Learn why spreadsheets hinder successful EHS programs (and what you can do about it)

Category: Health & Safety
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Learn why spreadsheets hinder successful EHS programs (and what you can do about it)

The 2024 GERI (Global EHS Readiness Index) report highlights that many organizations still rely on spreadsheets to manage EHS. In fact, the survey of over 1000 global EHS leaders shows that 1 in 5 organizations still rely on paper, spreadsheets, and email.

“20% of organizations haven’t adopted any EHS technology at all,  
preferring spreadsheets, paper and email.”  
2024 GERI Report. 

While spreadsheets are familiar, easily accessible, and on face value can appear to be cost effective, they fall short in several key areas necessary for successful EHS management and continuous improvement. 

This article explores the 5 main limitations of spreadsheets in reaching EHS maturity and how you can migrate to an EHS software solution to create the safest possible workplaces. It also provides an example scenario so you can see how these limitations occur in a real-world situation.

Limitations of Spreadsheets in EHS Management

1. Data Inaccuracy and Errors

Spreadsheets are prone to human error, which leads to inaccurate data entry, formula mistakes, and version control issues.

According to industry studies, nearly 90% of spreadsheets contain errors. In the context of EHS management, these errors can result in misinformed decisions, overlooked hazards, and non-compliance with safety regulations.

2. Lack of Real-Time Data

Spreadsheets do not offer real-time data updates, making it challenging to have an accurate, current view of safety metrics. Delayed data can hinder timely response to incidents, slow down hazard mitigation efforts, and impede the ability to track trends over time.

3. Poor Scalability

As organizations grow, the volume of EHS data increases, making spreadsheets cumbersome and inefficient. Managing large datasets in spreadsheets can be slow and complex, leading to potential data loss and difficulty in maintaining comprehensive records.

4. Inefficient Data Analysis and Reporting

Spreadsheets lack advanced analytics capabilities, making it difficult to perform in-depth data analysis. Generating reports manually is time-consuming and can lead to incomplete insights. Automated reporting and analytics are essential for identifying trends, assessing risks, and driving continuous improvement in EHS performance.

5. Inadequate Collaboration and Communication

Effective EHS management requires seamless collaboration among various stakeholders, including employees, safety managers, and executives. Spreadsheets do not support real-time collaboration, leading to communication gaps and siloed information. This fragmentation can impede coordinated efforts to enhance workplace safety.

A common scenario

To breathe life into the above and illustrate the repercussions of relying on spreadsheets as a major EHS tool, consider the following.

Company: ABC Manufacturing
Locations: 5 (across 3 states)
Workforce: 300 employees and 100 contractors
Operations: Heavy machinery, assembly lines

Incident: Machinery Fault

Step 1: Reporting the Incident
  • Employee/Contractor: Notices a fault in machinery.
  • Action: Sends an email to the safety manager describing the issue.
Step 2: Logging the Incident
  • Safety Manager: Receives the email, reviews the details, and opens the EHS spreadsheet.
  • Manual Entry: Enters the following information:
    • Date and time of the incident
    • Location
    • Machine involved
    • Description of the fault
    • Immediate actions taken
Step 3: Updating Multiple Stakeholders
  • Email Notifications: The safety manager must send an email to various stakeholders (maintenance team, site manager, and EHS officers) with the incident details.
  • Spreadsheet Sharing: The updated spreadsheet needs to be shared with:
    • Maintenance team (view and edit permissions)
    • Site managers (view permissions)
    • EHS officers (view and edit permissions)
Step 4: Risk Assessment and Investigation
  • Maintenance Team: Receives the email, accesses the spreadsheet, and logs their assessment and actions.
  • EHS Officer: Investigates, updating the spreadsheet with findings and recommendations.
  • Site Manager: Reviews the incident log and ensures corrective actions are implemented.
Step 5: Follow-Up and Reporting
  • Safety Manager: Regularly follows up on the progress and updates the spreadsheet.
  • Reporting: Periodic reports are manually compiled from the spreadsheet data to present to senior management.

