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49% of workplace incidents don’t get reported, according to Lloyd’s Register Foundation.
As reporting hazards are an important part of workplace safety, this is a concerning number. What’s even more concerning is the reasons behind it. One of the major reasons people don’t report incidents has to do with the cumbersome reporting process.
Workplace incidents can’t always be predicted but reporting them should be a hassle free process. However, the reporting process is often difficult and time consuming which can often lead to incidents being unaddressed and ultimately, an unsafe work environment.
In order to comply with regulatory frameworks and to prevent unsafe work environments, it is important to make the reporting process more efficient so that workplace incidents get reported. Using digital reporting tools like iSmartWorks, a no-code form builder that comes with a mobile app, can streamline the reporting process.
In this blog, we’ll explore incident reports as a whole, compare manual reports with digital reports, and examine how iSmartWorks can help you make reporting more efficient for both employers and employees.
Incident Reports: A General Overview
Incident reports consist of documenting an event that has taken place at work such as an accident, near miss, or a hazardous condition. Relevant information like what happened and where it happened are often collected in such reports. They are a crucial part of keeping workers aware and safe from dangers in the workplace.
What Are the Purpose Of Incident Reports
Compliance: An incident report serves as a formal record of an event that is legally required to be reported to government authorities.
Investigation: It provides the necessary information for the incident to be reviewed and ultimately understood.
Prevention: The report helps to identify risks from the data collected and provide proactive steps to ensure the incident does not repeat.
Transparency: It informs other workers of the incident and provides proof that something is being done to address it.
What Are the Characteristics of an Effective Report
Customizable: Forms should be tailored to specific workplace environments, departments, or incident types so that the questions are relevant.
Clear Structure: The report should have a straightforward layout that makes it easy for workers to answer all the required information without getting confused.
Evidence-based: An option to provide supplementary materials can help strengthen the validity of the report.
Anonymous Reporting: An option to report the incident without it being tracked back to the individual can encourage honest reporting.
Role-based Access: Reports should only be accessible to relevant personnel to maintain data confidentiality.
Manual vs Digital Reporting
Manual reporting refers to the traditional method of documenting incidents, in which everything is completed by hand.
Digital reporting refers to the use of electronic forms to document incidents.
Speed
Manual: Slower due to filling out information by hand and having to physically attach evidence
Digital: Quicker due to mobile submissions and instant evidence capture
Accuracy
Manual: Higher risk of errors because of illegible handwriting and missing details
Digital: Lower risk of errors because of legible data and smart field validation
Cost
Manual: Low initial investment but increased costs in labour and human error
Digital: High initial investment but provides long-term savings in terms of reduced human errors
Accessibility
Manual: On-site form retrieval, filling out information, and submission
Digital: Access, fill out, and submit forms from anywhere with a mobile device
Confidentiality
Manual: No real data protection because forms can be easily misplaced or lost
Digital: Role-based controls can prevent unauthorized access and maintain data integrity
How You Can Streamline the Incident Reporting Process with iSmartworks
For Employers:
- Using iSmartWorks’ AI prompts feature you can generate forms tailored to the specific departments and incidents. You can also use the drag-and-drop functionally to further customize the form.
- iSmartWorks stores data in one centralized location so you can easily access the information from one place
- With iSmartWorks’ role-based controls, only authorized personals will have access to the data, ensuring confidentiality and security
- iSmartWorks provides a digital footprint of the incident, making investigations easier to conduct
- iSmartworks has a mobile-friendly app option that makes reporting incidents easier and more accessible, which will help you comply with incident reporting frameworks
For Employees:
- iSmartWorks push notifications inform employees of pending submissions and follow-up actions needed, improving the response time.
- iSmartWorks provides employees the ability to upload additional documents or proof within the form itself, no need for additional paperwork.
- With iSmartWorks mobile app feature, employees can easily access the incident forms from any technological device and submit forms from anywhere.
- Smart fields make filling out forms faster and easier, making the submission process more efficient.
Are you ready to make reporting more efficient?