WHAT IS THIS GUIDE ABOUT?
Health and safety software is quickly becoming a vital part of the IT package for many businesses. But what exactly is it and what benefits can it bring to your organisation? To answer this question, we have created our Ultimate Guide to Health and Safety Software.
This resource will cover a wide range of topics, including switching from paper to software, choosing the right system for your business and using software to improve employee engagement with safety. We have also included an FAQ with overviews of how safety software can help in specific industries.
Whether you are tired of wasting time sifting through piles of paper or are thinking about gaining a health and safety accreditation, this guide has everything you need to know on how software can help you.
5 MINUTE GUIDE TO MODERNISING HEALTH AND SAFETY SOFTWARE
This infographic gives a 5 minute guide to modernising your health & safety management system and gives you all the information you need to understand why organisations of all sizes are adopting safety software to modernize and streamline their health and safety processes.
Highlights of the infographic include:
- Why businesses are switching to health and safety software
- What benefits your business can expect from changing over
Click below to see a more in-depth look.
PAPER TO SOFTWARE - 7 REASONS TO CHANGE
If you find that your health and safety management processes are drowning in paper, we put together 7 reasons to consider when making the change to a H&S software.
Dealing with mountains of paper or unwieldy excel spreadsheets is not ideal, especially when looking for an important document. Whether its an inspection report, audit or a risk assessment, the last thing that you want is to waste time hunting for a document when important actions have to be taken.
In an increasingly digitized world, keeping your safety management on paper is becoming less and less viable.
In this article, we explore a few reasons why you should consider making a change to a cloud-based H&S software for your business. Examples of topics covered in this article include:
- Why paper-based H&S systems just aren’t enough anymore
- The ways that employer and employee productivity improve with software
Click below to read our reasons for making the move to a safety software solution.
CHOOSE YOUR OWN ADVENTURE - BUILD VS BUY
You’ve decided that your organisation needs a health and safety software solution. There are many different options available to you now, but will you make the right choice?
You’ll hear a lot of differing opinions as to whether its better to build a software solution yourself or bring one in. See our perspective on why a cloud-based safety system could suit you. Highlights of our infographic on this topic include:
- The difference between managing your own in-house software vs. a cloud-based system
- How to choose the best option for your business
Click below to see the key differences.View Infographic
A connected health and safety system can make your worklife a lot easier.
While digitization is an important first step, if you want the best out of your health and safety system it might be time to consider a connected processes model.
A connected H&S system can make your worklife a lot easier. Here, our infographic explores a list of benefits in using one. Highlights include:
- What is a ‘connected’ health and safety system?
- How your safety management can be made simpler through using our connected system
Here, we have created a list of benefits to using a connected health and safety system:Learn more
GDPR FOR HEALTH AND SAFETY PROFESSIONALS
GDPR has come into force and Health & Safety professionals need to be aware of what it means for them and their organisations.
Your HR department are probably up to speed with this. They’ve probably been sent on courses. Your IT experts are likely to have had specialist input on how to make sure they comply. If you’re UK-based, GDPR will still apply post-Brexit.
Even if you only collect data for use in your department you can’t afford to ignore GDPR. Here’s an overview of what GDPR means for health and safety professionals. Highlights of the article include:
- What GDPR has in store for health and safety management
- How to make sure that your business is compliant with the new rules
OUR SOFTWARE SOLUTION
At Effective Software, our system of modules is designed to cater to all your health and safety management needs. Our modules can work as standalone entities or as a powerful, fully integrated system. We offer 12 modules as well as 2 apps, Report-On-Site and our mobile safety app Engage.
The modules are supported by our system features, all of which work together improve the users experience.
Our software provides an easy, accessible way to share information and increase employee engagement in health and safety processes across your organisation.
IS OUR SOFTWARE A GOOD FIT FOR YOU?
