Spreadsheets revolutionised the old paper and pen method of keeping health and safety records, but as our world, markets and organisations have become more complex, our EHS compliance standards have also become more intricate and sophisticated. Managing the health and safety needs of a business is no easy feat, and a complicated system of spreadsheets just doesn’t cut it anymore! In fact, on top of being cumbersome and messy, using spreadsheets for health and safety compliance is actually costing your business money.
Here are 4 ways EHS spreadsheets negatively impact your bottom line:
1. Time wasted
A manual process in an automated world can really slow things down. And slowing your staff down with cumbersome, inefficient procedures will in turn, slow down their productivity. No manager wants to weaken their team’s productivity, as this is the bread and butter of a successful business!
Time consuming manual data entry can be automated and streamlined using incident reporting software, allowing your staff to complete their EHS obligations efficiently and focus on the primary purpose of their jobs.
2. Lack of mobility
Health and safety incidents, risks and events don’t conveniently occur only around computers where one can take a moment to open and update a spreadsheet. Instead, they happen anywhere at any time. Workers need to log incidents or report on hazards at the time, while on the job. Mobile reporting captures the most accurate information in the most timely and convenient manner. In a world where time equals money, it’s easy to see how convenient mobile technology positively impacts your bottom line.
3. Errors and inaccuracies
Often when an incident occurs, employees don’t have immediate access to a computer and so their report of the incident is delayed. This, combined with manual data entry, can dramatically increase the probability of errors, and we all know that mistakes cost money for a business.
In contrast, mobile EHS technology allows employees to immediately capture all the necessary information to accurately report on an incident or hazard. Photos and videos can be captured, locations can be logged via GPS and most important of all, information is captured in real time.
4. Poor reporting and insights
Safety data needs to have the ability to be accessed immediately so that managers know what is going on within their company. But with spreadsheet records, managers have to sift through a series of worksheets and then manually extrapolate insights from there. Clearly, this isn’t efficient and can often lead to busy managers letting this data fall by the wayside, which of course, can lead to accidents, injuries and legal consequences.
EHS software makes reporting a breeze and puts important, decision-making information at their fingertips. EHS software will do the analysis of data for you and deliver it immediately. Analysis of this vital data is what should help inform the important business decisions that executives and key stakeholders make for the ongoing success of a company. It’s these reports that allow key stakeholders to maintain clear visibility of their businesses and know what is happening in all areas.
As the business world gets faster and more complex, outdated models of health and safety reporting can create serious problems for businesses, costing time, money and putting the safety of employees at risk.
If you aren’t familiar with the health and safety software options that are available, do some research. At Vault, the deployment of our software in organisations has managed to reduce time off work by up to 40% and has saved businesses up to 35% on their Workcover premiums, so the cost benefits are real and tangible. We urge you to explore your health and safety software options and throw out those spreadsheets for good!
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