Are you ready to implement a safety software suite in your organization? With a toolset like BasicSafe, fields, forms and templates are structured, yet customizable with dynamic settings you can control and modify — but that doesn’t mean adoption will be automatic. Even the best-designed tools and plans won’t take effect until they’re properly implemented.
Fortunately, there are many established best practices for software implementation. From generating buy-in to establishing clear lines of communication, there are many ways to ensure your software is configured correctly so your employees actually use it. Keep these best practices in mind as you implement a new set of tools.
An intuitive, customizable software suite will allow for fast implementation and flexible changes. Still, “fast” is a relative term, and every implementation has its bottlenecks and delays. Your IT team may be ready and raring to go, but what about your executive team, safety personnel and users? Successful implementations require input from several stakeholders, and it’s important to allow enough time for everyone to contribute. There also should be built-in time for troubleshooting and on-the-fly changes, both of which are inevitable during any major implementation.
Form a Team
Who’s responsible for configuring the software? Who will gather information from users? Who will communicate with the vendor and troubleshoot issues as they arise? These and other responsibilities should be assigned from the get-go, and the implementation team should regularly meet to discuss goals and adjust deadlines. Perhaps most importantly, you need a team leader who assigns responsibilities and makes final calls. Is that you?
Conduct an Audit
You’re investing in safety software to make your company safer and more efficient, but what exactly needs to change? For insight into the modules and configurations you’ll need, first conduct an audit of your existing safety policies and procedures. Both strengths and weaknesses will guide your team’s decisions during the implementation.
A successful implementation takes buy-in from every level of an organization. Executives, upper management and workers all need to understand why the software is being implemented and how it benefits them. A good safety suite has more than a few far-reaching benefits — such as improved safety, lower costs and greater productivity — but you need to connect those benefits to stakeholders who care about them most.
Consult Your Users
You and your IT team probably have a few ideas about how the software should be configured, but what do the rest of your safety personnel and workers think? Learn what problems your users face in their current workflows, and adjust the software accordingly. Failure to do so will only cause headaches and delays, as your users find workarounds and avoid using the suite altogether.
From pre-implementation to follow-up, there need to be clear lines of communication between your safety team, IT personnel and user groups. Make sure everyone knows when changes are made and why — especially if those changes conflict with some users’ expressed preferences. Few people will get everything they want, but consistent communication goes a long way in maintaining buy-in and ensuring people use the software the ways it’s intended to be used.
Implementation is just the beginning. Once your safety suite is up and running, you’ll need to regularly review its performance. Are workers and office personnel adopting the new system in a timely manner? What problems have they encountered? What needs to change to make the suite even more effective in achieving your company’s safety goals? By asking these questions on a regular basis, you can continually improve your software and, ultimately, reduce incident rates and related costs.
With the BasicSafe safety management system software suite, you can quickly and efficiently make the changes your organization needs. To learn more about implementing BasicSafe into your organization, contact us today.