it’s beneficial to have a fully customisable H&S software so that you can align it with your ways of working.
In addition, a customised system can help evoke a sense of ownership. This can improve user experience and engagement, which is something you want out of such an important software investment.
Some of the features you want to look for include:
- customised metrics
- customised reports
- personalisation, e.g., colours, font size for readability, etc.
Integration is an important consideration for any software, not just H&S. That’s because your organisation, like many others, is likely already using other software for different business functions.
Without integration capabilities, you’ll be left to manage a mishmash of individual programs and systems. Thus, it’s best to choose a health and safety software that can integrate with as many third-party programs you’re using as possible. These include HR management systems, risk management software, and even email.
Ultimately, this will result in time and cost savings, more streamlined processes, and easier data management. It can also contribute to greater productivity.
Ideally, your in-house IT department should be able to troubleshoot and maintain your chosen health and safety software. Calling the provider whenever something goes wrong is time-consuming and can also be bothersome, especially for minor issues.
Nevertheless, your health and safety software provider should also be prompt in providing assistance when you need it. Check their contact information and see if they have a dedicated channel for handling technical issues.
Support also means being able to provide continuous updates over the years. Remember that along with technology, your company also evolves. This means that both tech best practices and your company goals will change in the future.
In short, you need an H&S software partner who will be with you every step of the way. They should work towards understanding your specific needs and helping you find the best solutions for them.
Keep these criteria in mind when you choose H&S software. This will help you find the perfect partner in promoting workplace health and safety, as well as in cultivating a safety-oriented culture.