Health and Safety Training
Ensuring good employee Health and Safety training in your organization can be both time consuming and costly.
It requires a policy or procedure to be written, approved and distributed to staff which can result in lots of email and paper. Once the employee receives the health and safety policy they are then required to read it, pass a test and confirm it. To make this process efficient, software is needed to minimize the amount of chasing required and also to lower the overall cost. Any item that can be saved into a SharePoint document library or list can be assigned to a specific group of users. This means you can assign office documents, videos, images and pdf's for example. Once assigned, track who has and has not acknowledged those documents via the DocRead suite of reports and charts.
Health and Safety Training with SharePoint
Other health and safety software on the market generally requires that you store your policies and procedures in a completely separate document management system - outside of SharePoint. We argue that if you have SharePoint, you do not need to duplicate content and maintain two entirely different systems? Microsoft SharePoint is the ideal choice to assist with your health and safety training and compliance for 3 major reasons:
CREATE AND COLLABORATE ON YOUR HEALTH AND SAFETY POLICIES
Before a policy can be circulated it first needs to be researched, written and sent for approval. SharePoint offers several features such as sub-sites, lists of links, meeting workspaces and document libraries that are all built into an infrastructure that allows you to control who can and can't edit documents.
REVIEW AND APPROVE YOUR HEALTH AND SAFETY POLICIES
Once your policy is ready to be reviewed and approved you can use SharePoint Workflow to assign the policy to the relevant people who must review and approve it. You can configure the workflow in a way so that it will automatically create designated staff a new task to complete along with a notification email.
MAKE YOUR HEALTH AND SAFETY POLICIES EASY TO FIND
Although SharePoint offers the best document management capabilities on the market, if those documents can't be found, then it becomes ineffective. SharePoint offers many features such as Search, Metadata, Tagging, content queries and filtered views to make this a very easy process. In many cases, the IT department don't even need to be involved to take advantage of these features.
Train users in SharePoint with DocRead
SharePoint is an extremely powerful tool that's used in the majority of organizations. However, one area where SharePoint is lacking is the ability to distribute your Health and Safety policies to staff and ask that they read and confirm them. In addition, some of your most important policies could benefit from having a quiz or e-learning module associated with them. For example, including a quiz can give you the confidence and peace of mind that staff truly understand them. DocRead for SharePoint, is now used all over the world to help with this all too common business process and here are some of its featured highlights:
DISTRIBUTE H&S POLICIES
DocRead allows any H&S policy to be distributed to a specific audience of users, and will then request that they read and digitally acknowledge the contents by a specific date. DocRead makes it possible for this functionality to be applied to any SharePoint list item, such as an Announcement.
TRACK TRAINING PROGRESS
DocRead offers a full set of features for tracking and reporting on non-compliant activity and users. Reports can be exported, filtered and sorted as required. Teams will find the ‘Overdue reading tasks’ report very useful for understanding the status of a particular training requirement.
TRAIN PROCEDURES THROUGH VIDEO
Not only can you distribute document and Web Pages, but it's also a breeze to share training videos with employees and ask that they watch it by a deadline. For example, videos can be embedded into web pages along with other content.
DISPLAY H&S POLICIES IN A LIST
DocRead ships with several Web Parts and Charts that help users visualize exactly what is required reading within a site or across the entire SharePoint Farm. Most importantly, the Web Parts can be conveniently placed wherever they will have most impact.
TEST EMPLOYEE AWARENESS
DocSurvey is a sophisticated survey tool which allows quizzes and e-learning based questions to be attached to documents stored in SharePoint. It can be used in conjunction with DocRead to enhance the training process. Not only is a user able to confirm they have read a particular policy, but the H&S team can test their understanding with a simple quiz.
DocRead uses emails to alert users to new tasks and required reading. Automated emails are sent when tasks are ‘Assigned’, ‘Confirmed’ and ‘Overdue’. Emails can be customised to suit corporate branding and custom messaging can easily be added to the body. In addition, Line Managers can also be sent a copy of the reminders that their staff receive.
Have you heard about DocRead Smart Move?
"Smart Move" is the technology within DocRead that detects when a user joins or leaves a group or audience. DocRead uses Smart Move to ensure that your users only ever receive the correct policies and procedures. As a result, it's ideal for on-boarding, secondments, new project work, external contractors and many other uses. When we ask for feedback, Smart Move is often voted as DocRead's most powerful feature. Read how Smart Move can save you hours of manual administration.