Improving Contractor Management and Work Efficiency with Permit To Work Software

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Written by: alcumus
10th December

Managing health and safety is an integral part of managing your business. With many industries characterised by a large number of contractors, better contractor management could have a significant impact on helping to create better workplaces. 

Both companies and the contractors have responsibilities under health and safety law to make sure the right precautions are in place to reduce the risks of workplace dangers. So, when it comes to choosing the contractors you work with, you need to satisfy yourself that the contractor can do the job safely and without risks. Do they have the right combination of skills, experience and knowledge and how will they control any risks?

The cost of inadequate contractor management

•    Balfour Beatty Utility Solutions fined £2.6 million following the death of a subcontractor1
•    Mace Limited, prosecuted for failing to coordinate the activities of its subcontractors and fined a total of £400,000 in addition to costs2
•    Morris & Spottiswood Ltd fined £200,000 for failing to ensure the health and safety of non-employees3

Alcumus offer a choice of electronic permit to work solutions which help a range of sectors to efficiently manage and control the risk of using third party workers across multiple sites and make sure that all contractors have the appropriate permits for the work they’re doing.

Key benefits of implementing Permit to Work software:

Identifies challenges of managing work activities and permits
Controlling the activities where there are risks is an essential part of health and safety management. Digital permits help to manage day-to-day activities, risk assessments and highlighting any health and safety challenges that may arise when working with contractors.

Saves time from moving through multiple stakeholders
You can improve situational awareness and workflow processes across relevant departments and stakeholders, as details of a contractor’s permits are stored by the software and record permission to work from the relevant departments, removing repetitive administration from both sides.

Increases transparency and visibility of information
The system captures key information from contractors giving visibility of risks from multiple departments, teams and sites, helping to reduce workplace incidents, accidents and lost working days. You can identify inefficient processes and create reports for continuous improvement. 

Reduces risk through flexible digital processes
Permits-to-work have typically been paper documents, but in recent years have increasingly become digital-based. Under paper-based systems there was often a major disconnect between health and safety and what actually happened on the ground. Transferring manual processes helps to comply with regulatory requirements and reduces health and safety risks.

Assurance of contractor on site status and performance
The who, what, where, when, how approach. Using a contractors checked-in or checked-out status, you can see live information about the status of the work activities performed by contractors.

Reduces operational impact
Accidents are expensive! You can lose staff, productive days and money. Permit to Work software can reduce these costly disruptions to your business. Automatically generated audit histories also help to contribute to efficiency savings in the audit/governance process.

Insightful MI reporting
You can simplify monthly safety performance reporting with access to highly detailed and insightful reports into strengths and weaknesses in health and safety, helping to implement improvements in safety and operational efficiency. 

Improving productivity levels across an organisation
Getting the safety culture right will lead to a reduction in incidents, accidents and near misses. With fewer accidents, there will also be fewer absences, compensation payouts and reputational damage, helping to improve worker productivity and job satisfaction.

Stronger user engagement levels
Users who have traditionally struggled with legacy and paper-based system make the largest gains. The user-friendly interface and intuitive design guides users through the steps required for safe and smooth operations. Permit to Work software also encourages workers to participate in their own safety and a good digital system means that staff require less training.

Reducing administrative burdens
Manual checks and gathering information take time. A streamlined process reduces administrative work for departments approving the applications and the contractors applying for the permits and removes the need to gather data from multiple sources. 

Find out how Alcumus helped London City Airport to develop its new and improved Permit to Work system. You can also view the webinar with Caroline Maltby, Interface and Process Manager at London City Airport. 

Alcumus Info Exchange helps organisations to streamline and simplify their day-to-day operational health and safety management. Through a combination of intuitive software, analysis and reporting tools, it helps to capture and link vital data that increases visibility and control of workplace risk to improve health, safety and operational performance, visit