Health and Safety Management Software Systems: 7 steps for easy roll-out

Health and Safety Management Software Systems: 7 steps for easy roll-out

Published February 10, 2020

4 minute read

To ensure the working environment within an organization runs smoothly, requires long-term commitment. By implementing software for a digital HSE system, you can streamline this work and create a better culture for workplace safety.

All employees need to be aware and understand what work safety is and means to the organization, and how to move forward with a safety management system. By working together, you can better understand what your organization requires from a HSE system.

In the beginning, it is best not to make a detailed list of desired features, but you still need to consider the most critical areas and essential topics you wish to focus on. Once you have defined your goals and reviewed your current status, it will be easier to partner with a service provider to learn about new opportunities and maybe even simplify your existing practice.

A good strategy for how the system will be implemented in your business is key. By following 7 simple steps, prepared by EcoOnline's HSE experts, you will be well on your way to facilitating the successful implementation of a digital HSE system.

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1. Management's commitment


Managements involvement in the process of implementing a digital solution for HSE tasks, is crucial. It is important to remember that management is responsible for ensuring safety and well-being in the workplace. Involving management is also important to give HSE tasks the attention they deserve. With commitment and resources, management can reinforce the importance of the project and communicate this to others.


2. Critical assessment of current processes and practices


The implementation process is a good opportunity to analyse how the new HSE system can help simplify the company's HSE routines and practices. One example that can lower the threshold for getting an employee to use the system is to reduce the number of mandatory fields on a form.


3. Establish a team that can own the implementation process


One of the factors for successfully implementing a new HSE tool is not only to involve all employees, but also ensure a project group is created with implementation as its main objective. By giving a few employees ownership of the process, you simultaneously ensure that they will become expert users and thus helping to increase the safety culture within the business.


4. Ensure planning and monitoring of the project


Using a digital HSE tool is one of the most effective ways to build a better safety culture while also meeting the regulations more easily. It always takes some time for you to see the initial results, which requires working under realistic goals and schedules. Make sure roles, schedules and responsibilities are clearly described. You need to ensure the availability of necessary resources throughout the project, and everyone needs to have access to necessary information, such as project plan and schedule.


5. Involve employees by providing communication, training and motivation


Providing orientation and training to employees is key when implementing a new HSE tool. Adequate training and instructions motivate employees to use the system, thus observing hazards and promoting safety in the workplace. It is equally important to inform all employees about what you are doing and why.

In addition to the instructions included in the new software, you may want to create your own instructions that communicate roles and responsibilities tailored to your business. Providing regular training will also encourage and employees to partake in using the system. Workplace safety should be perceived as something positive and it is important to communicate this to employees to ensure their participation. Campaigns and competitions can be held to engage, motivate and increase focus within the work environment.


 Get five tips on how to engage your colleagues in HSE work.


6. Keep your safety management policies up to date


Adopting a safety management software system is a good start for managing and developing your company's safety culture. But it is important that you remember that this is only a start. When work safety is a visible part of daily routines, it shows that the company's management is committed to safety. Occupational safety must also be a part of each individual manager's daily work as this helps you to engage employees in the development and implementation of the workplace safety culture. The most important safety management practices include communication of safety-related issues, risk assessment and hazard observation. It is also advantageous to encourage reporting positive issues, such as a new, innovative and safer ways of working.

It is also beneficial to continuously assess and monitor the effectiveness of your practice. Areas of concern can then be improved upon as the data has been captured and recorded to allow for continuous review. An electronic system is very useful in this regard, particularly if you can easily customize forms and workflows.


7. Create a structured method for feedback and evaluations


Safety management and the development of a safety culture is a continuous process. Employers should assess, annually, what works and whether they are on the right path towards their goals.

Regular evaluations are also a good way to assess your safety culture over the course of a year and make immediate improvements when needed. In these processes, employers often work with expert users of the tool, HSE and quality managers and safety experts. Some examples of what should be reviewed are:

Existing risk assessments, safety reports, inspection methods, forms and plans

  • The active use of the HSE system
  • Employee commitment and contribution to the company's safety culture
  • Proactive and corrective measures implemented
  • Roles and responsibilities in safety management

After the review, you can create a report on the measures needed to improve your safety culture. Sharing the results of such evaluations while celebrating successes helps to further enhance the safety culture.




Workplace safety within an organization can be improved step by step. A digital HSE system is one of the best tools for promoting and systematizing work safety. Digitization of safety processes is the most important investment you can make for your employees, reputation and sustainable productivity. To succeed, a commitment must be created throughout the organization, beginning with management.

With a digital HSE tool, it becomes easier to follow the law, engage the entire organization and adapt to different needs and situations with a variety of tools available.

At EcoOnline, we help your business create a safer workplace. EcoOnline EHS is a digital HSE system that offers comprehensive tools for managing health and safety in the workplace. The software adapts to your needs and is easy to use.


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Author Tanya

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