10 ways specialist health & safety construction software can benefit your business

There are already established technology solutions out there, where software supports and enhances Health & Safety project strategy delivered to a workforce. The article below shows how one unique solution, is already making a difference to both costs and staff welfare on UK sites and infrastructure projects.

#1 Significantly reduce time spent on administrative paperwork or spreadsheets
With inductions to consider, stock to monitor, and site staff to manage – there’s a lot of processes and paperwork involved. On a good day paperwork isn’t an issue, but when a process or step is missed, you risk a lot. From issues with safety and wellbeing of staff and contractors, to going over budget, poorly maintained processes have the potential to wreak havoc.

It’s your job as a Project or Health & Safety Manager to ensure safety in the workplace, and you can’t accurately achieve that with messy systems.

SkillPass is the solution

#2 Improved how you manage contractors
CSCS verification is a notorious admin burden for contractors – Failure to efficiently check cards and qualifications can result in down time while correct paperwork is produced. Once in-situ keeping on top of the expiry date of qualifications is difficult without the correct software.

SkillCheck is the solution

#3 Monitor the health of your workforce
With 9 million working days being lost last year to Musculoskeletal Disorder and a further 12 million to stress – we must take the health of the workforce seriously. The construction industry is particularly prone to a workforce needing further support, due to the additional physical and mental pressures placed workers.

HealthCheck is the solution

#4 Improved management and planning
Running a construction site requires you to manage your time, your team’s time and spin many more plates. Paperwork gets in the way of doing your important tasks and doesn’t always reduce risks. Electronic and cloud based systems go where you go and help structure your day and provide easy to use reports, helping you and your team do more and stay accountable. A streamlined integrated system prevents accidents and fatalities over the course of a project, which is well worth the investment.

Mosaic suite of products is the solution

#5 Deliver crucial pre-projects inductions online and off site
It is vital for each member of the workforce to have a briefing prior to a project starting, so they hit the ground running and know the potential hazards on site. From an administrative perspective, this is a logistical nightmare to get your own workforce and contractors booked on to class slots.

It involves a lot of skilled admin to collate all the contacts and chasing up to ensure everyone receives that all important first induction. Running inductions online and off site can also be a considerable time saver.

Induction Manager is the solution

#6 Use time & attendance data to secure accurate workforce payments
Ensuring that timesheets are in on time and accurately filled out correctly currently costs the UK construction industry millions in process and human errors. This is usually a paperwork driven exercise that needs approvals from Supervisors once completed by the worker. It is prone to delays and inaccuracies. Surely there is a better way to track time & attendance.

Tally System is the solution

#7 Know who has been issued what stock & assets
If your company uses a lot of its own tools, then managing your maintenance responsibilities can be something of an administrative nightmare. You must make sure you meet your contractual obligations while ensuring that testing schedules are managed effectively.

Similarly, plant management can be just as time-consuming and fiddly. You need to manage their use, maintenance and costs – which usually involves a lot of paperwork. Look for some construction asset management software which includes the ability to manage maintenance and plant, if your company struggles with these tasks. By accurately recording these aspects of your business, you also help protect your company during contract disputes.

Asset Manager is the solution

#8 Ensure that all health & safety messages land
Toolbox talks and daily safety briefings are now common place on most UK sites. But how do Site Managers know if everyone has received them. The simple answer is they generally do not, as there is a time lag between paperwork returning to the office and checks being completed.

Briefing Manager is the solution

#9 Innovate to face the challenges within the sector
There’s no doubt that running a modern-day construction business involves plenty of admin – but instead of cutting corners (and risking legal disputes later), you can use today’s technology to turn stacks of paperwork into manageable tasks.

Mosaic suite of products is the solution

#10 Competency training to improve your workforce’s knowledge
How do you assess key competencies and knowledge understanding of your workforce? Reduce errors which occur from misinterpretation. Provide training to improve ‘correct’ knowledge retention.

Perception is the solution

At Mosaic we provide a Health & Safety solution for companies who need to ensure that all of their workforce is adhering to certain standards. This passport platform allows companies to store and retrieve essential health and safety information from a single cloud based database. Not only does this save time and money, it helps ensure security and safety of the entire workforce.

Five construction admin challenges, that traditionally revolves around maintaining safe sites

Businesses in the construction industry face a different set of challenges than your average company. Take one aspect: safety. Most businesses face a relatively predictable set of safety issues. In construction due to the nature of building, safety has to be of paramount importance, otherwise workforce welfare could be compromised.

