As an operations manager, you understand the critical importance of maintaining a safe working environment. However, navigating the complexities of safety protocols can be tough without the right tools on your hands.
That is where Fluix comes in, offering you an effective safety management tool to improve your HSE program.
Mobile-responsive forms? An app for field inspections? Fast approvals? Help with OSHA compliance? Safety training? Our options are extensive, but here we’ll outline 10 most important ones, based on the usage by our customers.
Contents:
- 1. Dynamic Forms for Fast Data Collection
- 2. Mobile App for On-Site Safety Checks
- 3. Automated Approval Workflows
- 4. Task Assignment and Tracking
- 5. File Naming Convention
- 6. Pre-Task Plans and JHA Distribution
- 7. Safety Training Workflows
- 8. Digital Audit Trails for Compliance
- 9. Reporting for Incident Prevention
- 10. Integrations for Data Consistency
- To Sum Up
1. Dynamic Forms for Fast Data Collection
Fluix Dynamic Forms are digital forms on steroids, designed to speed up and improve data collection and reporting. How?
First, their layout adapts to the screen size which means your field operators don’t need to zoom in or out when entering data.
Second, you can add conditional logic (e.g. Yes/No questions), ensuring relevant fields are presented to people based on their answer.
Third, you can add multiple photos alongside comments, giving more context to the data collected.
As a result, you have no unnecessary fields, less time for data entry, and minimized errors.
Use case examples:
- Site inspections
- Incident reporting
- Safety talks
Find more details on the feature: Guide on Fluix’s Dynamic Forms >
2. Mobile App for On-Site Safety Checks
The best thing about the Fluix app is that it goes where your team goes, facilitating real-time safety assessments directly from the field.
Being able to conduct safety checks on-site with their mobile devices, people can promptly identify and red-flag safety hazards. The absence of manual paperwork reduces administrative burden, at the same time ensuring assessments are comprehensive and up-to-date.
Use case examples:
- Equipment inspections
- Site walkthroughs
- Environmental assessments
The second best thing about the Fluix app is that it’s easy to use for your field technicians. For one of our customers, Siemens Gamesa, a global provider of wind power products, this played an important role in the tool’s adaption:
“The app is user-friendly, self-explanatory, and easy to navigate. The mobility of the app used on an iPad has changed our operations exponentially.” Corey Heinemann, Technical Reliability Manager.
Read Siemens Gamesa’s success story for more insights and tactics >
3. Automated Approval Workflows
With automated workflows in Fluix, you speed up the approval process. The right people review and approve critical information from field workers who can be miles away.
You also get customer edits in contracts and capture eSignatures remotely, saving time on visits. By assigning specific roles and responsibilities, you enhance accountability and transparency, ensuring everyone fulfills their tasks.
And once the process is completed, you have audit trails on your hands, documenting all steps, from initiation to final approval, which will support your compliance efforts and audit readiness.
Use case examples:
- Document review and approval
- Training program approvals
- Incident investigation approvals
Discover more about automated approvals in Fluix >
4. Task Assignment and Tracking
Tracking and precision are cousins. In Fluix workflows, you can assign tasks to individuals or teams, set deadlines, and track the progress of tasks in real-time. And by doing so, you’ll see how accurate your operations are.
Tracking also promotes accountability and ensures that responsibilities are clearly defined and met. If you clearly see what’s is happening with your projects, you can identify bottlenecks, and allocate resources more effectively, based on workload and priority.
Use case examples:
- Safety inspection assignments
- Incident response tasks
- Equipment maintenance assignments
Task tracking helped our customer, aviation company Panorama Helicopters, improve their safety protocols and save time on redundant admin tasks.
“Fluix provides a really transparent view for auditors – both internal and external. We can also follow-up with people who are delayed in getting things signed-off.” Patrick Cote, Safety Officer & Training Pilot.
Read Panorama Helicopter’s success story for more tactics >
5. File Naming Convention
Basically, a naming convention provides guidelines and templates for naming any safety files you have – incident reports, safety manuals, risk assessments, and other HSE documentation.
In addition to facilitated retrieval and reference, a standardized approach to naming files ensures consistency across the whole organization.
