Can voice recognition technology speed up your safety reporting process?

Constantly monitoring the productivity and safety of your workplace involves gathering a lot of information and taking copious notes. You need to know at all times whether your employees are working hard, staying safe and just generally keeping operations moving along. In other words, you've got a lot of data to report.

Voice recognition technology is the superior method of keeping tabs on safety in your workplace.

One way to handle this burden is to spend all day typing – be it at a desktop PC, a tablet or what have you. That can work, but it can get pretty tiring, not to mention boring. What if there was a better way?

As a matter of fact, there is. Using voice recognition technology is the superior method of keeping tabs on safety in your workplace.

Machines type better than humans

For a long time, people were leery of tech gimmicks like voice recognition because they assumed they were buggy and less reliable than simply doing things the old-fashioned way. It appears, however, that this is no longer the case.

National Public Radio recently reported on a study by Chinese Internet provider Baidu, which found that voice recognition programs are now better typists than humans. Baidu Chief Scientist Andrew Ng told the news outlet that he didn't find this result surprising.

"Humanity was never designed to communicate by using our fingers to poke at a tiny little keyboard on a mobile phone," he said. "Speech has always been a much more natural way for humans to communicate with each other."

Incidentally, it could also be a powerful new method for handling safety documentation.

Adjusting your reporting strategy

Now that voice recognition technology is so reliable, it might be time for your company to adjust its approach to handling safety issues. You probably already have a detailed work site safety checklist in place – why bother to write down all your progress on paper when you can simply speak it?

Speaking into a mobile device requires a new approach.Speaking into a mobile device requires a new approach.

Fast Company notes that this can be done, but it may require that users adjust their speaking styles somewhat to account for the new technology. In other words, you may need to think before speaking, choose your words carefully and speak slowly and deliberately for the process to work.

SiteApp – the best of both worlds

SiteApp has a unique take on the modern-day workplace safety app. We want to empower your business to use real-time reporting technology and use only the latest, most accurate data to make decisions about your workplace's safety.

Now, though, we're also combining that with a "voice to type" feature that takes reporting to an entirely new level. Writing down notes is a long and tiring process. Why not abandon it? With SiteApp, you can get everything you're looking for – quick reporting, reliable data and a process that's as easy as simply opening your mouth to speak.

Regular inspections are vital for your workplace’s health and safety

Ensuring a safe and productive workplace is not a one-time thing. You can't merely prepare a list of safety rules, teach them on the first day and expect everyone to fall in line forever. Instead, every good manager knows to follow up continuously, ensuring that everyone keeps doing their part for a safe workplace in perpetuity.

It's important to keep a close watchful eye on your employees and their processes.

Part of this process is scheduling regular inspections. It's important to keep a close watchful eye on your employees and their processes, documenting all your findings as you go.

Get the full scope of work safety

If you want your business to have a comprehensive approach to work site safety, you'll have to cover a few different bases. According to the Nonprofit Risk Management Center, there are a variety of areas that need your attention:

  • General conditions – People should be able to navigate your workplace in areas that are clean, well-lit and clear of debris that might cause accidents. Stairs, rails and other walking areas must be in good condition.
  • Fire prevention – In case of fire, there should be safety precautions readily available. These should include extinguishers, sprinkler systems, smoke detectors, alarms and more.
  • Evacuation plans – If people ever need to exit your building in a hurry, there should be clear procedures in place. Exits should be well identified, lit and easy to use, with doors that are operable and reliable.

Really, this is just the beginning. A complete safety plan is a major undertaking.

Different types of inspections you might need

Ensuring that your company stays safe requires following up with regular inspections. As WorkSafe New Zealand noted, the inspection process comes in a few different forms.

Your workplace must be inspected closely.Your workplace must be inspected closely.

The assessment approach is a proactive one, in which inspectors examine your company's space and ensure that workplace compliance is in order and there are no unsafe practices in place. Investigation inspections are more reactive, taking place after an accident and being used to identify what went wrong. Likewise, response inspection consists of looking over data points on past safety events, identifying problems and recommending policy changes.

It may well be that the best approach to workplace inspection is one that melds all of the above. You can never be too thorough.

Use an app to manage the process

Because the safety inspection process is so rigorous, it's a good idea to have a high-tech solution available that can help you manage it. That's what we offer with SiteApp – a workplace safety app that gives you complete control over the entire process.