Organising the safety of the workforce can be a massive challenge, particularly on large projects and Joint Ventures (JV), particularly if traditional methods of paper and spreadsheets are employed. Let’s look at some of the most common admin challenges, and how you can manage them more effectively using Mosaic.

#1 Inducting the workforce
In the construction sector, it is vital for each member of the workforce to have a briefing prior to a project starting, so they hit the ground running and know the potential hazards on site. From an administrative perspective, this is a logistical nightmare to get your own workforce and contractors booked on to class slots.

It involves a lot of skilled admin to collate all the contacts and chasing up to ensure everyone receives that all important first induction.

#2 Verifying subcontractors
CSCS verification is a notorious admin burden for contractors – Failure to efficiently check cards and qualifications can result in down time while correct paperwork is produced. Once in-situ keeping on top of the expiry date of qualifications is difficult without the correct software.

#3 Managing plant and maintenance
If your company uses a lot of its own tools, then managing your maintenance responsibilities can be something of an administrative nightmare. You must make sure you meet your contractual obligations while ensuring that testing schedules are managed effectively.

Similarly, plant management can be just as time-consuming and fiddly. You need to manage their use, maintenance and costs – which usually involves a lot of paperwork. Look for some construction asset management software which includes the ability to manage maintenance and plant, if your company struggles with these tasks. By accurately recording these aspects of your business, you also help protect your company during contract disputes.

#4 Ongoing safety briefings
Toolbox talks and daily safety briefings are now common place on most UK sites. But how do Site Managers know if everyone has received them. The simple answer is they generally do not, as there is a time lag between paperwork returning to the office and checks being completed.

#5 Workforce Payment
Ensuring that timesheets are in on time and accurately filled in correctly currently costs the UK construction industry millions in process and human errors. This is usually a paperwork driven exercise that gets approvals from Supervisors once completed further down the chain. It is prone to delays and inaccuracies. Surely there is a better way to track time & attendance.

Sum-up
There’s no doubt that running a modern-day construction business involves plenty of admin – but instead of cutting corners (and risking legal disputes later), you can use today’s technology to turn stacks of paperwork into manageable tasks.

Looking to upgrade your construction health and safety systems now with Mosaic.

Get in touch to see how we can help you identify areas of concern and reduce administration inefficiencies on your construction site or project.

 

CDM2015 requirements on inductions – Why online inductions are best for security and safety

Paperwork is essential for any desk or office based business, and when it comes to combining onsite induction processes with paperwork, you can risk errors. No matter the size of your site, how well trained your staff are, paper-based induction processes are risky. Security and safety, as well as return of investment, are paramount, so we look at why automated inductions are the way forward for construction sites.

CDM2015 requirements on inductions
Under the CDM2015 regulations staff and visitors must be given a suitable induction to the project or site. The induction needs to be site-specific, relevant to the size and scope of the work, and inform the visitor/worker of the level of risk involved going onsite.  
 
Before CDM2015, you could implement your own paper based system and use your own methods to track results. However now, you have to follow specific procedures, which is time consuming. In the past you would need to do a lot of this in person, where as automation would allow you to give a standard presentation and book a slot to fit in with a Site Manager’s busy schedule.
 
How does a good induction system look?
A good induction system has several elements such as:
● Takes into account inductees’ experience and expertise
● Clear on site structure and job roles
● Site-specific health and safety risks
● Inform of evacuation procedures and first aid
● Cover the inductees personal responsibility for health and safety

Having the ability to adapt the content to each individual’s needs and expertise is vital for saving time. The best way to achieve this is to implement software which holds data in a central location, and updates across all platforms. For multi-site projects, this can save hours of time for managers, which can be invested back into the project. 
 
This induction process can be supported with physical documentation, or be tested using an online quiz to ensure compliance and retention of knowledge.  
 
Automation at its best
The induction process is necessary, and handing it over to an online system feels like a risky move. In reality, using cloud-based programmes means that inductions can be carried out quickly, effectively, and removes the need for a manager to be present at all times during the process.

Automated inductions process allows visitors and contractors to access documentation they need for their job. This saves time as well as paper and ink, so is a huge positive for the company and the environment.
 
