Published 12/19/2024

Safety Management Platform: Guide, Best Tips and Setup

Generally, safety management involves controlling the organizational activities and applying principles, frameworks, processes for prevention of injuries and accidents, and minimizing other risks. On the other hand, a safety management platform can be termed as a systematic way of ensuring and managing safety with all the organizational structures, policies, procedures, and accountabilities. A safety management platform has modules such as an Incident Report from, Hazard Identification, Near Miss Reporting and Hazard Reporting.

Organisations will commonly establish a safety management platform as a centralised way to engage their workforce (both employees and contractors), manage compliance, implement and manage safety processes and procedures, record and track compliance and safety performance, prepare for and manage audits, safety history, incident management through to safety improvements across the organisation.

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What would a Safety Management Platform consist of, and why would you have one in an organization?

An effective safety management platform helps organizations create safer and more fulfilling workplaces at any given time. Safety management platforms are uniquely crafted to control all the safety elements in the workplace. The major components of a safety management platform include:

- Safety objectives and policies
- Safety accountabilities
- Third-party interfaces
- Management responsibilities and commitments
- Implementation process
- Documentation
- Coordination of emergency response planning
- Safety risk management
- Risk assessments and mitigation
- Identification of hazards
- Safety promotion
- Safety communication
- Education and training
- Safety assurance
- Internal safety investigations
- Continuous improvements in the safety management platform
- Monitoring of the safety performance
- Management of changes

They ensure the workers stay healthy and safely leave for home from their jobs every day. Organizations with the most intuitive safety management platforms usually experience a transformation in its safety culture and leadership and worker participation driven smoothly.

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Managing Safety Activities

A safety management platform allows you to centralised the management of safety activities across the workplace. It'll consist of many modules and workflows across a range of safety management areas, such as:

- Streamlined workflows
- Engagement of workers anywhere
- Ensure compliance with safety management systems
- Tracking performance
- Making of informed decisions
- Enhanced risk assessment programs
- Management of regulatory compliance

No matter where an individual works, safety is a key concern. Employees spend most of their time in the workplace, so their organization should make their security and safety a top priority. Ensuring the employees' occupation health and safety should always be among an organization's best interests as accidents and incidents adversely affect productivity resulting in a reduction in profits.

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How would an organization improve its safety management with a platform in place?

Safety management is typically a continuous improvement process that minimizes hazards and prevents occurrences of safety incidents. It's a critical aspect of an organization that protects staff's health and safety and should be integrated into each daily process. Making workplace safety to be part of the organization's culture reduces injuries.

Use these ten tips to improve the safety culture in the organization with your active safety management platform:

1: Develop a risk-based plan
2: Communicate the safety plan
3: Emphasize accountability
4: Inspect the workplace
5: Train the workers
6: Investigate incidents
7: Keep health and safety records.
8: Use signs and labels.
9: Implement regular meetings concerning workplace safety
10: Make sure safety information is easily accessible

Developing and keeping a strong safety practice is a dynamic process that demands commitment from all the organization staff. With everyone maximally putting their efforts on maintaining safety, it will lead to a reduced number of accidents and incidents and an overall positive outlook concerning safety.

See an example of our Incident Report form and Reporting Area

Common Forms in a Safety Management System

As part of a safety management platform, these forms are the common ones you might see:

Incident Report Form: The core incident management form for reporting an incident

Near Miss Report: Reporting near misses can lead to preventing injuries and more serious incidents in the workplace

Hazard Report Form: Identify the hazard, root causes and hazard actions

Property Damage Incident Report Form: Property damage incidents in the workplace

Security Incident Reporting: For when security incidents happen

Environment Incident Report Form: Report environmental incidents and breaches

Vehicle Incident Report Form: Vehicle specific incidents and accidents

Corrective Action Form: For the management of corrective actions

Risk Management as part of your Safety Management Strategy

Risk registries are becoming increasingly popular in the safety management process and an integral part of your safety management system. This is because they provide an effective way to track and manage risks that could potentially put your business or clients at risk if not appropriately tended to. By utilizing a risk registry, organizations can quickly identify high-priority points of concern in their operations and responding accordingly. Whether you're just getting started with risk management or want to begin using a risk registry as part of your overall safety strategy, understanding how one works is essential for successful implementation.

When used properly, the benefits of a risk registry are numerous: from providing dynamic reporting capabilities for historical tracking of any potential risk areas within the company's systems; streamlining protocols by making pathways easy for staff members when facing future challenges; plus helping managers easily understand where resources should be allocated moving forward into new projects.

It is essentially a documented list or database designed to help stakeholders within a company quantify & address individual risk items that may arise during various stages and processes within their business operations - most commonly those related directly to health & safety concerns such as workplace hazardous substances or equipment malfunctions etc.. On this note some common components typically seen consist features like: identification / description (narrative assessment) , categories assigned fields which classify levels severity under certain criteria and mapping capability connections between assets .

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How a Safety Management Platform Leads to Better Safety Performance, Feedback and Direction

Innovative and efficient safety management is beneficial in reducing the risk of worker injuries and claims. One of the precious resources of safety professionals is time. That's why they need to be equipped with tools that will make them more efficient and enable them to identify and mitigate risks long before they cause harm in the workplace.

A strong safety management system proactively helps track, investigate, manage safety incidents, contractors, completion of audits and inspections, evaluation of process changes, and the analysis of key data to facilitate critical decision making in the organization.

With the increase of the challenges and pressure experienced by safety professionals, they tend to be more occupied in advocating the development and maintenance of safe workplaces, assessment of risks, identification and implementation of strategies to prevent injuries, and actively engage all the workers in the organization in the process of building an outstanding safety culture. Powerful and flexible safety management platforms efficiently help in the management of risks and ensure regulatory compliances.

What happens if there are disconnects between departments when it comes to safety management?

System-based approaches to workplace safety connect all the departments in an organization in the provision of safety services. The success of the safety management, which is majorly concerned with OHS, is facilitated by incorporating the other branches of the organization in this entire process.

The various departments in an organization may have different perspectives concerning safety, which leads to disconnection when deciding on worker protection. This division, due to varied perceptions, can result in life or death hazards. A division between senior staff and employees may arise in any organization, and the junior employees obviously, will be unaware of the plans being formulated and feel out of the loop.

This disconnection between departments normally causes the 'us versus them' mentality to thrive, which in turn leads to a lack of communication and poor relationships. In this situation, one party feels uninvolved and left out, which is a quick step to resentment and the fearful 'why should I?' train of thoughts. For instance, employees don't communicate problems or share ideas or come up with solutions. The proposed ideas also become very difficult to be implemented because the employees don't understand why they do everything and have a negative feeling towards seeking help. On the other hand, the staff feels dissatisfied with their workspaces and look for jobs elsewhere.

Organizations can boost their safety practices with management platforms that enhance frontline participation and provide leaders with real-time views of the safety performances of the entire organization. Safety management platforms help an organization grow its safety programs, boost the safety culture, and ensure each employee stays healthy and safe in their workspaces.

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No two organisations are the same, it's critical that your safety management software reflects what you need for you specific workplace and custom requirements of your workforce.
Try out the demo above and see how your safety management process looks via our dedicated safety management platform. We've got templates, form builders, registries, communication tools and much more!

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