To thrive as a business, you need to protect your people; those who work for you and your clients. You also need to keep your locations safe, and you need to remain compliant with national laws and regulations.
Tracking every task and ensuring the right people can see what needs to be done and what has been done (or missed!) can be a monumental task in its own right. Without the right system in place, it can be difficult to assign responsibilities, to review outstanding actions, or to prove your compliance when visited by external inspectors.
Inform People’s Virtual PA is a comprehensive Health and Safety System that can be tailored to your business to prompt actions and record procedures. With a detailed Organisational Structure and every employee with their own account, actions are assigned via a series of rules based around job titles, locations and earned attributes (such as Keyholder or Fire Warden).
No matter your business type, whether it is a high- or low-risk environment, you still need to prioritise Health and Safety at all times.
The benefits of a well-planned and maintained Health and Safety Management System include:
- Fewer accidents when preventative checks are routine
- Automation makes everyone’s days smoother
- Central oversight for informed decision-making
- Morale boosting for staff and reduced turnover due to trust in the workplace
- Higher public regard if you are known for looking after your people
What does a full Health and Safety System Need?
To streamline your day and keep all employees focused on their core job with minimal distraction, the Virtual PA offers a comprehensive suite of modules that can be tailored to your specific needs:
- Scheduled and Ad-Hoc Audits and Risk Assessments
The Audit module covers all types of compliance forms: collecting evidence, setting follow-up tasks, and assigning access to certain roles. - Incident reporting
Use location-based Collections to complete forms if/when Incidents take place. Keep the format standardised and prevent information silos. - Bespoke documentation storage and sharing
Use the Knowledge Base and Knowledge Share as an intranet, sorted by custom folder structures and restricted by location or seniority if required. - Forms and Learning from day one
Build Memos, Surveys, Courses, Policies and Guides, then bundle them into Learning Pathways while also testing learning through attached quizzes. Use Collections to integrate data collection and digitise any previously paper-based form to reduce duplication of effort and streamline your processes. - Ongoing training tracked through online and offline courses
Use our Events module to host and confirm in-person or webinar calls (and mark results if relevant). Combine with learning modules for a comprehensive Health and Safety training system and full record store. Expand even further and store certificate records and reminders against each individual’s account. - Exceptional Key Roles
Keep track of Fire Wardens, First Aid Trained people and Key Holders to recognise gaps where additional training is required.
All modules on the Inform People Virtual PA have reporting that can be accessed centrally to track compliance from Head Office, and by Regional Managers to help plan visits and resolutions to any issues raised.
Flexibility and Focus
The Virtual PA platform is a way forward to standardisation across any national business; getting all locations on the same page and providing your professionals with the tools they need to create a unified experience.
With accounts for every user, not just a shared licence and login, Inform People facilitates seamless access when people come and go; no information is ever lost because a single person leaves the business. You can have a system that can grow with you as your business evolves.
By taking the initiative to be proactive, to get a health and safety management system in place, you will boost staff morale, increase retention and reduce management admin burdens. A digital system is more flexible and adaptable if there are changes to laws or internal company initiatives; with the Virtual PA, you can roll out updates to policies and procedures in moments rather than months.
Are you ready to move away from the filing cabinet?
See how Inform People can streamline your retail compliance and protect your team, and get in touch with us today at info@informpeople.com
