When you decide to move your QHSE management system to an online platform, there are quite a number of important points to think about. Implementing such a platform introduces many changes in the company which should be managed properly. However there are several actions you can take beforehand to get a better end result.
Internal Changes Required
Every new platform requires the company to change their way of working. The changes can be small or big, regardless there are changes. To make the transition as smooth as possible, it is crucial to check if the company is ready to change. Talk with people and see if they are open to improving the company’s process. This doesn’t mean you should 100% agree with them, but give them some level of influence, as there are always people who simply reject any new initiative. Involving employees will increase the support for the decision. which will greatly benefit the speed of adoption when the decision has been made to implement the platform.
Way of Working
Every company has certain ways of working that are entrances into the operation. Some are deliberately created, like compliance checks, while others emerged organically. Whether the processes are manual or completely automated, processes will follow each other. A new system will have an impact on the process flow within the company. However, during selection of the platform, make sure there are enough customization options to keep parts of the process as they are right now. A significant number of solutions force companies to work according to a certain way, which seems great until it doesn’t. Processes might need to be changed or improved when the platform doesn’t allow for these changes, so you will end up with lots of resistance from the employees.
Ease of use is a key component in the adaption of the platform. Of course the platform should be feature-rich, but mainly focused on the key users. The regular user only gets confused when there are a lot of bells and whistles he or she can click on and play with. Elaborate access management should be implemented to give you some great options to tailor the platform based on the roles of the employees.
The value created by the platform is an important factor. The value can be quantified by means of a business case to calculate some ROI on the investment. However, the new platform will also give the company possibilities it didn’t have in the past. Calculating the ROI on these options is next to impossible. The real value will always be a combination of the real ROI and the new possibilities for the company.
Keep in mind! Pick a platform that increases the change of adaptation by the company when you really want to generate more data in order to improve the processes.