When it comes to managing safety in industrial workplaces, many businesses rely on outdated systems or static digital forms, like Excel spreadsheets and simple forms. This approach often leads to frustrating paperwork, disjointed communication, and a lack of visibility into critical operations.
Paper-based systems or spreadsheets make it a constant challenge to follow every necessary safety step. This is especially true in high-risk environments such as mining, oil and gas, and construction, where the smallest mistake can have serious consequences.
Safety management software offers a smarter way to identify and control these risks. The right safety software is used to support a modern safety management system. This in turn heightens awareness and a culture of safety. It also improves compliance, boosts efficiency, and helps to get every person home safely at the end of the day.
What is Safety Management Software?
Safety management software (SMS) is a digital solution that helps companies manage safety more efficiently. SMS allows organisations to move away from paper based systems towards a unified, digital platform.
The main purpose of safety management software is to provide a framework for controlling work activities across a company. This ensures that all tasks are carried out in compliance with regulations, such as those in Australia’s Work Health and Safety (WHS) Act. However, compliance still relies on a robust safety management system that plans, executes, and continuously improves. The software supports this by helping organisations audit against safety standards to identify issues and nonconformances, which can then be corrected.
This type of software is used by a wide range of industries that manage work environments with high-consequence risks. These industries include mining, oil and gas, power generation, and process manufacturing. It’s important to remember that some comprehensive safety management software is versatile and scalable for companies of all sizes, while other software is more rigid and focused on a single safety function.
The main goals of using a safety management software are to enhance safety, improve productivity, boost efficiency, and ensure compliance. By using a digital system, companies can proactively manage potential hazards. This minimises the likelihood of accidents and injuries, while also ensuring consistent adherence to regulations and safety standards.
Signs You Need Safety Management Software
The main challenge for many businesses is demonstrating the business value of a digital solution. Here are four clear signs that it is time to consider health and safety management software:
- Your company has a high number of safety incidents, or you have frequent near-miss reporting. While a high number of near misses is a positive sign of a safety-aware culture, the administrative burden of processing them can be overwhelming for a manual system.
- The business is growing and expanding into new locations. A centralised system is needed to apply a consistent blueprint for safety standards across multiple sites. This will provide consistent corporate reporting and analysis. The most effective systems allow for local autonomy and accountability, ensuring site-specific needs are met without compromising central oversight.
- You are finding it difficult to keep up with new or changing regulations. This includes recent amendments to the Work Health and Safety Act in Australia. A proper SMS from a reputable vendor is designed to support evolving compliance standards, with the vendor typically releasing regular updates to keep pace with these changes.
- Your team is frustrated with the amount of paperwork, reports, and audits. Digital solutions can automate tasks and free up valuable time.
Key Safety Management Software Features to Look For
The ideal work safety software should offer a set of tools to help manage every aspect of your safety program. Here are six features to look for when making your choice.
- EHS Compliance and Risk Management: A robust software should provide functionality for identifying risks and conducting assessments to maintain a comprehensive operational risk register. It helps to effortlessly meet industry and jurisdiction-specific requirements.
- Incident and Actions Management: An essential feature is the ability to easily track, manage, and analyse incidents and near misses. The software should also support corrective and preventive actions (CAPA) to address findings and help create improvement plans.
- Audits and Inspections: The system should make it easy to manage audits and inspections, both internal and external. This includes the ability to schedule, create checklists, and track follow-up actions. Mobile applications with offline functionality are a key technical capability, allowing for field-based work.
- Control of Work: Look for specialised functionality for controlling high-consequence work activities. This includes energy isolation, and simultaneous operations (SIMOPS) to reduce conflicts and enhance efficiency.
- Business Intelligence (BI) and Analytics: The software should include business intelligence applications to help you make data-driven decisions. It should offer tools for data discovery, reporting, analysis, and dashboards to provide better visibility into operations.
- Systems Integration: Safety management software shouldn’t exist in a silo; it should work smoothly with the other systems you already use. Look for a solution that connects with your planned maintenance software, like SAP PM. This allows for enhanced security and user authentication.
