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Occupational Safety Software as an Important Tool for Companies

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Appointments, meetings, deadlines – be honest: do you sometimes have the feeling that you lose track of the flood of time consuming requirements? For this reason, many people rely on various forms of organizers or software-based tools such as Outlook. However, these are only suitable to a limited extent for very special applications such as occupational safety. The requirements are too diverse and the deadlines to be observed are too different – A comprehensive risk assessment must take place.

Occupational safety software, on the other hand, takes a holistic approach. It is thus possible to process both the necessary information for personnel administration and the specifics of your inventory. If you rely on a digital solution like the inventory and personnel management Timly, you and your employees always keep an eye on all the facts. We would like to show you how you can easily embed the topics of occupational safety and security in your work processes with a work safety software solution.

What It’s All About: An Occupational Safety Definition

Occupational safety is a multifaceted topic. The legislator in the UK summarises in the Health and Safety at Work Regulations 1999: “Every employer shall ensure that his employees are provided with such health surveillance as is appropriate having regard to the risks to their health and safety […]”. The topic is therefore by no means limited to the use of protective clothing and the observance of safety regulations. It includes many quite everyday things, for example:

➟ Regular and correct instruction of the staff.
➟ Compliance with inspection and maintenance intervals for machines and tools
➟ Use of sufficiently qualified – possibly also certified – personnel
➟ Visual inspection of machinery before starting work
➟ Immediate rectification of defects in work equipment
Compliance with breaks and maximum working hours.

The list could be extended by a number of points, but it would still not be exhaustive. Those responsible in companies are faced with the permanent task of designing the workplace of their employees in such a way that they are not exposed to any hazards.

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In Practice: Occupational Health & Safety in the Company

Machines need to be maintained regularly. This increases the service life and thus efficiency. Unforeseen breakdowns cost money and jeopardise deadlines. Significantly worse are work accidents caused by poorly maintained equipment. Incident reporting is necessary in such cases. Due to the high risk potential posed by improperly functioning work equipment, there are a wide variety of inspection obligations (risk management).

The best-known of these include the so-called E-check, which results from the regulations of the German Statutory Accident Insurance Association (DGUV). For electrical systems there is the so-called machine test according to DIN VDE 0113-1, for motor vehicles a main inspection according to the Road Traffic Licensing Regulations (StVZO), for ladders the ladder test from the DGUV regulations. This list could easily be extended to include hygiene inspections, smoke detector inspections and many other compulsory inspections.

Certain activities require separate training certificates. These must be renewed regularly in most cases. Dispatchers of a company have the responsibility to deploy only sufficiently qualified personnel. Occupational safety software like Timly covers these issues by focusing on personnel and inventory management. You can use the health and safety software to store your personnel, including all qualifications and corresponding verifications.

In addition, the H&S software offers the possibility to store the respective necessary information for any work equipment – from office chairs to vehicles. The occupational safety software shows its strength in the linking of information in real time. All due dates concerning your staff and your inventory are clearly displayed. If desired, it is possible to send notification e-mails to the relevant employees and responsible persons in the company.

External service providers can also be included, for example to book a maintenance appointment in time. When scheduling specific work, you and your employees will notice immediately if insufficiently qualified personnel are deployed or if an inspection date has been overlooked.

The Timly occupational safety software in use with HAUSER in Austria

Occupational Safety Software as an Important Tool for Companies 4
occupational safety software on mobile devices

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What Must Occupational Safety Software Be Able to Do?

Occupational safety management systems must be closely interlinked with the processes in your company. Only then will its use not mean additional work. In Timly, employees with all the necessary qualifications can be entered once. Afterwards, only updates, such as examinations or additional certifications, need to be made.

All work equipment is inventoried during commissioning. It receives a sticker with a space-saving QR code. In the asset’s profile, technical details, operating manuals, operating instructions and – in addition to upcoming appointments – documentation on tests and maintenance carried out can be stored as required. The data records are stored in a GDPR-compliant cloud, which is operated by the provider Timly. Your employees can access it with internet-enabled mobile devices.

A fine-grained rights system ensures the necessary data protection for your occupational safety software. The occupational safety management software gets its special practicality from an app optimised for smartphones and tablets. This allows every authorised employee to check on site, in workshops and on construction sites, whether work equipment is in proper condition. The employee immediately reports any defects using the app.

With occupational safety software, the documents for occupational safety and health protection do not lie uselessly in the office or archive – work is done with them.

Occupational H&S in Germany: What Companies Should Look Out For

The above-mentioned Occupational Health and Safety Act requires companies to take some special measures. For example, a risk assessment must be prepared and documented for individual work areas. The necessary measures are to be determined in accordance with this. An essential component is the regular instruction of employees. They should be provided with all the information necessary for their work.

In addition, they must be made aware of the particular hazards in the respective work area. It is important that documentation of the risk assessment and the instructions is kept. This is a requirement that occupational safety software like Timly explicitly takes into account.

Occupational H&S in Switzerland: What Is Important Here?

In Switzerland, the Labour Act (ArG) is authoritative. Art. 6 ArG is similarly comprehensive as the general clause of the ArbSchG. It obliges the employer “to take all measures for the protection of workers that are necessary according to experience, applicable according to the state of the art and appropriate to the conditions of the establishment”.

Permits from the Swiss Accident Insurance Fund (SUVA) are required for the operation of plants. This offers for the areas:

occupational safety software in the overview
The occupational safety software creates an overview

➟ Construction
➟ Electricity
➟ Trade and industry
➟ Transport

their own comprehensive set of regulations. This includes, for example, the principles of only employing suitable personnel, using safe (tested) work equipment and wearing the necessary protective clothing.

Occupational Safety & Health Protection: Topics for Responsible Entrepreneurs

Ensuring the protection of employees, by establishing a safety culture and safe working environment in the company is one of the most responsible tasks of every entrepreneur. Cutting corners in the areas of occupational safety measures and effective health protection should therefore be out of the question for any responsible entrepreneur. With occupational safety software from Timly, you can keep track of all deadlines. Sources of error can be minimised by using software. Such EHS safety software simplifies work processes by providing important information where it is needed.

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Intuitive Management of Your Inventory

Our occupational safety software offers you a wide range of sophisticated functions. In this way, operational processes are digitalised simply and reliably.

Manage All Assets

Whether IT resources, tools, machines, vehicle fleet, furniture or contracts: everything in Timly.

Mobile Available Everywhere

Localise your assets with the integrated barcode scanner for smartphones & tablets.

Clever Assignment

Easily assign assets to people, projects, rooms, locations or external service providers.

Digital File Management

Digitally store important information, files, documents, audit trails & contacts for your assets.

GPS Recording

Save the exact GPS location of your assets with one scan. All GPS data historically verifiable.

Maintenance Management

Documentation of repairs & maintenance at the asset location, as well as deadline management.

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