Digitalization, Occupational Safety

How to introduce a new EHS software solution

10 tips to help you engage and inspire your employees

6 minutes09/15/2021

By providing a better overview, ensuring efficient coordination and eliminating the chaos of jumbled lists and information, an EHS software solution enables you to combine all key aspects of environmental, health and safety management. However, it’s vital to remember that introducing a new piece of software also means introducing new working methods, which isn’t always as straightforward. This makes it all the more important to make sure that everyone is pulling together as one company. Follow these 10 tips to integrate your employees effectively in the software implementation process – and enjoy long-term success in EHS management.

1. Get employees interested in safety issues

You’ll know from experience that employees don’t always have put their own wellbeing first  and are sometimes unaware of potential workplace hazards. In many cases, simply explaining safety issues isn’t enough – you need to get employees genuinely interested. Ultimately, employees who are fully invested in their own safety will also pay greater attention to the safety of others.

2. Establish an EHS ecosystem

Foster a corporate culture in which individuals see themselves as part of a community and actively contribute to creating a safe work environment. For instance, greater general awareness of safety can make reporting and eliminating damage, hazards and maintenance work a more efficient process.

3. Formulate clear objectives

Make EHS a priority and demonstrate how important it is to minimize risks and problems before they occur. Clearly formulating EHS core values and underscoring the significance of brand integrity helps to explain the need to pivot to digital and intelligent working methods.

The right goals and KPIs

The right goals and KPIs

Want to understand the current status of your occupational safety activities, set goals and communicate successes? Read our article “Safety KPIs that really matter” to learn what you should consider when making your selection.
 

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4. Communication is everything

Outline and justify your decision to introduce a new EHS software solution. Emphasize the benefits it will bring, both for the company and for employees. Provide key stakeholders with regular updates on the software’s implementation and make  them part of  the process. This is particularly important for those who struggle with change. Consider integrating any subsidiaries or subcontractors you work with in your EHS communication and training activities.

5. Set a good example

If your EHS software is going to be successful, you need to make sure that company management supports your decision. You also need to show teams how new procedures will work. Designating a project manager and a deputy for the implementation process also ensures that your employees have a direct contact for any queries or concerns they have about the new EHS software.

6. Emphasize individual benefits

A good software solution replaces outdated paperwork, reduces the administrative burden and allows for location-independent use. The better and more clearly you communicate the benefits of an EHS software solution, the more likely it is that your employees and external partners will see it as a useful tool to help them plan activities and set priorities. Over time, the software will become indispensable to them.

7. Make use of your investment

Training and regular system maintenance helps you make the most of the new software. Providing training  and  regular updates will help your employees  feel more confident when using the software and they will be able to use it to their full potential in their day-to-day work. It’s also crucial that employees have easy to access to the new solution i.e. think of giving your employees smart devices.

8. Integrate external stakeholders

Inform and integrate your external service providers at an early stage in the process of introducing a new EHS solution. A pilot project with motivated users can be a particularly effective way of integrating anyone skeptical of the new technology. The feedback from this project can provide valuable insight and help you to adapt the solution for your company’s daily operations.

9. Give your employees a voice

Give your employees the opportunity to put forward their thoughts and express any concerns, such as in the form of feedback about the software’s overall performance. This signals that their opinions matter  and in turn directly integrates them into the change process. You should then implement feedback in subsequent stages to demonstrate that you’ve taken employee’ suggestions on board.

A culture of failure and feedback

A culture of failure and feedback

Successful occupational health and safety relies on a constructive approach to errors and a shared commitment to contribute proactively. Teamwork is essential. But what does this all mean in practice?
 

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10. Set realistic goals

Make life as easy as possible for your employees by providing simple instructions and offering training and  regular updates. Define achievable goals that your employees can pursue and attain. Give them an appropriate period of time to acquaint themselves with the new system alongside their normal work responsibilities.

Miba AG – a success story

Miba AG – a success story

“Introducing [the Quentic software solution] was a strategic change process, which required a great deal of sensitivity and active communication.”
 

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