A health and safety management system is not an option for businesses; it is a must. Companies have a legal obligation to care for their workers.
Thanks to the rapid advancement in technology, these days, we have an abundance of free HSE management software to get things done fast, within compliance parameters and without affecting the operational efficiency of any business.
If you're on the lookout for such solutions, this post showcases the best and free HSE management software.
So, let's get started.
It is difficult to fathom how much paperwork is still involved in maintaining safety operations, despite the fact that paper processing involves wasted opportunities. The key to a safe organization is an efficient HSE Management System.
What Is a Health and Safety Management System?
The phrases "HSE Management System" (HSEMS) and "HSE Ownership" are commonly used interchangeably in today's world, when organizations are more focused on ensuring a safe and healthy work environment.
Moving on, a health and safety management system is a framework, set of standards, or technology that assists individuals in charge of managing workplace health and safety systematically. It is also known as a safety management system and can consist of a variety of rules and procedures aimed at reducing employee accidents, incidents, illnesses, and risks.
Why HSE Management Systems Are Important?
An HSE management system ensures that policies are written and executed, which is a legal necessity for organizations. Its specific advantages focus on an organization's moral, legal, and financial obligations.
Employee well-being should be prioritized, with businesses providing a safe working environment.
Similarly, these system place relevant expectations on workers to take control of their workplace safety. It involves acting in a manner that doesn't endanger their own or others' health and safety.
According to local and international HSE rules, modern-day digitized HSE tools reportedly help minimize personal and corporate financial losses, limit the need for medical treatment, and lessen occupational health and safety concerns.
Furthermore, an HSE management system is important in fostering environmental sustainability. Companies must also take action to decrease their negative environmental effect and carbon footprint by adhering to appropriate environmental regulations in their company operations.
In that order, we recommend using free HSE management software, especially for small businesses that have heavy overhead cost during the initial years. Large companies, on the other hand use paid tools to fulfill their business requirements. Whatever the case may be, know this, that you do not have to rely anymore on long paper trails, manual processes and vice versa.
Health and Safety Management System Highlights
What should your health and safety management system include? That's an important question.
Since use cases vary from one business to another, we'll say that there is no full list of requirements.
However, from due diligence point of view, whichever health and safety management software you're considering signing up for, should cover the following aspects through a dedicated feature-set.
- Risk evaluations
- Risks in the workplace
- Mishaps and incidents
- Training in safety
You should probably look at existing standards to help guide the development of a formal health and safety management system.
ISO 45001:2018, for example, provides criteria for occupational health and safety (OH&S) management system in order for businesses to offer safe and healthy workplaces by avoiding disease and injury and enhancing OH&S.
You might additionally want to check into ISO 9001:2015. This standard specifies the standards for a quality management system that is intended to satisfy regulatory obligations while also enhancing customer satisfaction.
If your organization has been in operation for a substantial period, you will most likely have established standards, procedures, processes, or codes. Include them in your system as well if they are related to an individual's safety or health.
Depending on the industry in which your firm operates, there may be additional frameworks that must be incorporated into your free HSE management software. For example, if you operate in transportation, you should think about regulations concerning automobiles at work, driver competency, and driver recruiting.
Knowledge workers might require consideration of human elements such as training and competency, as well as general recommendations on effective health and safety management, according to HSG65 (1997).
Stages in a Free HSE Management Software
Depending on the size of your organization, a strong health and safety management system should be set up as efficiently as possible. A cumbersome or rigid structure may not be necessary for a small business.
Larger businesses, on the other hand, need a more structured and extensive management system.
Regardless of size, you must ensure that safety and health management systems are implemented, monitored, maintained, and enhanced over time. The four steps of any health and safety management system are as follows:
- Plan and Prepare - Know who performs what, when, and how when it comes to health and safety arrangements, performance monitoring, and emergency response planning.
- Execute the Plan - Ensure that individuals have the resources they need. Share health and safety information with the appropriate persons and seek advice if necessary.
