Donesafe News

Safety challenges in your new home office

Work-from-home

In many households, the family is now together, and work-life integration is more prevalent than ever. COVID-19 has put a few changes in place – some that will fade quickly but others that will stick around for good.

Has your laptop grown a long pair of wooden legs and been positioned in front of a TV, close to the kitchen and this space is now ‘the office’. With a huge percentage of workers now continuing to work from home, they are a few things to check.

Before you left the office, did you forget your charger, office mug, and a handful of incident forms, just in case?

What’s changed?

Now that changes are in place for a little while, it’s important to know that workers remain safe, healthy, and happy from their new place of work. The shift was fast and unexpected leaving most businesses scrambling to get things actioned.

As a business owner or an employee settling into the ‘new norm’, can you safely say you are ticking all the boxes?

It’s never been more on-trend to say, “Safety first”.

Health and safety systems regardless of how you manage this; paper, a combination of systems, or a fully integrated and seamless safety management system – you may find technology gaps. As policies, procedures, locations and other things change within your workplace, you need to ask yourself this – how quickly can you change this within your current safety management process?

Are you working safely within your new workplace?

This includes mental and physical wellbeing. Who checks in, what systems are in place, who do you report to?

Is your office space ergonomically sound? Do you find yourself with a bad back/neck at the end of each day? Has your desk (kitchen table, coffee table), chair (bar stool, couch, milk crate), monitor been checked from an ergonomics perspective? Do you know how to check this yourself?

Lots of questions to consider, and turns out to answer too.

Do you currently manage your health and safety on paper-based forms?

If you answered, yes. Don’t worry, you’re not alone. There’s no right or wrong way to manage health and safety, but there are smarter ways to reduce high volume admin, repetitive tasks, and save time. We could all do with some time back, right?

Plenty of companies still use paper-based systems to oversee their workplace health and safety compliance management. For some, it can be an out-of-control mess, requires lots of storage and a productivity killer.

Others will argue that it works perfectly fine and ‘if it ain’t broke, why fix it?’ But how do you do this now your employees are in different locations, social distancing and self-isolation is now the new ‘norm’.

Is it time to consider technology to fill those gaps and changes?

Technology can assist in many ways especially now face-to-face and office-based working has flipped on its head during COVID-19. Businesses need to innovate and recreate solutions when it comes to making a to-do list and checking line items off.

In order to move forward, can you identify employee needs and address concerns, define a workplace hazard, and ensure 100% of employees are working safely?

A simple, fast, and risk reduced approach would be to consolidate processes into the one system, allowing for increased reporting, seamless and easy access for employees and managers, plus reducing the pressures of managing a business.

Workplace hazards or incidents in the home, how to manage this?

Health and safety is still as important as ever now your employees are working from home. An example of how to reduce risks, report hazards and incidents, complete ergonomics assessments, and follow-up outstanding records/actions is to include technology and automate what you can.

The global outbreak has certainly taken us by surprise as we look to adapt and keep people safe and in-the-know. Find yourself/employees working from the lounge, living room, or a make-shift desk for the last 10+ weeks.

A Donesafe customer case study with Mountford Plumbing outlines how the business shifted to an innovative and technology-driven approach for all health and safety requirements.

What if I have an incident whilst working from home?

Well firstly, incidents still need to be recorded and actions still need to be managed off the back of the incident including follow-ups, resolutions, and notifying upper management. 

“At one stage, all we were doing was paperwork … It was just so cumbersome.”

Mountford Pluming Services

A Real-Life Scenario

Today – A worker notices that their back and neck becomes sore after working from home. With no paper-work or assessment to complete, an email is sent with no response or follow-up actions in place.

With technology, set up for tomorrow – A worker notices a slight strain in their neck and back. They pull out their phone, snap a photo, type a note and click Send. Boom! They get back to work within a minute. Their notification then pops up on the WHS manager or business owner’s phone, who then taps a few buttons, and the appropriate ergonomics assessment is sent to resolve this. At every chain along the workflow, records are automatically taken and related without anyone having to spend more than a minute of their day dealing with it and correcting actions.

Mountford Plumbing switched from Paper to Donesafe

Donesafe’s Work From Home App

COVID-19 Donesafe app enables organizations to manage employees from their new location, home, or wherever they may be. 

Functionalities and capabilities;

– Information to be stored and streamlined throughout the organization
– Approval processes for recorded information
– Requests to be managed remotely with review and approval stages 
– Monitor a safe environment; from equipment to potential hazards 
– Logging incidents
– Communications/notifications to keep employees up-to-date at all times

Work From Home Register

Simple and Easy to know who is working from home and who isn’t at a glance. Enable employees to request permission to work from home and employers to review and approve.

Home Office Ergonomic Assessment

Mitigate the risk of injury at home by deploying an ergonomic assessment to your workforce. Standardize and manage a multi-step inspection process no matter where you are.

Log Incidents from the Home Office

Make it easy for your workers to log incidents so you gain a better idea about what is actually happening organization-wide. Use the collected data to analyze causes, trigger investigations, predict hazards, or help prevent incidents in the future.

How to migrate quickly to a new Work From Home solution?

It’s time to move forward.

Donesafe, a cloud-based, fast, and easy to build, use, and migrate your health and safety system. Why’s that?

As an agile and creative team, we put our heads together and worked out how we can provide solutions for those working in isolation, home management, the who, what, where, and why about how this works and a few other elements that need to be factored into this period.

Other companies who shifted from paper-based forms and haven’t looked back

Fast-food giant McDonald’s shifted from a restaurant paper-based book and increased employee engagement to safety by 500%

Looking to make the switch, organize a demo.

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