And setting it up in Fluix is pretty straightforward – you choose a value or several values (for example, name, date, asset ID), and it will be automatically used as a file name. Imagine how easier you can identify and locate your files if they aren’t named Document-03-final.pdf.
Use case examples:
- Safety inspection checklists, e.g. “EquipmentName_Inspection_Date”.
- Hazard identification forms, e.g. “Location_HazardType_Date”.
- Emergency response plans, e.g. “SiteName_ERP_VersionNumber”.
Find more details on file naming convention >
6. Pre-Task Plans and JHA Distribution
This one is a very useful feature for companies working with subcontractors and safety teams participating on their side.
Every day, you can automatically send them plans with general information, scope of work (activities to be performed, impacts to operations, restrictions, etc), daily checklist and additional permits. And in case of any deviation from such work, the permit will need to be reviewed prior to proceeding.
By distributing pre-task plans and JHA documents, you outline the necessary safety protocols and mitigation strategies to reduce the likelihood of workplace incidents and injuries.
Use case examples:
- Construction site pre-task plans
- Manufacturing JHA distribution
- Field service hazard identification
Find more about how you can collaborate with external users in Fluix >
7. Safety Training Workflows
Continuous training is an important element of a safety culture across organization. It ensures your people have the knowledge and skills to perform their jobs safely.
In Fluix, you can distribute safety modules, and materials, create, manage, and track learning assignments and their completion, making it easy to ensure all employees access necessary files on their devices.
How the process may look for you:
- Distribute training modules to employees
- Assigns tasks with checklists to access what is learn
- Send notifications if they aren’t completed on time
- Score results when training is completed
- Send a training verification form
Use case examples:
- OSHA compliance training
- Emergency response training
- Equipment safety training
Find more solutions Fluix offers for training >
8. Digital Audit Trails for Compliance
Industries like construction, aviation, and oil and gas are strictly regulated, and that’s why compliance with Occupational Safety and Health Administration (OSHA) is an all-time task for operations managers.
Standardized documentation and processes together with accessible audit trails make this task easier.
You can upload to Fluix regulatory resources, guidelines, and compliance checklists to stay up-to-date with regulatory changes and maintain compliance with industry standards. With the help of process status tracking, you can track and manage various compliance tasks, deadlines, and requirements effectively.
Use case examples:
- OSHA recordkeeping
- Regulatory training compliance
- Regulatory reporting
Discover more solutions for audit and compliance >
9. Reporting for Incident Prevention
Reporting in Fluix is a pretty extensive functionality. On the one hand, your employees can report near-misses, hazards, and safety concerns to prevent potential incidents from occurring.
On the other hand, you can track the status of your tasks and see what’s is going on there, and whether due dates are followed.
And going even further, you can extract all the collected data into any analytical tool you’re using to see the whole picture behind your safety performance.
Use case examples:
- Near-miss reporting
- Hazard identification
- Safety concern reporting
See more reporting functionality >
10. Integrations for Data Consistency
Think of integrations as a muscle. The more you work it by merging different systems within one process framework, the easier it becomes for you to operate with bigger volumes of data.
Integrating your Fluix account with other systems ensures that safety-related information is automatically updated and synchronized across platforms, reducing manual data entry and minimizing the risk of errors.
And if you set up a connection with communication platforms, such as email or messaging apps, it will be easier for you to share critical safety information, collaborate on incident investigations, and coordinate response efforts in real-time.
Use case examples:
- Integrations with analytical platforms (e.g. Power BI).
- Integrations with project management platforms (e.g. Procore)
- Integrations with maintenance management systems (e.g. Axxerion)
See all Fluix’s integrations >
To Sum Up
Here is the main point from today’s article: safety processes are complex, and demand complex solutions.
We at Fluix have been delivering such solutions for 10 years. From dynamic forms to automated approval workflows, task assignment, and tracking, each feature is designed to improve your safety management.
The integration capabilities further amplify our own features by connecting with other tools used in safety workflows.
And the best part is that we don’t leave you on your own with all these good things. You don’t need to feel stressed about adopting a new tool. Nobody on your team needs to worry about whether they’re tech-competent to use Fluix.
When setting up a pilot project with Fluix, you will have a dedicated customer success manager who will guide you through all onboarding stages so that you start seeing return on investment as soon as possible.