SiteApp is a major upgrade over other solutions in terms of safety documentation, making it easy to record the results of every inspection and store that data securely. It's also great for real-time reporting, meaning you can quickly forward relevant safety data to all other parties who need it. Workplace safety might be complicated, but using the right app can make it far simpler.

What are your organisation’s goals for employee safety?

If you've got the right mentality about running a business, you know your first priority isn't to make money or to achieve meteoric growth – it's to keep your employees safe. This must come first. If your people aren't safe, they aren't productive, and if they aren't productive, then none of those other successes will follow.

Your first priority isn't to make money or to achieve growth – it's to keep your employees safe.

Having plans for marketing and sales is important, but it's just as crucial that your organisation have a framework in place for ensuring a healthy, safe workplace. This is especially true if your staff is forced to handle a great deal of risky physical labour.

So where do you begin?

Expanding your company's capabilities

Reaching a high standard for health and safety at work is a complex, long-term process. According to WorkSafe New Zealand, it makes sense to set one-year goals for tangible improvement at your site of operations. For example, you can aspire to:

  • Develop the safety knowledge and skills of your work site supervisors. Once your staff leaders have a good handle on the safety knowledge pertinent to your site, they can pass that insight on to everyone else.
  • Work out a schedule for training employees about hazardous substances, potentially dangerous equipment and other aspects of your operations that might pose a threat.
  • Educate the rest of your staff extensively about work health, to the point where your company culture is oriented around it.

Transforming your workplace culture

So how does this cultural change come about? Where's the foundation for your company's approach to work site safety?

You want your staff to collaborate safely and easily.You want your staff to collaborate safely and easily.

One way to view it is that everything stems from the way your employees use tools and machinery. Devising your safety checklist, therefore, should begin with a detailed survey of all the physical assets in your workplace and what it takes to use them properly.

Once your whole staff is armed with this information, you can move forward with confidence. Employees can keep an eye on one another's activity and report any unsafe procedures or conditions they come across.

An app can solidify your safety framework

Enforcing a safety policy across your entire organisation can be a challenge, but it's less so when you have a workplace safety app in place. SiteApp is one fantastic such resource. SiteApp is more than just a workplace safety tool – it's a comprehensive solution that can reorient your entire staff and build a healthy corporate culture.

SiteApp's features include remote monitoring, which makes it easy for managers to oversee their employees, and better safety documentation, meaning record-keeping is automatic and easy. There's never been a better way to coordinate safety processes and keep your entire staff healthy, engaged and productive.

What are the benefits of moving workplace safety to the cloud?

If you manage a workplace that requires your team members to do a great deal of physical labour on a daily basis, you probably have an extensive work site safety checklist. It's important to standardise your operations so that everyone is held to the same expectations as far as safe, efficient work.

The workplace is dynamic, and rules are always changing. The challenge is keeping your safety rules up to date.

It's difficult to manage all of this information, though, as the modern workplace is dynamic and rules are always changing. The challenge lies in keeping your safety documentation up to date and ensuring that your whole company knows the latest.

Sharing information in this way can be tricky, but there's good news – cloud computing can help.

The benefits of the cloud

If your business has a safety checklist that you adhere to regularly, you have to keep that document somewhere. The question is: Why store it in the cloud as opposed to simply keeping it on paper?

According to the Australian Government's Cloud Computing Policy, there are a few essential benefits that companies get from moving their documents into the cloud. One big one is easy self-service. There are no middlemen or go-betweens when employees manage their data online – they're simply able to view and modify their own information. The same is true for companies in New Zealand, of course. The straightforward, convenient nature of cloud-based work can easily cross over.

There are other benefits. For example, employees can more easily pool their resources in the cloud, making for smooth collaboration on projects. Additionally, their work is more elastic, as they gain the ability to access key files regardless of the time or place. The cloud brings myriad benefits, all in all.

Flexibility is key these days

At the end of the day, the No. 1 reason that the cloud is a better place for safety documentation data storage is flexibility. Work today is dynamic. People are always looking for innovative ways to complete tasks – different locations, times, collaborative settings and more. The cloud makes all of this possible.

Your employees can now access safety info from anywhere.Your employees can now access safety info from anywhere.

Transferring files is simple, as your company can store all its vital information in one centralised place. Scaling up as your business grows? That's no problem either, as cloud services are highly flexible to meet the user's changing needs.

