From compliance to greater visibility of safety performance
Since 2013, Royal Mail has used EcoOnline to proactively manage real estate compliance at scale — while giving contractors instant access to critical guidance and documentation.
Easier and more efficient journey to property compliance
The Royal Mail is one of the oldest organisations in the world, with its origins tracing back over 500 years. Today they employ around 160,000 people across their international logistics operations, 130,000 of which are in the UK.
They add over £10.9 billion to the UK economy through direct and indirect contributions, making it one of the top 10 corporate contributors.
Before the adoption of Info Exchange, Royal Mail relied up manual processes. Andi Whittle, Data and Reporting Manager said, “We were mostly paper based and providing access to building information when a contractor came to site was difficult and time consuming.”
He added, “The annual compliance checks on all our buildings generated 130,000 pieces of paper that needed to be filed in the site log book, along with follow up actions.”
We needed a platform with a workflow system to allow us to proactively manage and follow up any remedial works identified.”
– Andi Whittle Data and Reporting Manager
Simplifying property compliance across a complex estate
In 2013, The Royal Mail’s Compliance and Sustainability team partnered with EcoOnline to implement a Property Management and Compliance system to help them proactively manage their real estate portfolio in a compliant manner and provide a document management facility for their contractors to access their guidance documents.
Andi said, ““Info Exchange has made our property compliance journey a lot simpler and efficient. We love the high performance and reliability of the system and I personally feel it’s the best system that Royal Mail has ever had.”
Rapid implementation and software that adapts
During the COVID-19 pandemic, the platform enabled faster inspections, instant access to safety data, and stronger visibility across sites.
A key benefit was the speed of delivery. The COVID-19 return to work feature was implemented within weeks of the initial consultation, enabling teams to quickly identify sites with incomplete risk assessments and strengthen risk control.
Why multi-site teams in high-risk industries choose EcoOnline 👇
Multiple sites, multiple teams, multiple systems gives you plenty of data, but never the full picture. The gap in multisite safety programs isn’t effort or resources. It’s visibility. EcoOnline’s EHS software and chemical manager gives you a full picture of risk. So when you sit in front of an executive, regulator, or the board, you’re not hoping the data from your sites align, you know they do. EHS software brings your entire safety program into one view: incidents, inspections, risk assessments, chemical approvals standardized across every region. You know where your program stands, and so does your leadership. Chemical Manager provides a live, accurate inventory, SDS documentation that’s always current, exposure records that exist before anyone asks for them, and storage risks surfaced before they escalate. When something changes like an updated SDS, a new site or regulatory shift, you need solutions that adapt, not scramble. Because the best EHS directors aren’t reacting less. They’re seeing more and reacting to what matters most. Book a demo and know your program holds up at every site for every stakeholder.
Andi added, “When we had kit installed at a smaller site, the contractor was able to look at the asbestos data and know where they could and couldn’t drill to plan their work in advance. Having the building drawings easily accessible via the software allows contractors to plan where to locate the install factoring in ongoing maintenance and accessibility.”
We get great feedback about the simplicity, intuitive layout, and integrity of EcoOnline.”
– Andi Whittle Data and Reporting Manager
The value to compliance is evident. Andi said, ““When one of our site managers gets a call from an EHO for example, they can easily access the platform, find the information they need and provide it quickly. This gives the authorities confidence we are acting with integrity and are compliant.””
EcoOnline has provided Royal Mail with an effective framework of systems and controls to proactively plan and manage their property compliance. In such a large organisation, stakeholder engagement can be challenging.
Standardise safety across every site
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