We work with businesses of all sizes across a wide range of industries. We focus on providing the following core services to our users:
We want to help you take your safety procedures to your mobile devices. Our Engage app allows you to report hazards and observations is an easy-to-use way, wherever your location. Learn more about Engage
Its our goal to be as up front and honest with you as possible, no matter what stage of the purchasing journey that you are at. We DO NOT calculate pricing based on the number of admins that you have, and we have no secret or hidden costs.
We are incredibly proud of our award-winning Customer Success team. They work hard for our clients every step of the way, from implementation and onboarding to any system queries they might have.Request a Demo
CLEAR AND TRANSPARENT BENEFITS OF EFFECTIVE SOFTWARE
Investing in a software solution can be a nerve-racking experience. It is of utmost importance to have clarity on all aspects of costs and benefits involved with transforming your health and safety management system to the cloud.
This is why we’ve created a quick infographic that will empower you with the information to make the best decision for your business. In this, you will learn:
- Why customers are choosing us
- An honest view of what our customers can expect when dealing with Effective Software
ENGAGING YOUR WORKFORCE
If you want health and safety to truly matter to everyone within your organisation, its vital to make sure that all employees are engaged with it.
What do we mean by ‘engaged’? It can be as simple as making sure that employees can report hazards or incidents with ease or that they are supported by management in successfully conducting safety tasks. It can also extend to fostering a positive safety culture in the business.
To truly engage employees, its important that they feel like participants in safety processes, as opposed to treating them like drones who should blindly follow orders.
We want to make participation in health and safety as easy as possible for all employees. To achieve this, we have developed our Engage mobile app. Engage allows users to quickly record and submit observations and incidents through a social media-style app. Not only does this open health and safety up to everyone in the organisation, but it eliminates tedious paper-based reporting.
See this short video for more on Engage and our new Insights feature, which gathers and visualises your collected data:
DOWNLOAD OUR FREE WHITEPAPER
Looking to engage your workforce in health and safety but don’t know where to start? Download our FREE whitepaper today!Download Now
BENEFITS OF FULL USER CONFIGURATION
User Configuration can be a powerful tool when using a software system.
Our health and safety management software lets you control the level of access granted to users. Take a look at this guide to our systems user configuration capabilities. Highlights of this infographic include:
- What we mean by ‘User Configuration’
- How the Effective system can be configured to suit your needs
TRANSPARENCY OF YOUR DATA
Control and access to data is a worry for many businesses, and a factor in choosing to implement a health and safety software. This infographic will answer some of the key questions you may have about your data when working with our health and safety software system.
Highlights of this infographic include:
- The answers to some of your key data security questions
- The measures that Effective Software takes to keep your data secure
NEXT STEPS TO IMPLEMENTING A SOFTWARE SOLUTION
Here we take you through a quick breakdown of what you can expect from Effective Software’s onboarding journey.
As an Effective Software customer, we are here to support you in getting the most out of our health and safety management system. Onboarding is one of the most important parts of your customer journey, and this infographic will show you how the Customer Success team will guide you through the process.
Here’s a quick breakdown of what you can expect from our Health and Safety software’s Customer onboarding journey:
- The typical timeline and milestones of getting you up and running with Effective Software
- The key people who will guide you through your onboarding journey
Sites Using Effective Software
Hazards Reported in 2018
McAleer & Rushe Case Study
McAleer & Rushe worked closely with the Customer Success team in Effective Software. They took the company’s need to focus on hazard spotting and incident reporting very seriously, and always aimed to support their team as much as possible. The team work between McAller & Rushe and Effective has been one of the greatest benefits.
Frequently Asked Questions
What is a health and safety management system?
A safety management system is systemic approach to managing health & safety and ensuring that companies are in complete compliance with all current H&S legislation. A health and safety management system should be able to cover the entirety of an organisation’s occupational health and safety process.
This includes the health and safety workplace policy in the company, the process for accident & ill health prevention and the practices, procedures and resources for developing and maintaining the occupational H&S policy.
Why is a health and safety management system important?