SiteApp can transform workplace safety

If you really want your company to reach the next level in terms of employee efficiency and safety, now might be the right time to consider the benefits of a workplace safety app. More specifically, SiteApp might be a perfect fit for you, as it gives you complete control over the health and wellness of your employees.

SiteApp works using an innovative, app-based system with comprehensive documentation of your company's safety data. Of course, everything goes into the cloud. This way, you can access information from anywhere and modify it at any time. That's how business operates in the 21st century.

Safety is key when setting up your energy infrastructure

Needless to say, every business relies on energy on a daily basis. Without it, how would we have the power, heating and lighting our offices and facilities need to function? Having said that, there are always concerns when it comes time to set up your company's energy infrastructure. It's important to do so in a way that maintains employee safety, not to mention compliance.

Managing employee safety becomes much easier when you have the right technology in place.

Managing this process becomes much easier when you have the right technology in place. Overseeing power installation and maintenance can be complicated, but if you manage information effectively, it gets significantly simpler.

Safety compliance is always key

When you're getting the energy infrastructure set up at your place of business, there are a number of pitfalls to look out for. According to WorkSafe New Zealand, a good work site safety checklist has a few key components:

  • Protecting all employees and their equipment from sources of electricity. No one should be at risk of electrocution.
  • Ensuring all setup and maintenance processes are closely supervised and all irregularities are addressed.
  • Guaranteeing gas appliances, such as stoves, are installed safely and in secure locations.

Addressing all of these issues requires having a holistic approach and keeping an eye on the big picture.

Organise your company's checklist

The challenge is largely one of safety documentation. To ensure the whole energy setup process goes off without a hitch, you need to keep a close watchful eye on your team's workflow and ensure that everyone plays their role. According to Montana Tech University research, this begins with careful planning about what might go wrong and how employees can protect against those potential pitfalls.

Handling workplace safety issues often requires a lot of paperwork.Handling workplace safety issues often requires a lot of paperwork.

From there, you can train employees to do their jobs optimally and to use the proper safety equipment. Everyone should know the risks involved, such as electric shock and arc flash, and minimise those hazards.

The benefits of a safety app

It's not easy to look after an entire team of maintenance employees when you're in the midst of a big project. It certainly helps, however, if you have safety software that provides a clear overall view of the process and guides your team toward completing processes safely.

That's what SiteApp offers. In short, you get an application that automates the compliance process by recording accurate information on your team's safety measures and helps you track people's work. This app represents a way to embrace paperless workflow and keep your operations lean and efficient moving forward.

What goes into a successful paperless transition?

That safety is a prerequisite to everything else. Before your employees can be productive and profitable, they first need to be safe and secure. Ensuring that security requires managing all sorts of documents – training manuals, legal forms and so on.

What if managers could simply use a straightforward paperless process?

Lately, a key question has arisen at many places of business – what if we could make that document management process more efficient? What if, instead of sifting through piles and piles of forms just to find the one they needed, managers could simply use a straightforward paperless process?

Many are currently doing just that. Is it time for your company to make the transition?

What it takes to effect change

If your organisation is like most, it's got an extensive work site safety checklist with a lot of boxes to check off. Employees need to be trained, machinery needs to be tested and well maintained, and so on. This process is difficult, but it's far easier if you have a procedure for going paperless and organising all your information digitally.

For example, across the ditch, the Australian government has established a "digital transition policy." This framework has a few key objectives. First, the goal is to enlist senior management to support the paperless movement and provide necessary resources. Second, they want to reduce their existing paper stockpiles by digitising old documents. Finally, they also aim to manage incoming data seamlessly without sacrificing productivity.

Nurturing the ongoing process

As the digitisation process goes on, it will be difficult to sustain momentum. Going paperless and staying that way is a team effort. To ensure success, managers must be able to rally the whole staff behind their new digital strategy.

There's all sorts of compliance data you need to manage effectively.There's all sorts of compliance data you need to manage effectively.

In addition, teams will have to stay mindful of their need for workplace compliance. Government regulations can be pretty stringent when it comes to occupational safety, and staying compliant is important.

How SiteApp drives business improvement

Once you've taken all those paper-based documents and converted them to digital formats, you can really start to work more efficiently – and of course, a workplace safety app can help with this.

With SiteApp, however, you get more than just a safety app. What you really get is a powerful tool that refocuses your business on safety, efficiency, compliance and, overall, running a competitive business. There's nothing else on the market quite like it. Go paperless today, and dominate your market tomorrow.