Whether you're running a restaurant, an office, or any other type of workplace environment, there are specific tasks that must be done to stay compliant with safety regulations and protect your employees. Those tasks include conducting regular safety inspections and maintaining checklist records. While it's easy to keep these checklists on paper and around the workplace, there are some drawbacks to this old-school method. Here's why you should make your lists digital:
The Problem with Paper
Handwritten checklists can be difficult or impossible to read over time - paper wears down, and ink fades with age making it hard to determine if there was ever a completed task. Paper can also be lost or damaged easily, and mistakes happen when handwriting isn't legible enough. Using paper checklists can also mean double the work, particularly if you have to transfer the data into your computer for record-keeping purposes.
Inputting data from paper checklists is also more prone to human error; the person can easily misspell or record an entry incorrectly. These mistakes can quickly become causes for miscommunication or failure to achieve compliance. Most importantly, the use of paper is not the most sustainable solution. For companies going green, a digital transformation is a key to environment-friendly practices.
The Advantages of Digital
Beyond promoting sustainability, going digital with your checklists come with many benefits.
Accessibility and availability
Digital files are always available to employees, no matter where or when the task needs checking off. It's not difficult to misplace a digital file on your computer - all you have to do is open it, run a search, and open the checklist. With paper checklists, you would need to rummage through stacks of paper that are probably buried in a drawer.
Digital files can be easily accessed from any device. All the information is stored in one secure location accessible on any internet-enabled device; this makes it easy for everyone (even outside contractors) to know what needs checking off each time an inspection occurs.
When you digitize your safety checklists, you can create a workplace that complies with many safety regulations across the world - not just those where your business is located. Since these files are stored in one secure location, it's easy to track which inspections have occurred and when they took place. For example, suppose an inspection is required every month. In that case, you can have the file set up to automatically remind employees of this - no more worrying about forgetting an inspection or misplacing a paper form!
Faster reaction times
The workplace is one of the most dangerous places for accidents, but using digital checklists can help you protect yourself and your employees. Another significant benefit of using digital safety checklists is that they allow easy documentation and sharing, resulting in faster reaction times to any potential issues. If any workplace hazards are discovered during inspections, it's much easier (and faster) to record the problem, create a solution, and alert the right people. Problems can be fixed immediately or scheduled for repair at an appropriate time, increasing workplace safety.
Ultimately, digital checklists save time and money, increase efficiency and productivity, and create a safe work environment. Making your safety inspections digital can improve workplace safety for everyone involved while streamlining the entire process.