Without a structured system for health and safety, you are swimming against the tide. Safety management systems ensure that when a task is carried out in your workplace, every precaution has been taken to reduce the likelihood of there being an incident. Minimising risk to your own employees is crucial to the function of your business and reputation. Preventing incidents and reducing risk in the workplace form the tip of the iceberg in what an effective safety management system can do.
Health and safety management systems enable the planning of health and safety, including the training needs and resource requirements. This all promotes business efficiency and can reduce costs in the long run.
Organisations need to be up-to-date and aware of legislation. Without clear compliance of the latest legislation, expensive fines and prosecutions can result. Health and safety management systems help ensure that your business commits to compliance and communicates requirements to all employees.
Nowadays, having a certified health and safety management system can often be an essential requirement for businesses in tenders. This means that safety management systems are becoming essential for general business.
What is health and safety software?
Health and Safety software is a centralised, cloud-based health and safety management system that makes it easier to manage and share compliance data, tasks and actions throughout an entire organisation. The all-in-one safety system allows you to quickly create and assign tasks, easily share updates and reports, and monitor the status of all compliance activities at a glance.
What is EHS Software?
EHS is an acronym for Environment, Health and Safety. Environment, Health and Safety (EHS) Software supports the management of safety and occupational health processes. This allows organisations to minimize risks and comply with appropriate EHS regulations.
What is OHS Software?
OHS is an acronym for Occupational Health and Safety. Occupational health and safety software, like EHS Software keeps track of all health and safety data and provides the means to run analysis and trending reports to manage the health and safety of your employees.
What is SHE Software?
SHE is an acronym for Safety, Health and Environment. It is considered an interchangeable term with EHS. SHE Software allows the management of Health, Safety and Environmental processes in an organisation.
Why is safety software important?
H&S software assists in the improvement of management and regulatory compliance. An effective safety software can do this by improving reporting efficiency and data collection. As the software streamlines health and safety data and collects this in one centralized system, data reporting is greatly improved.
Having all your health and safety data in one single, centralized location allows you to log incidents easily and create incident reports quick and efficiently. This allows organisations to track, manage and analyse workplace incidents so they can be avoided in the future.
An effective safety software can create a safer working environment by greatly reduce the risk of adverse events, reputational damage, penalties incurred and litigation. This is delivered by planning, doing, checking and acting at every step of the cycle, allowing full control and visibility.
Health and safety software allows organisations to gain more insight into your safety performance and helps identify high value activities that may need more time invested in. It will also ensure actions are followed up and closed out from anywhere. All this proactivity promotes a zero-harm safety culture with more time for planning and control.
Cutting out the paperwork involved in an inefficient safety management system greatly improves productivity through improved moral and reduced lost time.
Health and safety software for small businesses
Small businesses make up the majority of businesses in the UK & Ireland and face many of their own unique challenges. One challenge that they face in common with larger organisations is the requirement to provide a safe and healthy workplace. The legislation and moral responsibility around health and safety in small businesses applies as much as in any large organisation.
One common health and safety requirement for small businesses is to have a Safety Statement. This is a written document that specifies how health and safety is going to be managed within a business. Also contained in this document are your risk assessments and the control measures needed to minimise risk in the workplace. Check out this handy workplace health and safety toolkit for small businesses that the HSA provide.
Low-risk business that are small will find it easy to complete risk assessments to help in making the workplace a safer place. However, other smaller businesses that are working in high-risk sectors may need more resources and would value in investing in a cloud-based health and safety management system.
Health and safety software for large businesses
Health and Safety presents specific issues for large businesses and organisations. A large business may be spread across several sites countrywide, or even internationally. Even having the majority of staff centralised in one location has its difficulties in terms of health and safety.
As with small and medium-sized businesses, it is vital that large organisations have a Safety Statement. This is a written document that specifies how health and safety is going to be managed within a business. The measures contained within this document must comply with all relevant laws and regulations. In terms of the financial cost of non-compliance, large organisations certainly have a lot to lose.