- Double-check Everything - Is your health and safety strategy in place? You must conduct inspections and audits at this point, examine occurrences or accidents (as well as near misses), and keep a lookout for emerging dangers.
- Take Action - Ensure that your records are correct and that your systems are sufficient. If they aren't, you'll need to make adjustments in accordance with industry standards and best practices.
In other words, these progams are all about covering the basics, i.e.
- Plan
- Do
- Check
- Act
Regardless of how you implement these four phases, the critical components of a successful H&S strategy are management buy-in and staff dedication.
5 Best HSE Management Software In 2024
Let's double down on some robust and free HSE management applications that can potentially help you fulfill your requirements in a hassle free manner.
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1. Xenia - Overall No. 1 Online Cloud-Based HSE Management App For Businesses
Xenia is not only a leading health and safety audit platform, but it's also a completely free HSE management software that helps businesses track not just their HSE objectives but also their sustainability goals.
With a streamlined integration of HSE features in one platform, Xenia enables organizations to receive a complete perspective of Health, Safety, and Environment (HSE) performance and risk management in real-time.
Professionals can utilize the platform to record and analyze different security tasks, such as incidents, inspections, and hazards, using checklists, templates, and more.
The long range of fully customizable solutions range over, health and safety inspections & audits, toolbox talks and SDS management, and precise asset monitoring alongside preventative maintenance scheduling. In a nutshell, Xenia makes HSE simpler than ever due to a centralized approach to getting things done - and that too, without overlooking any near-miss incidents.
Key Features
- Safety Inspections & Audits On The Go: Perform mobile inspections, examine an end-to-end audit trail for accountability, and have a company-branded report sent directly to your mailbox. With the ability to take photos, make notes, and establish remedial actions.
- Work Orders: Set up, assign, and manage work orders from the same dashboard for any number of teams. Stay constantly in the loop with real-time alerts and updates so you never have to wonder again.
- Corrective Actions: Improve the effectiveness of inspections and audits by creating quick tasks from failed steps. Then, quickly and simply monitor those corrective actions on your dashboard to keep track of the progress of the outstanding work.
- Preventive & Reactive Maintenance: Comprehensive maintenance schedules can be scheduled, assigned, and managed throughout your whole organization. When equipment is in poor condition, the likelihood of an on-the-job accident increases tenfold.
Pricing
- Free Forever Plan: Starting at $0 for up to 5 users with access to all the basic features.
- Starter Plan: Starting at $99/month for the first 15 users, includes a work calendar view, work reports, template reports, sub-assets, and sub-locations.
- Premium Plan: Starting at $199/month for the first 15 users, includes reporting dashboards, time and cost tracking, template branding, public form submissions, automated templates, and more.
- Custom Plan: You get unlimited users, a dedicated account manager, onboarding and implementation, and integrations.
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. EHS Insight
EHSInsight is a robust HSE incident management software with an easy-to-use interface that automates and improves the HSE management system.
It's a great tool for measuring environmental impacts, controlling security, and assuring compliance.
The platform supports users in tracking environmental impacts, managing occupational health and safety goals, and ensuring organizational conformity with industry laws. It also aids in workplace event management, risk management, and quality management.
Key Features
- Ease of Access: Offline access for people working in remote locations.
- Real-time Monitoring: Allows teams to monitor dangerous working situations in workplaces by immediately reporting them to the appropriate persons.
- Checklists: Uses checklists to undertake inspections, audits, and assessments to ensure team safety and compliance.
- Employee Training: Improves employee training by centralizing all training requests, records, certificates, licenses, skills tests, surveys, and course material.
- Performance Analytics: Allows organizations to easily manage emergency safety drills and training objectives by incorporating drill participants, recognizing the efficacy of preparation, and assessing team performance based on what they learned.
Pricing
- Contact EHSInsight for more info
3. Ideagen EHS
Up next on our free HSE management software recommendations list, we've got Ideagen.
