Getting forms filled fast!

Let's face it. No one likes filling in forms. Period.

So how do we keep up with compliance, and at the same time keep staff accountable and on task? (Without complaining.) In this article, we are going to cover a simple solution to digitize the process of completing a safety form, done fast!

First, let's clarify some definitions for those who are unfamiliar with the abbreviations — JSA (Job Safety Analysis) and SWMS (Safe Work Method Statement).

While both of these safety compliance forms are similar in nature, they serve different purposes. On one hand, a JSA is a one or two-page form that outlines the hazards associated with a particular job or task. Whereas, on the other hand, a SMWM is summarized the same, but specifically for high-risk construction work activities.

It is not the purpose of this article to go into detail about the specific guidelines. However, a more in-depth definition can be found in this list.

SWMS are required for the 18 high risk construction work activities defined in the WHS Regulations.

A SWMS is not required for ‘work of a minor nature’.

Other than the employer’s general duty of care to ensure workers are trained and competent for their work, there are no specific legal requirements to have a JSA or any regulations prescribing the format or content for JSAs.

As can be seen, SWMS and JSA’s are a common requirement for many trade professions in the construction industry. In some cases these are mandatory and regulated, in other cases, it is purely for good housekeeping and keeping Workcover and insurance companies happy.

So how do we keep all parties involved happy?

There are many software-based solutions available that can digitize this process. Some examples would be JSEasy, Riskware, and Formatize. However, in this example, we are going to demonstrate this process using ServiceM8 Forms and I’ll explain why.

Staff and workflow

The biggest challenge businesses face is enforcing these actions in a less draconian way. Whilst still ensuring efficiencies remain high when the staff performs these mandatory tasks.

For example, tradesmen turning up to a site, in the early hours of the morning, looking for their paperwork, finding a pen, whilst under pressure to complete their professional tasks. All within a daily time frame is enough barriers to lead them down the path of ‘I’ll just skip this for today’.

Then, one day leads to two, leads to a week, a month. Until either a safety officer audits the business. Or worse, a serious accident occurs with no recourse for action for the business owner when Workcover and/or the insurance company come down hard for the lack of adequate safety documentation.

ServiceM8 has solved the workflow problem from start to finish. This goes beyond safety and compliance and incorporates the entire life cycle of a job within a trade based service.

This means that a staff member is less likely to ‘avoid’ this process as it is already part of a streamlined workflow.

So what does the form look like on the app?

This quick overview of ServiceM8 forms demonstrates how this added feature is quickly created and implemented into your workflow. By default, this option is deselected until you decide to turn the feature on. There are sample forms that you can customize yourself or you can engage a ServiceM8 partner to create the form for you.

How this works in the field

A typical scenario is that a ‘flag’ is created to trigger at a certain stage of the job. In this case, it would be before work commences. When the staff member arrives on site, a pop up appears on the iPad forcing the staff member to proceed with the JSA or SWMS questionnaire. They cannot proceed any further without answering the questions. This can be made a relatively quick process (depending on the scenario), data can be pre-filled so the staff member simply selects the right answer. When the form is complete it is then attached to the job card and the job diary. It is accessible on any device via the cloud. This stored information is easily searchable for future reference.

To summarize

The custom form ad-on within ServiceM8 allows a great deal of flexibility when creating safety compliance forms. The ability to keep safety records automatically attached to each job site is fast and efficient. It is completely searchable in the field and at the office. Thus making a very effective method of record keeping. Not only for safety but for all documentation needs within a service or trade business. Add the additional features of scheduling, quoting, invoicing and payment integrations, it is evident that ServiceM8 is a market leader when it comes to software for service-based businesses.

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