QHSE management inherently comes with numerous procedures, forms, documents, spreadsheets, and the like. Yes, the new approach by ISO allows for a significant reduction of the procedures and documents, but still, the organization needs to somehow take note of how it operates. This not just to maintain certification but also to have a unified approach for most activities done by the organization. Structuring all the documents and data within the QHSE management system must be done properly for people to find the information they need.
The Old Way
Most companies structure their QHSE management “the old-fashioned way”. A server, Sharepoint, Dropbox/Drive or maybe even a document management system are all used to host the QHSE management system. Most documents are put into these solutions, and people have to magically find the right one when they need it. This approach doesn’t always lead to the desired results, a management system that is supported by the employees, not just the QHSE department. Every person in the QHSE team knows where to find the documents but other people get confused by the number of files and directories and close down the system disillusioned. The end result is when someone needs a certain document, they will simply ask the QHSE department.
As for all the data in these documents, when filled in, sometimes this is keyed over to an Excel sheet, or it is just not used at all. All the documents are stored, but the data within them isn’t leveraged in any capacity whatsoever.
The New Age QHSE Platform
Moving the QHSE management to a completely online platform allows companies to really bring structure to their QHSE management system. The platform brings a structure that is independent of the biased view of an employee. This structure allows everybody in the organization to be on the same page. The concise way of working makes it very easy for employees to find the documents and data when required. Plus, all documents are automatically version-controlled.
The other big advantage on top of the structure is the ability to start to leverage the QHSE data. Data isn’t stored in filled-in documents any longer but is properly stored in databases. This data structure allows for real-time analysis. These analyses will enable the organization to really get a feeling of what is going on and how it can improve processes.
In the end, having a structured QHSE system will not only make it function more efficiently it also increases the engagement within the company, and therefore, increases the QHSE culture. Having the best QHSE culture is what every company should strive for. It will allow the company to create better and safer products in a safe working environment.