Reporting is another area of concern for managers. Running spreadsheets and creating reports from possibly outdated information is risky. Automation saves effort on all parts to generate up to date, accurate reports at the push of a button. Real time reporting means health and safety standards can be adhered to, and the knowledge of visitors and staff  are accounted for. 

Streamline your induction process with Online Induction Manager – get in touch with one of our team members or download our product sheet here to find out more

A step by step guide to getting your site inductions right

Regardless of the size of the construction site and the different processes you may already have in place, you need to do your inductions properly. Inductions are designed to give visitors and contractors the needed information and training to work safely on a construction site. A slip up in paperwork could be the cause of accidents or poor accountability of personnel in a crisis. We break down the inductions process and offer some tips on how to make it more efficient and error free.

deliver site inductions online or offline or a combination of the two
deliver site inductions online or offline or a combination of the two

Provide the right information

What you need to provide will depend on the size of the construction site and the stage of the project. A block of flats will need a more in-depth induction process than a bungalow. There is no one size fits all approach to what information you need to provide, but we have summarised the key ones below: 
 
● Cover the Incident, emergency and evacuation procedures.
● Layout of the site or workplace. You should includes all entries, exits, facilities and location of security and first aid
● The procedures for reporting incidents and hazards
● Review the hazards and risks the visitor/contractor may experience on this specific site i.e. dangerous substance handling
● Detail the control measures these specific risks
● List the site specific rules which the visitor MUST comply with such as wearing protective equipment
● Safety documents, policies and plans specific to the workplace e.g. traffic management plan

The format in which you present this information is important, as you need to ensure that everything is properly recorded and can be checked quickly and easily. 

Look at task specific training

Visitors may not require any specific training as they are only onsite for a brief period, however

contractors will need specific training on the tasks they will be undertaking. The induction is a key time for giving the right training on hazards and risks, and the control measures they need to take to ensure their safety. You should look to include the follow elements in task specific training during the site induction process:

● Who’s in charge of the project and who is responsible for certain functions
● Information pack on the duties / task the contractor will be undertaking
● The risks, hazards and control measures that are involved with the task
● If applicable, you should how the contractor the Method Statement or other supporting documentation.
● Cover any legal responsibilities the contractor has and any codes of practise (is applicable) that must be followed. 

Carrying out the site induction

How you carry out the site induction will be influenced by the health and safety needs of the project, the size of the construction site and how many people need to be inducted.

In our experience we’ve seen many Site Managers spend 12+ hours a week on site inductions and this includes a lot of paperwork and post it notes. This leaves a lot of room for error which runs high risks, especially on complex and dangerous sites. 

Online site induction software is the next generation of ensuring safety for site visitors and contractors as well as reducing workload, therefore bringing down costs in lost time for site managers. Read more about how Online Induction Manager could improve the way you do site inductions.

Railworker Repairing Track

Why use our online Mosaic Induction Manager? It’s because we designed it with your needs in mind…

Mosaic Management Systems has focused on the construction sector and for the last decade has designed software for its clients, with their particular needs in mind. We are held in high regard with our clients and users of our products alike. Our innovative approach to problem solving in the construction industries through using cutting edge technology, means we have a great appreciation of the challenges you face daily. As testament to this we are used on a number of high profile projects by the biggest names in the industry. Mosaic Induction Manager provides a refreshing approach to delivering site inductions, that not only saves time, but also raises standards.

Mosaic Induction Manager affords Project Managers more time to get on with Project Management. This is because:

  • Time is saved carrying out inductions onsite
  • Time is saved by reduced form filling
  • Time is saved if online inductions are used
  • Time is saved by limiting repeats of inductions

An easier, faster way to induct your workers

deliver site inductions online or offline or a combination of the two
deliver site inductions online or offline or a combination of the two
Your employees and workforce can easily book themselves onto their preferred slot

Our software offers a much better way to induct personnel over traditional methods like spreadsheets and paper:

  • Consistency is always guaranteed
  • Repeat inductions for those late arrivals can be a thing of the past if run online
  • Diary changes and those who ‘did not show’ is now irrelevant
  • Easy to administer and view status reports
  • Workers can easily be notified about site processes and client health & safety expectations.

