10 Key Steps When Choosing EHS Software
9 May 2023 - Langdon Dement
When picking EHS software for your organization, it’s important you pick the best software tool for your organizational processes. There are a lot of companies selling various software tools that can benefit your specific organization, but it’s paramount to make sure these companies can, and try, to align to your own organizational processes, while ensuring they understand your health and safety processes/procedures.
Here are 10 key steps to take when choosing EHS software:
1. Set a timeline
A timeline should be set for how much time will be required to identify, select and implement the chosen software. You need to make sure enough time is given to this process.
2. Determine your budget
Take some time to carefully evaluate your financial resources and establish a clear budget for your software investment. By crunching the numbers, you'll gain a better understanding of the amount you can allocate towards acquiring the right software solution from the market.
3. Start simple
Trying to implement every single possible feature of an EHS software tool is likely to cause major difficulties. A more effective approach is to start small and only adopt wider features once users are acquainted with the software.
4. Identify key priorities
In line with keeping it simple, the key initial priorities for your company should be identified. This will dictate what features will be required when starting out.
5. Consider usability
If this is the first time your organization is implementing EHS software, it will take some time for employees to familiarize themselves with it. Therefore, software that is easy to navigate is most appropriate to start with.
6. Look for customizability and functionality
Software that is customizable allows your company to tailor the system to your specific needs and workplace environment. Additionally, while starting simple is recommended, it is likely that over time there will be a desire to expand to newer features; software that has the capacity to provide this is key.
7. Research the providers
After accounting for each of the previous steps, a shortlist of potential providers should be created. With this shortlist, each provider should be thoroughly researched to ensure there are positive reviews of their services and the company has values that align with your own.
8. Take a demo
Many providers will give potential customers a free demo to trial their software. This allows you to be sure that each of your requirements will be met.
9. Present to key stakeholders
Once a provider has been found that meets all your requirements, a case must now be presented to relevant stakeholders to outline the key reasons this particular software will benefit your company.
10. Ensure there is a mobile app option
A mobile safety app’s purpose is to include critical forms and documents that a user may need to access when they spot something they need to report.
Most people use mobile apps daily, so it's crucial you offer your employees a safety app that is user-friendly and supportive of your safety activities.
Transitioning from paper or spreadsheets to health and safety software is a big step. In many cases, it requires you to consider where you are on your health and safety journey. Are you ready to adopt a new tool? Are your current processes in place ready to be streamlined for software? Is your organization truly dedicated to improving health and safety?
Questions like these will be answered when you embark on this journey, but it’s a journey that you won’t regret. Health and safety is more than just “checking a box” to make sure you have what’s required; it’s about maintaining vigilance within your organization and showing you truly care about your people.
Whether on or off the job, more awareness and greater efficiency enables organizations to be healthy and safe, all of the time; and software is an excellent catalyst to enhance your processes.
To learn more about implementing EHS software within your organization, check out our toolkit: How To Implement a Health and Safety Management System.
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