There is no question that promoting a safety culture is critical for any business. Not only does it protect employees, but it can also help to reduce costs and improve productivity. One of the best ways to promote a safety culture is effective EHS incident reporting software. In this guide, we’ll show you how to do that and how to choose the right EHS solutions and what they can do for you.

property manager on computer

What is EHS software?

Environmental Health and Safety Software is a risk and compliance management solution developed to help businesses with safety reporting, compliance, and other concerns in the Environmental Health and Safety industry.

Essentially, this is a bundle of software and applications with the goal of improving and monitoring safety in the workplace. This program ensures that all legal requirements are met and can also notify businesses about industry standards and assist them in evaluating compliance and identifying potential hazards or safety issues. It may even be used to track employee training and more.


EHS Software can bring all the different parts of EH&S together, creating one solution for the following:

  • Regulatory compliance
  • Incident Management and Reporting
  • Insurance Renewals
  • Document and Certificate Management
  • Operations
  • Audits and Inspections
  • Environmental Risk
  • Sustainability and Governance

EHS incident reporting software makes it easy to keep up with regulatory changes and develop comprehensive safety strategies. However, to perfect how your company integrates EHS software into the day-to-day operations, there are steps to be taken, starting with knowing the risks. All companies have them—whether yours are related to incident management or employee risks, you’ll need to focus on finding the best solutions for your company’s needs.

Implementing EHS solutions means that you won’t have a person or team dealing with paper incident reports and assessments. These people can become a better resource for the business while the automated EHS incident reporting software takes care of all the extra details.

Incident Reporting Software Features

Did you know that 2.3 million individuals suffer from workplace accidents each year? Or that 84 percent of all time off required due to injuries in the workplace are caused by slips, falls, contact with equipment, and even overwork? Furthermore, direct costs associated with the top 10 most debilitating injuries reached $52.93 billion in 2020 alone.

With numbers like these, it’s no wonder that so many businesses are scrambling to find the best way to protect their employees and themselves from potential liabilities. EHS incident reporting software can be a great way to do just that.

Incident reporting software allows you to categorize and label all incidents and events as they are entered into the system, keeping track of regulatory changes. You’ll be able to contribute data to the platform by filling out forms, which the program may utilize to generate trends that your team can examine.

The ease and efficiency of this software are a game-changer for any company looking to streamline its processes. With one click, you can document everything that happened during your shift with pinpoint accuracy – no more waiting on hold or filling out painful paper forms! There will be less time before preventive measures can be put into place based on incidents or events. This is a highlight for organizations that are all about prompt incident reporting and management, and it’s going to help reduce the risk of incidents in the first place.

But that’s not all. Incident reporting software can also be used to develop preventive solutions that will keep your employees safer and reduce everyone’s risk and liability. It takes time to create the plan, but modern software handles most of the details for you. For this plan to be effective, it will be important that there are ingrained procedures and processes that all employees are aware of and engaged in the importance of preventive measures in the quest for zero incidents..

There are several other features of incident reporting EHS software, but these are some highlights. Ultimately, it all comes down to getting the correct information to the right people at the right time.

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Using Incident Reporting to improve your safety culture

EHS Incident reporting software can help you identify and track trends to make sound decisions about where to focus your safety efforts. But, to create a comprehensive safety culture in your organization, it is vital to have the right tools and the policies and procedures in place to support them.

Once you have reliable data on where your incidents and near-misses are happening, it is easy to design safety plans, policies, and procedures that can help mitigate these risks.  But it is crucial to involve your employees in these plans. They are the ones who will be implementing them, and they need to feel ownership of the process.


Encouraging employee involvement in safety can be as simple as starting a safety committee or task force. But, no matter what you do, make sure that your employees feel like their voices are being heard.

Make sure someone is in charge of safety. It doesn’t have to be an official position or a high-profile title; as long as you know someone is keeping an eye on safety and ensuring that workers are doing their jobs properly, it’s enough.

Open discussion may go a long way toward establishing a safety culture in your company. Companies that understand the importance of conversations may alter their procedures and improve everyone’s lives.

When it comes to promoting a safety culture, EHS Incident Reporting software is a powerful tool that can help you collect the data you need to make informed decisions. But, it is only one piece of the puzzle. It would be best if you also had policies and procedures in place that encourage employee involvement and ownership of the safety process. And most importantly, you need to make sure that someone is in charge of safety. With these pieces in place, you will be well on your way to promoting a safety culture in your organization.

Stop “Forgetting” about Safety and Safety Training

Sure, you have your staff attend training and absorb all the information on workplace safety. But are you providing them with valuable tools or just stuffing them with information to pass a test and remain compliant, regardless of what they know? We forget many things each day, and when our jobs become a routine, safety may not be at the top of our minds.

safety training

However, the reality is that nothing will ever be truly safe in the workplace. There will be a risk of safety failure as long as there are people and moving parts (metaphorically or literally).


This is where it can come in handy to utilize compliance training programs and safety education to ensure that your team is ready for whatever comes their way. Regular employee training and on-the-job participation can also help your safety culture succeed. Recognize when employees contribute and make sure they know they’re appreciated.


Compliance training covers the basic legal requirements for safety in your specific industry. It’s a great way to ensure that everyone on your team is up-to-date on the latest regulations. And it can help you identify any potential risks in your workplace.


Safety education goes a step further than compliance training. It helps employees understand why specific safety procedures are in place and how they can protect themselves, their co-workers, and their business. When everyone is on the same page regarding safety, it’s easier to create a safety culture in your workplace.


EHS Incident Reporting software can help you collect data on incidents that occur in your workplace. But, it’s important to remember that it’s only one piece of the puzzle. It would be best if you also had policies and procedures in place that encourage employee involvement and ownership of the safety process.

It all starts with leadership if you want to raise awareness about a safer environment. You should not only talk about it, but you should also make sure that it is a part of your everyday routine. You’ll also need to create a safety culture that includes things like an open forum for safety discussions and the right tech tools to get the job done. That includes choosing the ideal EHS software solutions for your needs.

Contact Refined Data now to learn more about managing your incident reporting better.

Published On: March 22nd, 2022 / Categories: Education /

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About Refined Data

Refined Data develops EHS, ESG and Insurance management software for the Commercial, Retail and Multifamily real estate sector. With more than 3,500 buildings representing more than a quarter billion square feet on the platform, Refined Data has delivered award-winning value to leading real estate companies for over a decade.   Please contact us to learn more.

About the Author: Alicia Yoss

Growing up in sunny southern California, Alicia always loved getting outside and exploring the great outdoors. She went to school at the University of Redlands, a small liberal arts school nestled in the San Bernardino mountains. After college, I followed my heart (and my skiis) to Big Bear, CA. When she's not out enjoying the beautiful California landscape, you can find her curled up with a good book.