User friendly system offering reduced administration time because of:

  • Online record of successful inductions 
  • Online so it is always accessible
  • Cuts down on chasing contractors and own workers to attend inductions

Access from all platforms – PC, tablet or phone

The app allows you to access induction information via Smart Phone

Our individually tailored Online Site Induction process can be used on the go, 24/7 with remote induction using a Smart Phone, Tablet, PC, Laptop.

technology adoption in the construction industry

Online induction software to guide site contractors through the induction process

Getting contractors inducted is certainly a challenge. This challenge is twofold. Firstly, getting them booked onto induction courses can prove timely and secondly delivering the correct information can be crucial to the success of an initial start of a project.

Yet most contractors spend less time with you than your own employees, but they are as important in terms of profitability and productivity as your own staff.

You want them to hit the ground running just like your own workforce, which means spending time inducting them about projects and health & safety they need to be aware of while on those jobs. Replacing contractors is costly, and companies are now getting more and more savvy about adopting technology to help them ensure project run smoothly. Once such technology is contractor online induction software.


Developing a consistent approach to inducting both your contractors (and employees) is a step in the right direction to making a good impression upon your contractor. Online induction software can help you to better achieve this by:


• Embedding a health and safety culture

• Communicating your values and the way you like to work
• Document all necessary worker paperwork. Evidence can be uploaded by the contractor. The onus is on them to provide and chase their own workers for this.
• Bring new hires up to speed quickly
• Establish communication lines between the organisation and new employees
• Help retain workers for longer


Part of this consistent approach should be an appreciation by the Manager that different sets of workers will require different information to perform their role. Therefore, the induction must be tailored to suit these differing groups needs. Some factors to consider are:


• Roles and tasks
• Location
• Language
• Risks and Job Hazards


Some companies will use spreadsheets to create such groupings. This can be tiresome and confusing, but it does work. However, induction software is a much better option as it is online and more importantly it ensure the right information is disseminated to the right groups.

The automation of site inductions, better helps ensure safety compliance on projects

The majority of senior executives (72%) in regulated companies (from construction to manufacturing) feel that

Site and project inductions will undoubtedly help to mitigate risk faced by new workers

ensuring compliance with regulatory requirements represents one of the greatest challenges they face in their roles. Rather than being bogged down by it, many are turning to automation to free themselves up to better manage their workforce.

In construction, this can start by automating the induction process. Under CDM 2015 all contractors must provide a suitable site or project induction to all staff.  The induction should be site specific and be relevant to the size and scope of the work, and level of risk involved. The following induction topics should be considered:

  • Senior management’s commitment to health and safety.
  • An outline of the project.
  • Management of the site, for example who the site manager is.
  • Site-specific health and safety risks, for example any requirement to work near overhead cables.
  • Control measures on site, for example site rules, vehicle and pedestrian segregation, PPE, temporary electrics, and site restrictions such as delivery arrangements.
  • Dealing with emergencies including first aid arrangements.
  • Accident and incident reporting arrangements.
  • Training details, for example provision of toolbox talks and task briefings.
  • Arrangements for consulting the workforce on health and safety.
  • Individual workers’ responsibility for health and safety.

If automation were to be employed then the principle contractor could remove a lot of administration surrounding this process and store pertinent worker information that can be easily retrieved from the online database. They would be able to run induction online, where workers view a presentation and take quizzes around its content. If it was run offline, then contractors could book themselves onto a convenient date and time slot to suit their employees. Additional documentary evidence of workers could also be uploaded prior to the induction, saving considerably on paperwork and chasing up of this. The final option is a combination of the two, which is becoming more popular on large scale construction projects nationally.

deliver site inductions online or offline or a combination of the two
deliver site inductions online or offline or a combination of the two

At Mosaic, we truly believe that construction companies need to start using automated induction software. Plan a comprehensive induction programme using the above guidance and free yourself up from this regulatory consideration. Use the cost calculator below to help you better envisage costs around your processes:

 

online site induction

Help with costing your Inductions for construction sites

A study by the Institute for Work & Health (2012) found that the higher risk of work injury among new workers has persisted over the past ten years. This suggests sites need to do more to ensure new workers get the training and supervision they need to stay safe on the job. Ignoring these findings may be cheaper in the short run, but could lead to claims against a company should an accident occur and health & safety has not been explained clearly from the outset.

In addition to monetary implications, there is a productivity argument around providing the correct information to workers so they can hit the ground running on a project. An informed worker will be a more productive worker, particularly when they are finding their feet at the start of a project.