A dedicated safety software can go a long way to streamlining safety processes in a large business. It can provide management consistency across multiple sites and makes sure that everyone is following the same rules. This also applies when contractors are being used, so that you can ensure that their processes and SOPs match your own. Bringing in a health and safety software can also facilitate better communication between departments in a large business. See more in our 5 Minute Guide to Modernising Health & Safety Tech.
Adopting health and safety software in industries
Major industries all have complicated needs and different processes. A good Health and Safety management system should be able to accommodate these needs and adapt to your business structure. Here area few examples of how software can work in a selection of industries:
Construction health and safety software
The construction industry in the UK and Ireland contributes over £100 billion to the UK’s and Ireland’s economies and employs over 2 million people. The construction and engineering industries in the UK and Ireland are some of the biggest industries prone to hazards and incident potential. This is made worse if there is a poorly managed health and safety system in place. Some of the most frequent incidents on construction sites include falls, collapsing materials, incidents with site materials and contact with overhead power lines. Despite an encouraging trend of a reduction in injuries and occupational health in the past 20 years, there is a lot more room for further improvements. Health and Safety software in the construction industry is one way of getting there.
Effective Software is currently working with many construction and engineering companies of all sizes to improve their overall health and safety procedures. Our customers are benefiting from using our safety software through the creation of a zero-harm safety culture, allowing greater access to safety data across an organisation, saving administration time on low-value activities and reducing management costs including administration costs, lost time spent, insurance premiums and solicitor’s fees.
Manufacturing health and safety software
According to the EEF, UK and Ireland’s manufacturing industry employs over 2.6 million people and contributes on average a massive 10% of GVA. It goes without saying that the manufacturing industry has higher than normal risk of injury and risk. Despite an encouraging trend of a reduction in injuries and occupational health in the past 20 years, there is a lot more room for further improvements. Today, Health and Safety management systems need to be much more efficient and flexible to accommodate to changing environments and regulations. Health and safety software in the manufacturing industry allows for these continuous changing environments and regulations.
Effective Software work with many well-known manufacturing businesses to streamline their health and safety processes. System users have highlighted the functionality of the software as a major benefit, including using it as a data aggregator to identify areas of concern. Many users in the manufacturing industry have identified the Risk Assessment, Incident and Training modules as bringing about major improvements to health and safety in their organisations.
Housing health and safety software
Housing Associations in the UK and Ireland provide over two and a half million homes for more than five million people. The housing sector in the UK and Ireland is not a sector to have a poorly managed health and safety system in place. Due to the nature if the industry, safety of clients and employees is of the most importance. We have found in our experience with our customers in the housing industry that they tend to need a highly flexible health and safety system in place.
Users of our software in housing associations have noted how it has changed their auditing procedures for the better. They no longer have to file through reams of paper and contact staff from around the country to conduct an audit. This leads to significant time saving in administration. Proving compliance and duty of care are core tenants of the housing industry, and users of the Effective system have identified its strong reporting features, Audit and Risk modules as helping them to meet expected standards.
Food & Beverage health and safety software
The food and beverage industry is recognised as the largest manufacturing industry in both the UK and Ireland with an estimated turnover of over £95 billion and employs approximately 400,000 people. In the past 20 years, there has been a remarkable reduction in injuries and occupational ill health. Despite this encouraging trend, a targeted effort is required to ensure further reductions. HSE research indicates that positive steps by management could have prevented injury in about 70% of incidents, and action by workers a further 10%. These positive steps for companies in the food & beverage industryshould lead to a path to health and safety software.
Our customers in the food and beverage industry have emphasized the benefits that the Effective system has brought to their reporting procedures. The incident module in particular is used to conduct accident investigations much more effectively and gets all levels of the business involved. The overall usability of the system is something that is frequently praised by clients in this sector. Easy adoption of the system in a business leads to more employees becoming engaged with safety faster.