(Newswire.net — November 17, 2021) —
Choosing the best EH&S or EHS software for your company is similar to choosing the right pair of trousers. There are a lot of possibilities to pick from, and there isn’t one that stands out as the greatest right away. You want a system that is comfortable to use, durable, and, ideally, fits within your budget. Most significantly, it must be well-fitting—it must be consistent with your organization’s style and cover all of the requirements.
Comparing EH&S or EHS software isn’t quite as simple as trying on different pairs of jeans. It takes a lot of time and work to assess your EHS needs, weigh the numerous options available, and successfully implement a solution. If you make the wrong decision or invest in a platform without doing your homework, you could end up with something that either restricts your workforce or exposes you to regulators like the Occupational Health and Safety Administration.
So, how can you select the best EHS software—one that’s cost-effective, fits your people and organization, and has the perfect blend of workforce management and compliance features?
We’ve put together a simple guide to help you figure out how to choose EHS software. Continue reading to learn how to navigate the market, how to comprehend the link between EHS software and OSHA compliance, how to compare different options, how to integrate software into your company, and more.
What Is EHS Software and Why Is It Necessary?
EHS is an acronym that stands for environment, health, and safety. It includes everything your company does to keep employees safe on the job, including training employees, preventing accidents, treating injuries and illnesses, providing personal protective equipment, keeping safety data sheets, cleaning up spills, and so on.
You can try to accomplish all of this manually with binders and spreadsheets, but you shouldn’t if you have more than a few people. Companies that rely on manual EHS processes are more likely to fall short of industry standards. When compared to ordinary employers, their employees are more likely to become ill or injured, take longer to resolve problems, and face larger legal and financial risks. The costs of manual EHS are enormous, including workers’ compensation claims, regulatory fines and penalties, expensive ex-mods, staff turnover, reputational damage, and stymied productivity and innovation.
EHS software helps you remain on top of things and manage employee health, safety, and compliance with ease. It can increase employee safety and productivity by providing improved visibility into your EHS program, keeping you up to date with changing rules, streamlining operations, automating time-consuming activities, reducing or eliminating paperwork, and minimizing risk.
Furthermore, OSHA and other government agencies are progressively requiring firms to use EHS compliance software. A manual EHS program is frequently the first sign of major health and safety problems to an OSHA inspection.
How EHS Software Solutions Differ
After you’ve learned about the purpose of EHS software and the advantages of utilizing it, you’ll need to figure out which type of EHS software is best for your company.
Do you require a comprehensive safety and compliance platform or a bespoke solution for a specific process? Will you primarily use it to manage incidents, train employees, preserve records, create data, or all of the above—or none of the above? Is it possible to use something off the market, or will it need to be custom-made for your company? Should it be installed on devices or made available as a SaaS (software as a service) in the cloud?
Clearly, there’s a lot to learn and think about here. You might even try to construct one in-house if you don’t want to go to the trouble of finding the appropriate system for your company. This, on the other hand, is akin to sewing your own pair of jeans: it’s possible, but it’ll take a lot of time and effort, and if you don’t know what you’re doing, it’ll end up looking sloppy and almost certainly falling apart. Instead of trying to design an EHS management and compliance solution in-house, the great majority of organizations should go for an existing one.
Features to Look for in EHS Software
With that in mind, here are some key characteristics to look for, as well as some questions to ask to minimize your search:
Key EHS Software Feature 1: Inspections and Audits
Any EHS software solution’s first and possibly most crucial purpose is to tell you what’s going on at your facilities right now. You must be aware of any current issues or loopholes in your safety and compliance program, as well as what is working and what needs to be addressed. EHS software should make this process easier and ensure that it happens on a regular basis.
When looking at EHS software, consider the following questions:
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Will this make auditing and inspections easier? Is it any more convenient than doing them by hand?
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How does the software keep track of and save the results of routine safety checks?
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Are there any audit checklists that have already been created?
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Can the software assist us in prioritizing our most vulnerable areas?
Key EHS Software Feature #2: Corrective and Preventive Actions
After you’ve completed an audit or inspection, you’ll need to assign corrective actions, or repair the issues you found. Ideally, you’ll also be able to take proactive measures to address possible problems before they worsen. By automating workflows, assigning personnel to conduct corrective and preventative actions, prioritizing tasks, issuing reminders, and tracking the outcomes of activities, the finest EHS software systems make this part a breeze.
When looking at EHS software, consider the following questions:
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Is this something we might use to quickly assign corrective and preventive tasks after an audit or inspection?
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What criteria are used to assign corrective and preventive actions? Is there a method that is dependable and repeatable?
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How will we know which staff will be in charge?
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Will people be reminded automatically if they don’t take action?