When you breakdown a simple scenario, you can easily see how much time delay is created, the multiple touch points that are prone to errors and omissions, and worse yet – how incident reporting could be put into the “too hard basket” and not reported at all – putting workers at risk.

The great news is though, modern EHS software can solve all these issues for you.

The Value of EHS Software

Investing in EHS software offers numerous benefits that far outweigh the costs associated with traditional spreadsheet-based management. Here are some reasons why EHS software is a worthwhile investment:

1. Enhanced Data Accuracy and Consistency

EHS software minimizes human error through automated data entry, validation, and integration. This ensures that safety data is accurate, consistent, and reliable, supporting informed decision-making and compliance with regulatory standards.

2. Real-Time Data Access

With EHS software, organizations can access real-time data on incidents, hazards, and compliance status. Real-time monitoring allows for immediate response to safety issues, reducing the likelihood of accidents and improving overall workplace safety.

3. Scalability and Flexibility

EHS software is designed to handle large volumes of data and can scale with the organization’s growth. It provides a centralized platform for managing all aspects of EHS, from incident reporting to risk assessment, ensuring comprehensive oversight and control.

4. Advanced Analytics and Reporting

Modern EHS software includes powerful analytics tools that enable organizations to conduct in-depth data analysis. Automated reporting features generate insightful reports on safety performance, helping identify trends, predict risks, and implement preventive measures. According to Verdantix, companies using EHS software see a 20-30% improvement in safety performance metrics.

5. Improved Collaboration and Communication

EHS software fosters better collaboration and communication among all stakeholders. Features such as task assignments, notifications, and shared dashboards ensure that everyone is on the same page, promoting a proactive safety culture.

6. Cost Savings and ROI

Investing in EHS software can lead to significant cost savings by reducing workplace incidents, lowering insurance premiums, and avoiding fines associated with non-compliance. According to a report by the National Safety Council, the average cost of a workplace injury is $42,000 in the US. In Australia, a serious injury costs on average $16,000 and 8 weeks off work.

It’s easy to see how preventing even a few incidents, EHS software will quickly pay for itself.

Introducing HSI Donesafe

The first thought when moving away from manual systems like spreadsheets may be to rollout niche software for each use case. This may seem like a smaller initial step for your organization you may end up in the same place – too many different systems, with too many touchpoints and data that isn’t centralized.

It’s best to choose a single platform that will suit your needs now and easily scale with you.

HSI Donesafe’s EHS management software solution is designed to address the challenges of traditional EHS management systems. Trusted by organizations around the world, HSI Donesafe can help your organization achieve superior safety outcomes.

Comprehensive EHS Platform

HSI Donesafe provides a unified platform that integrates all EHS functions, from incident reporting and investigation to compliance management, risk management, injury management and auditing. This centralisation ensures that all safety data is easily accessible and manageable.

Real-Time Monitoring and Analytics

With HSI Donesafe, organizations can monitor safety metrics in real-time and leverage advanced analytics to gain actionable insights. The software’s predictive analytics capabilities help identify potential risks before they result in incidents, enabling proactive risk management.

User-Friendly Interface

HSI Donesafe features an intuitive, user-friendly interface that simplifies data entry, reporting, and communication. Available anywhere and on any device, we remove the barriers of engagement. This ease of use encourages employee participation in safety programs and ensures that critical safety information is accurately captured.

Scalable and Customisable

HSI Donesafe is scalable and customisable to meet the specific needs of any organization, regardless of size or industry. The software can adapt to evolving safety requirements, ensuring long-term value and effectiveness.

While spreadsheets have been a staple in EHS management, they fall short in providing the accuracy, efficiency, and scalability required for successful EHS programs. Investing in EHS software like HSI Donesafe offers significant benefits, including enhanced data accuracy, real-time monitoring, advanced analytics, and improved collaboration. These advantages lead to better safety outcomes, reduced risks, and substantial cost savings, making the investment in EHS software a critical step toward achieving continuous improvement in workplace safety. By transitioning to a modern EHS software solution, organizations can ensure they are well-equipped to handle the complexities of EHS management, fostering a safer, more compliant, and more efficient workplace.

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