Every software solution, regardless of its purpose, has its detractors as well as its fans. There are those who think it's the greatest thing that ever happened to their business, and those who believe there have been nothing but problems since the solution went live.
A sizable investment is often involved in the introduction of new software or systems. The greater your preparation for a new solution, and the change it will bring along with it, the lesser your risk of it being negatively received. I believe this is emphatically the case with EHS software, given that people often see it as an unnecessary add-on to the business; bringing in process where process isn't needed, or investing in non-revenue related capabilities.
Here are five top tips on how to make the best-informed decision when it comes to buying EHS software. They're based on the best practice approaches I have experienced with customers in a wide selection of implementations, across a broad spectrum of industries; forward-thinking organizations that have grasped the true strategic value of a digitized and systematized approach to EHS management.
1. involve relevant stakeholders right from the start
As an EHS professional, it’s highly likely that you’ll already have made a short-list of your preferred EHS software options when you set out on the project. You may be confident that you have made the perfect choice. Now you need others in your organization to share that confidence.
Those who are going to be directly involved with new processes and ways of doing things must be satisfied, and happy, when the software is introduced. If you gain their enthusiasm at the start, they will become advocates for change. They’ll become supporters because they will feel as much ownership towards the solution as you do.
The 5 key stakeholder groups to involve are:
- Top management/C-suite
- Operations
- EHS team
- Workers’ representatives
- IT
Finding out what their pain-points are, and addressing the issues they raise, will help ensure smooth adoption and raise the likelihood of a successful project outcome.
2. maintain strategic focus and outcomes-driven direction
Throughout the stakeholder involvement process, it’s critical not to let specialist stakeholders dictate direction. Be careful not to allow maintenance, finance, IT, or anyone else with only partial understanding of corporate EHS goals, to take over the decision making. If that happens it will impact your ability to develop your organization’s approach to EHS management and a broader EHS culture.
Individual departments or disciplines probably have limited insight into the broader scope of EHS. While it’s beneficial to involve IT, maintenance, finance and others in the early phase, they tend to know little, or possibly even to care, about the future development of EHS and safety management.
At some point in the future, for example, you may wish to pilot a new ‘safety II’ methodology, only to find resistance to adding or prioritize the new feature to a maintenance solution. Making sure that you remain in control will minimize the possibility of your strategic progress being slowed down, or minor concerns assuming bigger priority than they realistically merit.
Basically, once you have identified what outcomes the business requires, they should serve as the project goal; allowing only such flexibility as will serve to enrich those outcomes, as opposed to diluting them.
3. identify the most relevant processes to digitize first
It’s not unusual for people to think that EHS software can solve everything at once. The reality lies in being pragmatic and taking one step at a time, starting with the processes that are most important to your organization.
These processes may be incident management, risk management, auditing and inspections, or controlling your hazardous chemicals better. Or your goal may be about engaging your people better—creating an EHS culture, getting more people involved, improving communication, and becoming more productive in the EHS space.
The start point is to ask yourself what sort of fundamental change are you looking for in your EHS management? Then ask your leaders, colleagues, and other stakeholders the same question. They will probably be happy to share their thoughts on the subject. This is key to the drive towards shared project ownership.
4. accept the differences that come with change
The first examples of EHS software were identical to the paper-based processes they were intended to improve upon. Digitizing a paper form, such as a near-miss report, meant reproducing the same form on a computer.
For me, filling out this kind of digital form is usually more effort than just using paper and pen. With good old manual processes there’s none of the tedium of booting up your laptop, and then logging in.
Some of those early EHS tools look pretty basic and even primitive to us today. The thing is, there are companies that still use them.
Today’s EHS solutions are very different from those first efforts. Technology in every field of human activity has advanced. EHS solutions have rapidly developed at the same time. This may seem like an obvious fact, but it’s one that I find organizations often not acknowledging.
When choosing software, you'll have an opportunity to re-think, improve, and streamline your processes; making them easier and faster.
Be prepared to accept the differences that come with the change your software will enable. You will also be able to make greater use of your data, to share, collaborate, and communicate far easier and more efficiently than if you had chosen simply to shift all previous manual processes over to their digital equivalent.
5. focus on the future
Having decided on new software deployment, you will wish to set about implementation within the shortest possible time-frame. An approach that's guaranteed to help you achieve this is to focus on the strategic outcome and avoid getting side-tracked by small details that make no contribution to achieving it. Addressing the smallest details wastes time at the critical introduction phase.
Companies and organizations vary. So, too, do their processes and their EHS cultures. So why should all software be the same? How could a construction or maintenance app with some safety features be the best choice for you, if you’re working in a service business? Try to find the best fit for your business and working environment. Core EHS management processes are universal, but working environments are not.
There are the key questions to ask yourself when considering the design and potential customization of your solution:
- How many of your people (%) are field-based—with no direct access to a PC?
- What’s the split between white- and blue-collar workers?
- What distinctive and critical EHS processes do you have based on your industry, work styles, or culture?
- Is your focus on one site unit, physical location or area, or rather more dispersed/complex? What differences between locations and countries need addressing?
- Which processes would you like to harmonize across all locations and business units?
Verify that the solution you are considering can address these critical issues. Look for references and case studies in your industry, to prove where and how they have been addressed. Perhaps you can further verify your decision by asking for reference calls or visits. Ask the referring customers how the collaboration with the solution provider has been working. Also ask if the solution has been updated as promised.
successful EHS software projects can be straightforward and enjoyable
Buying an EHS software solution today is not just a one-time transaction. It shouldn't be. Both parties, you and the vendor, should view it as a long-term partnership. This is why it's advisable that you evaluate the risk of comparing only the initial price tags of potential solutions, and consider your investment over a longer period of time. If the solution provider is not able to invest in the continuous development of their product and service, their approach might not offer much in the way of long-term value.
Once you have evaluated the potential solution/s, verified the claims from the sales pitches and material, called the references, and done your due diligence, then it’s time to move forward.
Even though there is much to consider in the planning stages, successful EHS software projects can be straightforward and enjoyable. If you’ve done your research, and chosen the best-suited software partner, you should be in good hands. Let the partner guide you with best practices, while supporting your implementation project. They’ve probably done it multiple times and for sure have some great insights, networks and professionals to help you anticipate and avoid any pitfalls along the way.
We invite you to learn more about AMCS EHS Management – contact us now. You can also see for yourself how it streamlines your EHS tasks. Request a free demo now.