Mosaic operates in the construction sector, where inductions are vital to help and inform new workers coming onto projects and sites. In this environment, having a competent induction program means having compliance with Health and Safety and employment legislation. We have developed an ‘induction calculator’ to help you accurately assessing the cost of pulling together an induction programme. We feel it is time you put a figure on all those administration hours put into getting the right people to the induction class using a paper or spreadsheet system.

Induction calculator

We fervently believe that companies need to develop a detailed induction strategy for sites and projects utilising online software. Plan a comprehensive induction programme and consider what information your new workforce will need to thrive, above and beyond health & safety hazards.

Take a free demo and see for yourself the benefits that our online induction module can bring to your site or project

5 Frequently Asked Questions about Online Induction

We can appreciate that moving to an online induction program might through up a few questions before you take the plunge. Therefore, we have pulled together a list of ‘Frequently Asked Questions’ that are regularly posed to us by clients in your shoes.

  1. How will running online inductions specifically make my life easier, than doing it face-to-face?

Here at Mosaic we believe in offering you options to continue running your inductions face-to-face or chose to move them online or offer a combination of both. We do not prescribe the best method for you to get your message or training across to your workforce. What we are currently witnessing in the construction sector however, is a move to delivering inductions online, or a combination of the two.

deliver site inductions online or offline or a combination of the two
deliver site inductions online or offline or a combination of the two

Running online inductions will certainly save you money as you remove the need for booking rooms and having a presenter for the event. Online inductions offer total flexibility, as they can be completed anytime.

Online inductions save considerable man hours as the induction is delivered via a portal. Those who have not completed it fully and in time not gain access to site until they have done so. This method also allows inductions to be standardised and the data collated in a central database.

  1. How will I know that workers have completed the briefing and understand the information presented? At least when it is face-to-face they can ask questions.

The beauty of online inductions is that you can include a variety of stimulating material for your workforce to view. This includes presentations, film content, pictures and interactive quizzes. The quizzes usually come at the end of the induction and are designed to test knowledge gained using a multiple-choice format. A pass benchmark can be set and if this is not realised then questions would need to be retaken.

Just to reiterate we offer you the choice of running online inductions, off line, or a combination of two. Should you wish to maintain your current program of face-to-face inductions, then the software allows your existing workforce and contractors to book onto the most convenient class. This puts the onus on the workforce to complete the training and automatic reminders can be sent should their involvement not be forthcoming.

  1. I usually get all the legal certification from my workers and contractors when I see them at the induction?

Inductions help you to gather information from new staff, as well as vice versa. This can include things like proof of qualifications and certification. In some cases, such as within the construction industry, certification relating to health & safety and competence can be a legal requirement.

The Mosaic software has a feature built in that allows contractors and your works alike to upload this necessary documentation. This can be checked prior to allowing entry onto the project.

  1. Is the software user-friendly?

Yes, it is very user friendly and has been designed with the consumer in mind. However, should you need support then we provide Technical Support during working hours. We also provide access to our ‘HelpFiles’ which is effectively a user manual.

  1. What if I need to run non-standard inductions to different roles involved in the project?

This is not a problem, by specifying roles from the outset the system will allow the user to easily to upload different content for different worker groups. We appreciate that different workers face different situations from a health & safety perspective and training may need to reflect this.

Should you have any further questions then do not hesitate to contact us via the link.

Thames Tideway induction

To help avoid workforce churn, plan your inductions with staff in mind

According to the London Coaching Company, 4 out of 5 company offer a below par induction, which contributes to 20% of new employees leaving a business within first 6 months. With an average cost for replacing new staff running as high as £30,611 this is an expense you can’t afford. Recruitment doesn’t end with the offer being made and accepted, it’s vital to plan your new starter’s initial journey with inductions, training and even use mentors.

deliver site inductions online or offline or a combination of the two
Options to deliver site inductions online or offline or a combination of the two

Companies need to develop a detailed on-boarding and induction strategy. Plan a comprehensive induction programme and consider what information your new team member will need to thrive. You might even want to consider providing a mentor. Also define your employee’s KPIs from the outset giving them a sense of direction and purpose from the get go.  

Mosaic operates in the construction sector, where inductions are vital to help and inform new workers coming onto projects and sites. In this environment, having a competent induction program means having compliance with Health and Safety and employment legislation

 

Take a free demo and see for yourself the benefits that our induction module can bring