The Role of Digitisation:
Enhanced Contractor Management & Workplace Safety
Learn how digitisation of workflows can offer the perfect solution by streamlining induction processes, enforcing permit requirements, and ensuring policies are always up-to-date and accessible, to create a safer, more efficient workplace.
TL:DR (Too Long:Didn’t Read) – Key Takeaways
- Digitisation Means a Safer Workplace: Transitioning from paper-based to digital systems significantly enhances the flexibility, accessibility, and implementation of safety protocols across your sites.
- Enhance Contractor Oversight and Compliance: Digital systems validate contractor credentials in real-time and ensure compliance is rigorously enforced. They ensure contractors always have a ccess to the latest site regulations and standards.
- Real-time Oversight and Site Future-proofing: Digital transformation of contractor workflows means ongoing visibility and adaptability, enabling your business to stay ahead of regulatory changes and operational challenges.
The Pain of Paper-Based Systems
Traditionally, Facility Managers (FMs) have relied on paper-based systems to manage contractor safety, where permits and policies are physically stored in folders. This outdated method is inefficient and prone to inaccuracy, incapable of supporting the dynamic needs of modern facilities and their FMs.
The reliance on paper creates several key challenges for contractors, subcontractors and FMs leading to heightened operational and safety risk:
- Inefficient Information Sharing: Contractors often start work without updated knowledge of site policies or proper inductions, leading to compliance breaches and potential safety incidents.
- Limited Oversight and Control: Paper documents make it difficult to track contractor compliance in real-time. FMs often struggle with ensuring all contractors and subcontractors are qualified, compliant, and have the correct credentials.
- Human Error: Manual data entry and physical document management lead to inconsistencies and errors, making it challenging to maintain accurate and up-to-date records of critical records such as permits and certifications.
- Inaccessible and Un-reportable: Paper-based data and physical documentation is impossible to effectively use for compliance reporting and safety auditing.
Digital solutions solve these problems by providing a centralised, real-time system for managing all contractor credentials, permits, and qualifications. This guarantees that all site requirements are met and contractor credentials checked. A digital approach not only makes safety protocols more accessible but ensures that they are practical, up-to-date, and easily enforced.
Benefits: Safety, Compliance, and Operational Efficiency
FMs are increasingly turning to digital solutions to streamline operations and reduce risks. This means no more outdated paper systems or manual checks, but instead, efficient, digital processes that give FMs complete control and real-time insights at every step.
Here are 3 key takeaways about how digitisation is transforming contractor management for FMs today:
- Automating Inductions and Access Control: With the right digitised platform, new contractors can seamlessly upload their licenses, certifications, and other required documentation. The system instantly verifies these documents in real-time, granting access only to those who meet every compliance requirement. This automated process ensures that non-compliant contractors are blocked from starting work, preventing potential safety risks before they arise. No more manual paperwork or delays, just a streamlined, efficient system that ensures only qualified contractors are allowed on site.
- Instant Access to Updated Safety Policies: Instead of static documents that may have outdated, digital systems ensure the latest versions of safety policies are always available to contractors on any device. This supports real-time updates and distribution, making it easier to manage changes in safety regulations or site-specific requirements.
- Ongoing Compliance, Effortlessly: Imagine never having to worry about lapses in contractor credentials! Digital systems can automatically re-check certifications and permits throughout the year, alerting you to any issues before they become problems. This proactive approach means compliance is always maintained without extra effort from the FM team.
Case Study: Critical Prevention – Stopping Non-Compliant, High-Risk Work
Recently, a client shared a story about how Verified helped them avoid a major compliance breach A subcontractor arrived on site to perform high-risk maintenance but lacked the required permit. Thanks to the digitisation of all related workflows (including access control), the FM was immediately alerted, and the subcontractor was prevented from starting work before all safety requirements were met.
The platform automatically verified the contractor’s credentials in real-time, ensuring no one could enter the site without the necessary permits and qualifications. Digitisation of all related workflow aspects, from permits and inductions to access control, meant the system gave the FM complete oversight, enabling compliance and ensuring site safety.
Elevating On-Site Safety Through Digital Transformation
Embracing end-to-end digitisation for contractor management brings substantial business benefits. Enhanced safety is achieved through real-time checks and automated compliance, ensuring all contractors meet both site and regulatory standards. This ultimately mitigates critical business risks whilst also freeing FMs to focus on broader site management operations.
As the demand for more efficient, safer, and compliant workplaces grows, the role of digital solutions becomes ever more crucial. This shift is transforming how sites and contractors are managed, setting new standards for safety and operational efficiency across industries.
If you’re keen to explore how you can digitise your site processes and workflows, we’re here to help guide you through the possibilities. Contact us on 1300 133 950 or via email to find out more.