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4 reasons to invest in a cloud based workplace health and safety system

Configurable compliance software safety software

For those who manage a workplace health and safety system in a business, it can be a HUGE headache. Typically WHS (also known as EHS software) systems are a combination of paper templates, excel spreadsheets, and isolated tech solutions – all stitched together into a clunky system that is almost impossible to report on.

From the employee or user perspective, they are just too confusing and annoying to use, so short cuts are found and taken.

As a result, it is no surprise that health and safety management can be seen as a costly, time consuming, and disruptive process. Beyond being a legal requirement, it is often seen as an expense that brings little to no benefits to an organization.

If this rings true with your organization, perhaps it is time to revisit your current system and look at how you can leverage the latest technology to gain real value from health and safety. Yes, you can reduce costs, but you can also see additional benefits that, with an old paper-based system, simply can’t be achieved.

Here are 4 key reasons considered by Donesafe clients when justifying an upgrade to cloud-based technology.


Elimination of multiple systems into one end to end platform:

This is quite a common scenario for many of Donesafe’s customers as they often have 3 or more systems managing some aspects of WHS, Learning, Contractor’s, Injury Management, Auditing, etc, and the cost of these individual systems become significant. Donesafe WHS software has the capability to manage all safety requirements on the one cloud-based platform, meaning subscription costs can be reduced. This is one of the most tangible cost savings if available.

Removal of paper-based printing/documentation:

In large corporate accounts with hundreds of sites, there can be costs associated with printing and managing documentation. In one customer example, printing costs were reduced by nearly $250k per annum by switching to a cloud-based platform. 

Labour savings:

This can be a hard cost saving where a headcount can be reduced in a department or soft (opportunity) savings where the worker may be retained but deployed on higher value-adding tasks/roles within the organization.

Improved Return to Work Outcomes:

There is strong evidence that well-managed claims and RTW process leading to improved outcomes for workers return to work sooner reduced costs of managing the worker’s absence. By pre-empting injuries, employers save money on medical expenses, the injured worker’s wages, insurance claim excesses, and replacement labor.


Measurable exposure to claims:

Without automation and notifications, Legal / HR may not be aware of incidents until much later (after key data has been lost, forgotten or personnel has moved on) thereby exposing the business to settlements. This is primarily because they are unable to provide evidence or sufficient investigation details. Donesafe has one client that cited this as the key business benefit as a typical claim for them was approx $100k.

Avoid the need to hire additional resource:

Often the WHS team is under-resourced.  Having a system that can assist with administration, a delegation of triage and actions can really assist with the workload in a meaningful way. The need for hiring additional resources is cleared.

Efficiencies and rework:

This can be hard to accurately quantify, however often issues arise from hazards or problems that have not been dealt with immediately. Administration and chasing of staff can consume valuable resources. We frequently hear clients taking days to create monthly reports or searching for data across the organization for management reporting, demonstration compliance for tenders etc.

Insurance penalties:

Some insurers impose timeframes around notification of incidents (also called events) for claim approval. In some cases, if incidents are not reported in a timely fashion claims may be denied or reduced.

Increased insurance premiums:  

Businesses with a low injury rate may have a significant premium increase as a result of marginal increases in incident and injury rates. We see premiums in some extreme cases go from $1million to $2million in the space of 24 months as a result of only 15 LTI compared to 10 in the past.


Building a culture around safety engagement:

A company that has the latest technology in health and safety systems is viewed favorably from the outside. This has multiple advantages for a company;

  • Be seen as an employer of choice – a modern health and safety management system is often introduced where companies are striving to gain a competitive advantage and attract the best talent.
  • Leverage a strong culture around communication, engagement, and efficiencies that often goes beyond the health and safety management system.

PR or Reputation:

Enhancing the organization’s reputation or reducing reputational damage as a result of incidents and market perceptions around compliance and safety.


Automation has become increasingly popular amongst companies for its benefits in productivity. A huge amount of time can be saved by automating repetitive work. For example, imagine ‘Employee A’ fills out an incident report. In a non-automated system, the employee’s safety manager would need to file this report, notify the manager of ‘Employee A’, perhaps fill out an additional hazard report off the back of the incident, and then enroll ‘Employee A’ into a training to prevent incidents in the future. 

While increased productivity is a huge bonus, the argument for implementing a system that automates safety actually circles back to improving workplace safety itself. Some areas of improvement include response speed to incidents or hazards, prevention of dangerous processes and situations, and improved safety planning.

See how Donesafe automations work

And as always, keep safe out there.

By Donesafe at

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