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Is there a citation and regulatory requirements and recommendations feature in the software? Is every level of government—federal, state, and local—protected?
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Is it possible to monitor the progress of corrective and preventive activities in real time?
Key EHS Software Feature #3: Incident Management
Accidents, injuries, and illnesses can occur at any time. You should be able to respond to and handle those situations as promptly as possible using your EHS software. To enable both quick response and appropriate reporting, you must be able to record information and collect all necessary facts. Instead of adding needless processes, the tools you employ should facilitate this process.
When looking at EHS software, consider the following questions:
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In the event of an accident or illness, how will this assist us?
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What kind of data does the software collect?
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Is it possible for employees to record and handle incidents on their mobile devices, or do they need to check in to the software on a desktop computer?
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Is there a way to automate and standardize the process with pre-built wizards or automated workflows?
Key EHS Software Feature #4: Training
Many EHS software solutions fall short in this regard. There are only a few products on the market that offer comprehensive, high-quality EHS training. As a result, many companies are obliged to use both an EHS management solution and a learning management system (LMS), giving employees a disconnected experience. Information is stored in two systems that are frequently out of sync with one another and may even be in conflict.
When looking at EHS software, consider the following questions:
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Is training included with this solution?
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If that’s the case, what topics are covered?
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What method is used to deliver the training?
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When was the last time the information was updated?
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Is there any usage of real-life examples in the training?
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Is it well-designed in terms of engagement and retention?
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Is it available in a number of different languages?
Key EHS Software Feature #5: Compliance and Recordkeeping
Your audits and inspections, corrective and preventive activities, and incident response are all important to OSHA and other regulatory agencies. A solid EHS software solution will contain all of your health and safety records and will assist you in maintaining compliance, reporting data, and responding to regulators’ enquiries.
When looking at EHS software, consider the following questions:
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Is this going to make it easier for us to fill out and file OSHA logs (Forms 301, 300, and 300A)? Are there any other regulation forms that you can think of?
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How can I ensure that all records are accurate, full, and current?
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In the system, where are records kept? Is it possible to rapidly bring them up if needed?
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Who will have access to this information within our organization? Is it possible to give various users different permissions in the software?
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Is it possible to keep records for at least five years with this system?
Other Factors to Consider When Choosing EHS Software
The characteristics listed above are some of the most important elements that distinguish the best EHS management software from the others, but there are many additional factors to consider, such as:
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Cost: What is the cost of the EHS software? Do you believe the price is reasonable in comparison to the benefits provided by the software?
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Structure of costs: Will you pay for this program in one single payment or on a monthly or yearly subscription basis? Are there different price tiers for different types of organizations and/or different features available?
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Accessibility: Which devices does the software support? Is it available for download/installation on computers or as a SaaS or other cloud-based application? Is there a separate app for mobile?
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User-friendliness: Is the software easy to use and understand, or is it clumsy and bloated? Is it equipped with the appropriate functionality for each user? Is it simple to learn?
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Customizability: Consider this the “Apple vs. Microsoft” debate. Is the software able to be customized for different users and environments?
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Supportiveness: Is the software vendor available to answer inquiries and troubleshoot problems if they arise? What do their customers/clients think of their service?
Finally, think about what you’re getting for your money: Is it solely software, or does it include both software and services?
Industry-Leading EHS Software from CloudApper Safety
Now that you’ve established a solid set of standards for evaluating EHS Software solutions, put CloudApper Safety to the test. With CloudApper Safety’s EHS Software, you can:
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Automate manual operations. You’ll spend less time on paperwork, spreadsheets, and reporting, thanks to CloudApper Safety’s EHS compliance software platform, which will allow you to spend more time in the field with your team, conducting inspections, audits, safety briefings, and educating staff.
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Reduce the overall cost of risk. Accidents and injuries in the workplace, worker’s compensation payments, and insurance premiums all add to your total cost of risk. CloudApper Safety assists you in controlling expenses by ensuring that your workforce adheres to OSHA, EPA, Department of Labor, Department of Transportation, and other regulatory standards.
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Manage your safety on a single platform. Employees log in to the EHS Software to complete safety training, read and comprehend policies, and report occurrences and accidents. Inspection results, employee training records, accidents, and overall compliance status can all be tracked by managers. Audits and remedial actions can be completed by managers, who can then view a summary of these activities that can be compared across departments or sites.
Managers can get a thorough picture of safety trends and areas where they may improve with these insights.
Get Started with CloudApper Safety
The best EHS software by CloudApper Safety App assists you in creating a safer workplace for your employees while eliminating administrative burdens. Employees may use the intelligent CloudApper Safety mobile app to complete tasks, receive updates, and much more!