It is your one-stop shop for all EHS needs. Ideagen EHS (formerly ProcessMAP) is a HSE incident management software that automates HSE and ESG procedures. They mostly work with big, rapidly expanding organizations. They provide global coverage, better utilization, and growth.
Ideagen EHS (Environmental, Health, and Safety Management Software) is a system that allows businesses to report accidents from any location, detect hazards in real-time, and automate safety procedures across the organization.
With 14+ modules automating a wide variety of EHS duties, it is used to ensure the safety of workers, customers, and the environment.
Key Features
- Safety Management: Proactively managing hazards and dangers in the workplace.
- Incident Management: Capture data and develop insights to defend your company.
- Environmental Management: Ensure regulatory compliance while enhancing operational performance.
- Management of Audits and Inspections: Proactively detect flaws and conduct remedial measures.
- Activity and Event Management: Follow tasks and activities through to completion.
Pricing
- Speak with the company's product experts to discuss specific solutions.
4. Pulse
Virgin Pulse, a subsidiary of the Virgin Group, is a global leader in employee wellness programs.
They provide choices for assessing physical activity, supporting mental health, and giving nutritional recommendations.
Pulse adds value to HSE by providing an appealing employee experience one individual at a time by integrating daily wellness content, gamification, and customization in a mobile-first platform.
Their software promotes HSE by using a holistic approach.
This platform also aids organizations in building a well-being culture in order to boost employee engagement and productivity.
Key Features
- Real-time Insights: Get detailed reports with quantifiable results and statistics that demonstrate the value and effect of your personnel investment.
- Content-Driven Engagement: One person at a time, an attractive employee experience integrating daily wellness content, gamification, and customization in a mobile-first platform
- Data Security and Privacy: We maintain a robust data privacy foundation and continue to invest in the security of our clients and members.
- Partnership and Support: Profit from a powerful array of multi-channel solutions that can help you generate excitement and interest while increasing enrolment.
Pricing
- Contact their sales team to get a personalized quote.
5. HSI Donesafe
Moving one, the next software to be listed is HSI Donesafe.
As the name suggests, it is a cloud-based safety platform that is continually evolving to add different features that make HSE operations easy. The Donesafe helps organizations comply with regulations and improve their safety culture.
Through over 30 applications, it links field personnel to boardroom management. It allows for real-time access, input, and reporting of data on safety, compliance, and risk.
This program also offers complete functionality and can be tailored to particular requirements. Donesafe contributes to a safer workplace. They are concerned with safety regulations and the transformation of data into intelligence. They also discuss automating and raising safety, among other things.
Key Features
- No-Code: Create and deploy use cases in hours thanks to a straightforward user interface that allows you to construct seamless forms, processes, automation, and actions.
- Workflows: Create solid workflows that can be readily altered and customized as corporate processes evolve.
- Dashboards: End users could be given a basic dashboard, while managers might have many reports, warnings, and actions that are exclusive to them.
- Risk & Compliance Management: Explore world-class technology designed to monitor, manage, and comply with all of your risk, governance, regulatory compliance, and workplace duties.
Pricing
- Contact Donesafe team for more deatils on pricing plans.
Summing It Up
A powerful free HSE management software keeps organizations up to speed on Occupational Safety and Health (OSHA) standards while also collecting and managing critical data.
Since the market is already overflowing with many HSE tools; both free and paid, it's not easy to sign up for any program. Assess your business requirements, and try signing up for a free HSE software account that'll potentially enable you to evaluate the program.
Always remember, that in any labor intensive industry, frontline workers' health and safety should always come first. Therefore, be thorough with your HSE software selection process from operational efficiency and due diligence point of view.
Good luck!
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Centralize Frontline Workers' Safety & Compliance With The Best & Free HSE Management System
Safety management for on-site workers is chaotic at best!
We understand that.
Xenia unifies your business's safety aspects, maintenance management, safety compliance and quality assurance to help ensure teams and facilities are effective from the start.
Our customers love Xenia's robust use cases including:
Safety Compliance & Quality Assurance
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step.
It allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
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