What Are the Top Features Every Workplace Safety Inspection Software Must Have?

Manual processes carry risk, essential things may be missed, redundant inspections waste time, as do inefficient processes and, of course, compliance issues. The answer is modern safety inspection software, such as Certainty Software. These solutions streamline your safety inspections, helping to ensure compliance, data accuracy, and proper protection for all your employees.

What Should You Look for in Workplace Safety Inspection Software?

Customizable Inspection Templates

Safety inspections are not one-size-fits-all. However, starting with a template can save a lot of time. Inspection templates should be robust enough to provide a good starting point, but they should also be adaptable to not only different industries but also your company-specific requirements.

Certainty Software enables you to create, use, and modify templates easily. You can design inspection routines that perfectly fit your needs.

Real-Time Data Collection

Inspectors need to be able to collect inspection data in real-time. Using standard mobile devices, they should be able to capture the data and send it directly to the platform. There will be no delays in reporting and less paperwork.

This also reduces errors that can happen when manual data is transferred to a digital system, especially if the person doing the transfer is less familiar with the data. While mistakes can still occur, eliminating the transcription phase significantly reduces the likelihood of them happening.

Automated Reporting and Analytics

Do you know what problems each of your worksites is prone to? Data analytics can help you identify these trends and gain a more accurate assessment of your risks. You can also identify compliance gaps or, conversely, note areas that are going well, investigating both failures and successes to help all your worksites improve.

Automated reports are generated quickly and, like data collection, reduce human error and improve accuracy. This allows time to be spent on more important things while enhancing peace of mind.

Compliance Tracking

Many industries have regulatory standards, as well as general standards from the CCOHS, OSHA and HSE. You may encounter different local standards on various worksites. Good workplace safety inspection software will allow for a single corporate safety inspection template with regional variations that are conditional upon the location the inspection is being completed. 

You can also set up alerts and notifications to remind the appropriate employees about scheduled audits and inspections, corrective actions as well as notify senior safety personnel automatically when safety risks are identified during a safety inspection.

Photo and Video Integration

In safety, a picture really can be worth a thousand words. Visual documentation helps people find problems, clarifies why something is a risk and can quickly show what is wrong or needs to be addressed. In the age of AI – and with Certainty Vision – photos, images and files attached to safety inspections can be analyzed to actually complete safety inspections – automatically.

Integrating photos and videos and using Vision, improves accountability, accuracy and reporting and helps automate the inspection process all of which significantly improves performance and reduces risk and cost.

Cloud-Based Access & Collaboration

Ensure that the software you choose offers cloud-based access. This allows everyone on your team to access the platform from anywhere, whether it’s a worksite, in the field, the office, or at home. This facilitates collaboration by ensuring that site staff, managers, and safety officers can all easily access and view the same data – in real time.

Cloud-based access is essential for companies with multiple worksites or those with employees in the field, but it is also beneficial for more centralized organizations.

Corrective Action Management

When an inspection identifies a fault, older manual systems often fail. Look for software that has an effective way to automatically assign and track safety issues so they can be resolved promptly.

Good safety inspection software automatically reminds the appropriate personnel and escalates if needed. Safety officers can easily see if site managers have taken the proper action, including measures to encourage or require photo evidence.

User-Friendly Interface

The best workplace safety inspection software is useless if nobody is willing to use it. Intuitive navigation helps ensure that all staff are eager to adopt the system. Mobile-friendly interfaces ensure that the system is easy to use on a desktop in the office or on a phone in the field.

Certainty Software has an interface designed to be easy to learn and to simplify complex workflows. We understand that most of the people using our software will not be “computer people” and that it needs to be straightforward and offer a streamlined flow that supports all users.

Advanced Features That Give a Competitive Edge

Ideally, you also want to look beyond these basic features into those that give you a competitive edge, helping you complete inspections more quickly and accurately, and improves your risk management.

• Insights and analytics. Enable you to identify high-risk areas and trends that may pose a problem.
• Integration with your other workplace management systems, including HR. This allows data to be transmitted between these systems without manual entry and the associated risk of error.
• Mobile offline mode. If you have remote work sites, such as mining or logging operations, or employees who travel frequently, offline mode enables inspections to be completed even when cell service is unavailable or intermittent.

Consider other needs your specific company may have and look for a comprehensive system that addresses all of them.

What are the Benefits of Using Comprehensive Workplace Safety Inspection Software?

If you’re still wondering why, you should use safety inspection software, here are some of the key benefits:

1. Improved workplace safety and risk reduction. This reduces downtime and employee absences and helps attract talent by making you a better place to work.
2. Time and cost savings on inspections and reporting. Automated software generates reports quickly and accurately, allowing inspections and follow-ups to take less time and enabling safety officers to focus on improving safety.
3. Strengthened compliance and audit readiness. No more scrambling to get ready for audits, as the software helps you always stay compliant.
4. Better decision-making. Analytics and insights can reveal your safety weaknesses and strengths, enabling you to make more informed decisions when updating policies.

Ready to Simplify Workplace Safety Inspections? Certainty Has You Covered

Your safety software must have good templates, real-time data collection, automated reporting, robust analytics, compliance tracking, photo and video integration, cloud-based access, corrective action management, and, above all, a user-friendly interface that will encourage your employees to use it. Certainty Software incorporates all these features and more to simplify your safety inspections. strengthen your risk management, and drive a safer more efficient workplace, book a demo today to see it in action.

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