Health & Safety News

4 reasons to invest in a cloud based workplace health and safety system

kpi-header

For those who manage a workplace health and safety system in a business, it can be a HUGE headache. Typically WHS (also known as EHS software) systems are a combination of paper templates, excel spreadsheets, and isolated tech solutions – all stitched together into a faulty system that is almost impossible to report on.

From the employee or user perspective, they are just too confusing and annoying to use, so short cuts are found and taken.

As a result, it is no surprise that health and safety management can be seen as a costly, time consuming and disruptive process. Beyond being a legal requirement, it is often seen as an expense that brings little to no benefits to an organisation.

If this rings true with your organisation, perhaps it is time to revisit your current system and look at how you can leverage the latest technology to gain real value from health and safety. Yes you can reduce costs, but you can also see additional benefits that, with an old paper based system, simply can’t be achieved.

Here are 4 key reasons considered by Donesafe clients when justifying an upgrade to cloud based technology.

 

COST SAVINGS:

Elimination of multiple systems into one end to end platform:

This is quite a common scenario for many of Donesafe’s customers as they often have 3 or more systems managing some aspect of WHS, Learning, Contractor’s, Injury Management, Auditing etc, and the cost of these individual systems become significant. Donesafe WHS software has the capability to manage all safety requirements on the one cloud based platform, meaning subscription costs can be reduced. This is one of the most tangible cost savings if available.

Removal of paper based printing / documentation:

In large corporate accounts with hundreds of sites there can be costs associated with printing and managing documentation. In one customer example, printing costs were reduced by nearly $250k per annum by switching to a cloud based platform. 

Labour savings:

This can be a hard cost saving where a head count can be reduced in a department or soft (opportunity) savings where the worker may be retained but deployed on higher value adding tasks / roles within the organisation.

Improved Return to Work Outcomes:

There is strong evidence that a well managed claims and RTW process leading to improved outcomes for workers return to work sooner reduced costs of managing the worker absence. By pre-empting injuries, employers save money on medical expenses, the injured workers wages, insurance claim excesses and replacement labour.

 

COST AVOIDANCE:

Measurable exposure to claims:

Without automation and notifications Legal / HR may not be aware of incidents until much later (after key data has been lost, forgotten or personnel have moved on) thereby exposing the business to settlements. This is primarily because they are unable to provide evidence or sufficient investigation details. Donesafe has one client that cited this as the key business benefit as a typical claim for them was approx $100k.

Avoid the need to hire additional resource:

Often the WHS team is under resourced.  Having a system that can assist with administration, delegation of triage and actions can really assist with workload in a meaningful way. The need for hiring additional resources is cleared.

Efficiencies and rework:

This can be hard to accurately quantify, however often issues arise from hazards or problems that have not been dealt with immediately. Administration and chasing of staff can consume valuable resources. We frequently hear clients taking days to create monthly reports or searching for data across the organisation for management reporting, demonstration compliance for tenders etc.

Insurance penalties:

Some insurers impose timeframes around notification of incidents (also called events) for claim approval. In some cases if incidents are not reported in a timely fashion claims may be denied or reduced.

Increased insurance premiums:  

Businesses with a low injury rate may have a significant premium increases as a result of marginal increases in incident and injury rates. We see premiums in some extreme cases go from $1million to $2million in the space of 24 months as a result of only 15 LTI compared to 10 in the past.

LEADERSHIP / CULTURE

Building a culture around safety engagement:

A company that has the latest technology in health and safety systems is viewed favourably from the outside. This has multiple advantages for a company;

  • Be seen as an employer of choice – a modern health and safety management system is often introduced where companies are striving to gain a competitive advantage and attract the best talent.
  • Leverage a strong culture around communication, engagement and efficiencies that often goes beyond the health and safety management system.

PR or Reputation:

Enhancing the organisation’s reputation or reducing reputational damage as a result of incidents and market perceptions around compliance and safety.

 

PRODUCTIVITY THROUGH AUTOMATION

Automation has become increasingly popular amongst companies for its benefits in productivity. A huge amount of time can be saved by automating repetitive work. For example, imagine ‘Employee A’ fills out an incident report. In a non-automated system, the employees safety manager would need to file this report, notify the manager of ‘Employee A’, perhaps fill out an additional hazard report off the back of the incident, and then enrol ‘Employee A’ into a training to prevent incidents in the future. 

While increased productivity is a huge bonus, the argument for implementing an system that automates safety actually circles back to improving workplace safety itself. Some areas of improvement include response speed to incidents or hazards, prevention of dangerous processes and situations, and improved safety planning.

See how Donesafe automations work

And as always, keep safe out there.


By Donesafe at Donesafe.com

For a paperless, jargon-free business safety solution that you can manage from your phone, click here to get in contact and ask about how you can try Donesafe for FREE or visit our features page to find out more.