How to Choose a Vendor
A good vendor partnership is just as crucial as the software itself. The ideal partner offers more than just a product; they provide a solution that fits your unique needs.
Here are five key factors to consider when you are selecting safety software:
- Vendor Track Record: When selecting a new system, evaluating the vendor’s track record is arguably the most important consideration. A strong track record gives you confidence in their ability to innovate and provide long-term support. Look for a provider with a proven history of success in your industry and with organisations of similar size.
- User Friendliness: A system must be simple and easy for everyone to use, from management to workers in the field. The user interface is the most important factor influencing purchasing decisions, with a majority of EHS executives ranking it as their top priority. A well-designed user experience is critical for maximising user adoption and encouraging collaboration to improve safety culture.
- Customisation Options: The solution should offer flexibility to align with your existing safety procedures. While vendors can provide pre-configured best practices, the best solutions have self-configuration tools that allow you to make minor changes and tailor the system to your needs without needing vendor support. A heavily customised solution can be harder to maintain and update in the long run.
- Customer Support and Onboarding: Look for a vendor with a clear implementation methodology and a dedicated team to help you during onboarding. A good vendor will offer a variety of support options, including software maintenance, training, and a support desk to ensure a smooth transition.
- Reputation and Reviews: Ask for customer evidence and references from other companies using the software. You can also inquire about the vendor’s user groups or customer advisory boards. Membership can be invaluable for gaining access to product managers and connecting with other organisations that have similar safety challenges.
A Closer Look at Leading Platforms
Here is a brief look at four top options in safety management system software.
- Benchmark Gensuite: Recognised as a leader with highly differentiated scores for its AI-driven features, which are designed to enhance efficiency, data quality, and EHS performance. The platform is also noted for its excellence in safety and emissions management within a broad management platform.
- Cority: This provider offers a comprehensive EHS, sustainability, and quality platform. Cority has a particular strength in occupational health and industrial hygiene. Its solution is also praised for its user experience and intuitive interface, making it suitable for both enterprise and mid-market clients.
- Wolters Kluwer Enablon: Named a leader with the strongest market momentum this platform has received top scores for its master data management, configurability, and control of work capabilities. Its solutions are designed for large enterprises with complex needs, and it is well-suited for the most mature organisations.
- IntelliPERMIT: Specialises in digitising and controlling the permit-to-work and isolation processes in high-risk industries. Its key features include biometric authentication and a mobile app for field verification. It provides a highly specialised level of security for critical tasks.
FAQs
- How much does safety management software cost?
The cost of safety management software varies significantly based on factors like the number of users, features, and company size. The more relevant question, however, is about the Return on Investment (ROI), as the benefits often far outweigh the monetary cost.
A proper safety management system is an investment that provides significant returns through cost savings from reduced workplace incidents, fewer workers’ compensation claims, and lower legal fees. It also delivers value by improving productivity, minimising downtime, and protecting a company’s reputation.
- What are the risks of not using safety management software?
The risks of not using safety management software are essentially the consequences of relying on outdated, inflexible systems like Excel or simple digital forms. These systems create a heavy administrative burden and are prone to human error. This can lead to delays and inefficiency. They also result in a lack of visibility and consistent standards across a business, making it difficult to maintain compliance and prepare for audits.
- Should safety management software integrate with HR and ERP systems?
Yes, safety management software can and should integrate with HR and ERP systems. This allows for the collection of crucial data and automation. This provides a single source for employee safety records, training, and data.
For example, a maintenance supervisor who needs to issue a permit to work for a high-risk task. With a disconnected system, they would have to manually check multiple platforms: the HR system to confirm the team’s training and certifications, the planned maintenance system to get the work order details, and a paper-based system to issue the permit. This process is time-consuming and prone to human error.
Make Your Decision to Move Forward
Choosing the right software for is a decision that protects your business and importantly, your people. By carefully evaluating features and vendors, you can find a system that ensures compliance and fosters a culture of safety. The result is a more efficient and safer workplace for everyone.
Download our free Selecting Safety Software Guide to help you find the right software for your company’s needs.
