A Safety Management System is an online tool that handles many of the key components of your safety program; including assets, paperwork, audits, inspections, or other responsibilities.

Safety is likely your company’s number one priority. You can save time, money, and possibly lives by minimizing accidents; however, tracking all the daily tasks and safety forms to do so can be difficult, especially if you are a company with many employees. Field level hazard assessments, site audits, or daily pre-trip inspections need to be completed to ensure ongoing success and productivity but storing and managing these documents is expensive and challenging.

When running several job sites, managing multiple pieces of equipment and other assets also present challenges. Equipment must be maintained and monitored to prevent accidents and execute job site efficiency. Ensuring employees have easy access to maintenance paperwork and asset manuals can also be difficult.

The best Safety Management Systems can solve many of the regular administrative challenges present in most safety programs and there are many features to look for when researching a safety management system – here are 5 features that can provide great value to your safety program…

1) Digital Forms

The solution to endless mountains of paperwork is having access to digital forms. There is a significant physical cost associated with paper, toners, etc. and also the cost of the administration involved in processing, scanning, or issuing secondary paperwork. Additionally, it takes time and money to recreate any forms that may have been misplaced or lost. On average, the physical cost is about $4.56/form; it is less expensive and more sustainable to utilize digital forms over paper ones. Another benefit of switching to digital forms is workflow automation. Digital forms can be sent directly to the employee or manager’s email and signed off directly on their phone, computer, or tablet instead of attempting to send around a single piece of paperwork. This is especially helpful for incident reports to ensure the information gets to the right person in a timely fashion. When you are researching the best safety management systems, digital forms are a huge feature to keep an eye out for.

2) Equipment Management

Assets and equipment are one of the highest costs associated with a business. Besides the initial purchase of the equipment, maintaining and running the equipment daily is incredibly expensive. However, the life of your assets can be prolonged simply by making sure your company is on top of any preventative maintenance such as daily inspections or general upkeeping (oil, replacement parts, cleanliness etc.). In any of the best safety management systems, it is important to have a program or tool that maintains your assets and keeps track of their location and operational status. This will save you time, money, and keep your assets running efficiently.

3) Digital Storage System

The need for digital storage options has grown considerably since the world began its digital transition. Cloud-based storage uses servers connected via the internet to securely host documents, information, or data. Filing cabinets and office space present large expenses, but digital storage allows these costs to be reduced while providing easy access to important documents or forms. Aside from the cost, operations are streamlined by allowing on-demand access to anyone who requires forms in the field. A secure digital storage system is a very large component of what makes an SMS great.

4) Mobile Access

All the features of any robust safety management system are beneficial on their own, however, it is more valuable if these can be accessed through a variety of devices on-demand. Employees need access to these powerful tools in the field and on any job site. There is extreme value in the ability to retrieve important documents, like incident investigation forms. With mobile accessibility, you can capture the information in real-time and send it off to the proper people all from your mobile device, tablet, or laptop. Having access to these important forms and documents will increase safety and efficiency in the workplace. This is one of the most important features to look for when researching the best SMS tools.

5) Reporting Capabilities

Robust reports allow all important data to be aggregated into one area and is a great way to collect an overall picture of how your company is operating. You can increase your understanding of any risks or opportunities for improvement through a reporting system. It also allows you to view the overall performance of your employees or organization and provide feedback for improvement. Better business decisions can be made in the future by visualizing any gaps or areas of strength, and resources can be allocated accordingly. When implementing a safety management system, reporting capabilities are incredibly valuable.

Whether you are in the construction, mining, transportation, oil & gas, or the general safety industry, there may be many requirements unique to your business. It can be difficult to find a Safety Management System that integrates all the features your business might need. Many of the best Safety Management Systems available will incorporate a digital form solution with cloud-based storage options, robust reporting capabilities, and asset management – all available on a mobile device. You should be able to increase the efficiency and the safety of your workplace by finding a Safety Management System that utilizes a combination of these features.