Introduction
For numerous companies, safety and operational efficiency are crucial aspects. However, the responsibility to make it a reality primarily falls on Occupational Risk Prevention professionals. In your field, you always have to consider the worst-case scenarios. If no one pays attention to factors like safety, health, quality, and the environment, the consequences can be severe, both for people and the company's reputation.
So, how do you manage all these areas efficiently?
You know that using technology can lighten your workload and improve your strategies. But how do you ensure you choose the right software and make the project successful?
This article provides you with step-by-step recommendations to help you build a strong business case for a new Occupational Risk Prevention software solution.
Making the Case for OHS Software
It is not easy to justify the investment in new enterprise software, especially in the area of Occupational Risk Prevention. Often, the lack of concrete data makes it difficult to demonstrate the economic benefits that could be gained by improving efficiency and standardizing procedures. While departments like Human Resources, Finance, and Operations usually receive approval to modernize their systems, the story is often different for Occupational Risk Prevention.
It's time to change this situation so you can access the tools that will allow you to optimize your work processes and elevate operational excellence across the entire company. Here, we offer you six key steps to help you build your business case:
Don't forget to check out the article '5 Reasons to Use SaaS in Risk Prevention', which outlines five critical factors to consider when selecting the most suitable software.
Step 1: Identify Process Improvements
You and your team have probably already identified areas where software could improve existing workflows. But are you sure you understand all the details of those processes and how they could be impacted by software? When analyzing current processes, look for opportunities to simplify your workflows.
Tip: Thoroughly understanding your current processes before making any changes is essential. This will also help you choose a software platform that meets your needs both in the short and long term.
Classify your processes into three categories:
Activities required by regulation or corporate mandate
Activities that contribute to maintaining or enhancing your corporate reputation
Activities without clear objectives (things that are not linked to specific outcomes or key performance indicators)
Step 2: Gain Stakeholder Support
Gaining approval and support from your colleagues and superiors can be one of the most challenging tasks. However, without that backing, your Occupational Risk Prevention software project is likely to stall, as budget approval lies with management. Nevertheless, securing that support is not an impossible mission.
How to Gain Management Support and Build Alliances
To drive your software project forward, you need the support of three key groups within your company:
The executive management
Your team
The Information Technology (IT) and/or Digital Transformation department
Find an Executive Sponsor
Identifying a leader within the organization who supports your project can make all the difference in its success. Keep an ongoing dialogue with this person, as they can remove common obstacles like resource approval.
Engage Your Team
Once you have executive backing, involve your team. They are the ones who will be most affected by the changes implemented. Keep them informed and engaged at every stage of the project to ensure everyone has the opportunity to voice their opinions and feel part of the solution.
Engage the IT and/or Digital Transformation Department
The IT team will be crucial during both the development and implementation phases of the software. Additionally, depending on the company's awareness of the importance of digitally transforming processes, there may be a separate area from IT responsible for leading digital transformation across different sectors.
In either case, it’s important to involve them early on in the stages of defining the project’s requirements and priorities, to ensure alignment with corporate requirements.
Tip: Maintain a neutral stance regarding the software. If the IT (or Digital Transformation) department tells you they can develop a solution in-house, request a proof of concept. The more time it takes them to understand your needs (and for you to explain them), the longer it takes for that proof of concept to appear, and the more or less it aligns with what you actually needed, will demonstrate their ability to meet your requirements and the speed at which they can carry out the full implementation of your project.
Step 3: Evaluate Available Software Solutions
There are various Occupational Risk Prevention software solutions available in the market. Some specialize in specific sectors, while others are more generic and customizable. Before deciding, make sure that the solution can adapt to your specific needs and those of your team.
What to Look for in Software?
The following points are relevant when searching for software:
Ease of use: If the software is too complicated, it’s likely that no one will use it
Flexibility: You should be able to customize the solution according to your company’s needs.
Integration: Does it allow you to gradually incorporate new features as you need them, so that you can manage risk prevention comprehensively?
Create a List of Potential Providers
Compile a list of providers that offer the functionalities you need and have good references in the industry. Don’t forget to check other users' reviews, and if possible, speak directly with companies that have implemented the solution you are considering.
Tip: We recommend reading the article 'Risk Prevention Platforms: The Importance of Short-Term Decision-Making".
Step 4: Testing and Deployment
Once you have chosen software, it's time to put it to the test. Many providers offer demo versions or the option to sign up for short trial periods at preferential prices. Use this time to ensure that the software meets your requirements.
Tip: Testing the software for a short period is much more valuable and effective for your evaluation, as it allows you to verify through actual use how well it fits your needs. Any documentation, no matter how detailed, won't cover the specific aspects of your operation that arise during use.
Pilot + Feedback
Conduct a pilot test with a small group of users and gather their feedback. This will allow you to make adjustments before rolling it out to other groups.
Staff Training
It's crucial that the team receives proper training to use the new software effectively. The simplicity of the software is essential here, so that it is intuitive or requires minimal training, especially if your company has a high staff turnover rate. Likewise, it’s important to evaluate the training resources the provider can offer so that end users can easily access it and quickly get oriented.
Step 5: Ongoing Review and Adjustments
Once the software is implemented, the work doesn’t end there. Keep an open line of communication with your team to gather feedback and make adjustments based on emerging needs.
Success Metrics
Establish key performance indicators to assess the success of the project. This will allow you to demonstrate return on investment and ensure you are meeting the intended goals.
Updates and Maintenance
As your company grows, your needs will change. Stay in touch with your software provider to stay informed about updates and new features that could benefit you.
Step 6: Consider the Return on Investment (ROI)
It is essential to evaluate how the new tool is contributing to efficiency and cost savings within the organization. Use the metrics you have gathered to present a strong case for the value the software solution has added.
Tip: Numbers aren't the only way to demonstrate value. Testimonials from satisfied employees, a reduction in safety incidents, and improvements in regulatory compliance are concrete evidence of the software's success.
Compile a detailed report that shows cost savings, efficiency improvements, and any other metrics that make sense for your organization.
Final Conclusions
The successful implementation of Occupational Risk Prevention software is not a destination, but an ongoing journey. The business environment and the needs of your team will change over time, so adaptability and the ability to integrate new functionalities are key to long-term success. These types of initiatives require an initial investment in time and resources to make the right decision, but the long-term benefits for the organization are invaluable.
Don’t lose sight of the importance of continuing to adapt and improve. Keep lines of communication open with all stakeholders, from frontline employees to executives, to ensure the system continues to meet the company’s needs.
On this complex journey, have confidence that you are making a significant contribution to the safety, health, and sustainability of your organization.
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