Safety is a key component in our work environment, and especially in the industry of office moving.
How many site hazard assessment forms are you required to complete in a day? For CSS Office Solutions, depending on the sites our crew may visit in a day, it could be well up into the double digits. And with that it used to equal lots of paperwork and loads of physical pieces of paper that had to be handed in, tracked, recorded, and translated for safety stats. Plus, we all know that sometimes the physical paper disappears, or gets dropped in the snow or rain, and the information completed is lost and gone forever.
Better Managing our Safety Program
A number of years ago we sought to make a change in how we were managing our safety program. We came upon a program called SiteDocs that was introduced to CSS from a leading concrete company in Calgary. When it checked all our boxes and more, we decided to dive it and get it immediately intertwined into our safety program – and we’re sure happy we did! Now, this (and much more) safety information will forever be with our company, and all those juicy stats we all want to know are automatically calculated! Yes, yes, yes! It’s all true!
This software has allowed us to create and customize our own forms and fields where required based on the type of work we do, and its all electronically completed! No matter where our staff are working, they have access to complete the necessary safety documents, and track hazards including uploading pictures. The software stores an incredible amount of other data such as being able to upload our safety policies and other pertinent policy documents to have right at our employee’s fingertips. With the added feature of adding certifications and trainings, such as forklift or fall protection, it has helped have this information handy when we’ve had to work at heights on a jobsite or operate a forklift at a different location. Our employees can open their app and present their certification right from the SiteDocs system to show to the general contractor or compliance manager!
Vehicles in Your Fleet?
Have company vehicles? We sure do! This program aids in the necessary safety checks and maintenance tracking we do for all our vehicles, service units and our 5-ton trucks! Checklists make it easy to instruct our drivers on what to look for, what needs to be checked each time, and what items can be checked less often. Again, the ability to upload pictures right into the form is an incredible handy piece for our procedures. How easy is it to have a vehicle concern flagged by an employee, pictures taken on the spot to upload and the report is instantly sent to the HR & Safety Manager to get the ball rolling on next steps. Just like that, and all the driver did was complete their check and made note of something that wasn’t regular. Want to know how many kilometers each unit has been driven, that’s an easy report and now supports creating the exact stats we need.
Supporting Toolbox Meetings
Toolbox meetings occur before any work is started and are conducted at the same time as the hazard assessments. One handy piece of added information in SiteDocs, is the feature of included toolbox topics. They are not all applicable to each industry, but it certainly helps when your teams are feeling as if they’re running out of content. They can simply login to the system and within seconds, you have a full toolbox meeting topic and information to share with your co-workers. What a brilliant addition, as it can sometimes seem like our crew is running on repeat as it was normally the same topics that would be brought up time and time again. Now, we’re able to mix it up quite a bit and include topics that are of importance, but never crossed their minds. At CSS, we’ve found this to be a practical part for our crew.
Why We Made the Switch – True and Transparent Compliance!
Transitioning our safety program management and tracking to SiteDocs has entirely transformed our in-house safety requirements! No more of our ‘safety IN’ basket being flooded with paperwork to review, check off from each job site or work location from each day, and no more lost paperwork! With the click of a few buttons, our team is able to view, verify, and communicate with the on-site crew about their safety documents.
At CSS Office Solutions we look back at how we were previously managing our safety program and couldn’t imagine operating our program, forms, employee access, etc. any other way! When we say that we now have true and transparent compliance, it isn’t a joke! We’re extremely proud of our exemplary safety record in our workplace, especially as compared with similar businesses. As our safety manual says on the front:
When everyone makes it home safely at the end of the workday, this is always a good day!
Interested in learning more about SiteDocs or how CSS is managing our safety program?
Contact our office to have a conversation – we’re always willing to talk safety in the workplace!