Why Word and Excel Aren’t Ideal for HSE Management Systems

Many companies rely on Word and Excel for their Health, Safety, and Environment (HSE) Management Systems, using them for procedures, checks, audits, non-conformities, and much more. However, this approach comes with several significant challenges. In this post, we’ll explore a few examples of these issues and suggest better alternatives.

Lack of Structure

Word and Excel documents lack inherent structure. To organize them, companies typically use servers, SharePoint, or other file storage solutions, but often rely on the Windows Directory. This setup demands that employees know exactly where to click and how to search for the correct documents. Additional work instructions are often necessary to help staff understand the file structure, leading to confusion and inefficiency. Employees frequently struggle to find the right documents, resulting in repeated requests for document sharing and a great deal of time wasted.

Data Management Issues

In Word-based HSE processes, data is unstructured and challenging to analyze. Information is typically stored in Word documents, often with pictures attached. Critical data is sometimes entered manually into Excel sheets, which serve to structure the data partially. This approach is commonly seen in non-conformity management, where a Non-Conformity Report (NCR) is a Word document, and the NCR register is an Excel sheet. This fragmented system often places a heavy burden on the (Q)HSE Manager, as they are usually the only person who understands how to navigate and use these documents effectively.

Low Adoption Rates

As mentioned, the complexity of using Word and Excel for HSE processes often means that the (Q)HSE Manager ends up responsible for everything. Employees find the processes too complicated or unintuitive, leading to poor adoption rates. They must locate the right Word document, fill it in, email it, and potentially enter the same information into a register. 

A more streamlined solution, like a mobile app for reporting that automatically files reports into a register, can significantly improve adoption. This ease of use not only encourages employee participation but also provides the company with more data for analysis and continuous improvement.

Conclusion

While Word and Excel might seem like convenient tools for HSE Management Systems, they present several drawbacks, including a lack of structure, poor data management, and low user adoption. Moving to more specialized HSE software solutions can enhance efficiency, improve data accuracy, and drive higher employee engagement.