Depending on your business, compliance means many different things. All companies should understand that it has to be managed well in order to meet regulatory requirements. This also ensures the health and safety of your employees and customers and ultimately protects the company owners from potential risks of accidents. We often talk to customers just after they had a near miss event when they realise they have to take it more seriously!
For a small business the roles of managing health and safety, compliance, and even maintenance can be shared by people who wear many different hats in their roles. It is important in this type of environment not to get caught out letting things slip by; accidents and failures can happen at any moment and having an audit trail of inspections and servicing could be vital to your business continuity and preventing major disruption.
The role of software in managing compliance is clear; 1. Assets that requires compliance activities should have a schedule of work with alerts and reminders when it is due. 2. The activity must be assigned to someone who is accountable for ensuring the work is carried out. 3. Top level management must be able to check the system and ensure it is up to date. 4. Record keeping is essential to prove that it has been done and this often involves reports, service sheets from 3rd party inspectors or subcontractors. 5. Maintaining records offsite in a secure environment is also an important consideration in case of floods or fires destroying on-site records and for example, being able to prove you have met insurance requirements.
Keeping up to date with legislation, updating the planned requirements, particularly when new equipment is installed is an important part of scope of compliance. Software won’t tell you what the applicable legislation is, so someone has to be involved in a routine review of legislation and the assets of the business, including its buildings.
Smartspanner CMMS is ideal for small businesses to manage compliance tasks, meeting all the requirements laid out above with email reminders to the assigned person when items are due and even your subcontractors can be incorporated into the notifications.
For our UK based customers, we recommend best place to start looking at compliance is the HSE website, which is a comprehensive list of current legislation. https://www.hse.gov.uk/guidance/topics.htm