How can employers verify their current safety software still meets their needs as their businesses grow and change?
Responding is Jen Remsik, CEO, Training Tracker, Madison, WI.
Think of safety software like a pair of work boots. When you first get them, they fit perfectly. But as the job changes, they become uncomfortable or, as your feet change or age, you require a new pair of boots.
The same goes for your safety software. What worked perfectly two years ago might now be slowing you down or leaving gaps.
Employers should review their safety software regularly, just like they review their safety procedures. Here’s how to tell if it’s time to upgrade:
Speed test. Time a few everyday tasks. If entering an incident report used to take 5 minutes and now takes 15, something’s not right. Maybe you’ve added more users and data, or the system isn’t keeping up.
User complaints. Ask workers what frustrates them about the safety software. Are they avoiding using it? Do they keep making the same mistakes? Are they creating workarounds that might miss important safety steps?
New requirements. Safety rules change over time. OSHA might require new types of reporting, or your company might want different information. If your current system can’t keep up without custom fixes (and custom fees), it might be time to move on.
Growth problems. What worked for 50 employees might break down at 200. Look for slow load times, login failures or people unable to log in during busy periods.
Integration issues. As companies grow, they often add new systems for payroll, equipment management or project tracking. If your safety software can’t share data with these systems, you might be entering the same information multiple times, opening yourself up to unnecessary errors.
Mobile performance. More workers use phones and tablets for safety tasks. If your software doesn’t work well on mobile devices or if it drains batteries quickly, it might be time for an upgrade.
Here’s a simple monthly checkup routine:
- Time three common tasks and compare to previous months.
- Ask five random users about their biggest software frustrations.
- Check if the current software doesn’t cover any new safety requirements.
- Review system performance reports for slowdowns or crashes.
- Test mobile features on different devices.
Set clear timeframes for changes. For example: “If everyday tasks take 50% longer than they used to, we’ll evaluate alternatives,” or “If more than 30% of users report the same problem, we’ll investigate solutions.”
Don’t wait for a crisis to review your safety software. Regular checkups help you catch problems early and make gradual improvements instead of emergency replacements.
McCraren Compliance offers many opportunities in safety training to help circumvent accidents. Please take a moment to visit our calendar of classes to see what we can do to help your safety measures from training to consulting.
Original article published by Safety+Health an NSC publication