Train, test, then assess
June 1st 2005

Ian Clay spoke to Sypol’s managing director, Karen Baxter about the new SafetySmart system which nudges staff and managers to test and review health and safety knowledge. Developed in consultation with commercial organisations, SafetySmart is suitable for any working environment where a great deal of the business is conducted via PC or the internet. SafetySmart provides an integrated modular solution to management systems, risk assessments, access to emergency response information, training, evaluation and record keeping. One of its great benefits, according to MD, Karen Baxter is that it “Reduces traditional training costs and the hidden costs of training with staff being ‘taken away’ from their work”. The Safety Smart system is modular, so giving users the option to purchase only the modules that suit their business needs: Safety SafetySmart gives control to managers over the amount, type and frequency of information staff receive. For example, someone identified as being particularly at risk, such as a young person, pregnant worker or person with a disability may be provided with more information and training than workers at lower risk. The frequency of information received can be changed at any time and can be tailored for individuals or groups of employees.

Management The system automatically keeps detailed records of all information provided to staff, including training undertaken as a result. In addition SafetySmart records the level to which the information has been received and understood by tracking staff’s acknowledgement of information and scores to quizzes that are designed to test specific knowledge. This means that staff with additional needs can be easily identified and further information, assessment or training provided. The records of course also meet statutory record keeping obligations.

Assessment Risk assessments are vital but can be time consuming and difficult to manage. SafetySmart supports the completion of online assessments For a first time user, SafetySmart will display DSE information that forces the user to take an online training course followed by a quiz to test knowledge, then staff are required to complete a risk assessment checklist. This is submitted online to a nominated person such as the line manager or specialist risk assessor. Where issues are identified through the assessment process, staff are first prompted to make simple adjustments themselves before submission to the nominated person. As you would expect SafetySmart automatically keeps track of all information including assessments and corrective actions for reference later if needed.

Karen Baxter answers the query that such a system will eat up a great amount of work time with the reassurance that “The risk assessment is made up of around 10 questions, all yes/no answers. It takes about 5 minutes to complete and is not onerous at all.” Response You would hope that access to emergency response information will never be needed. However, when it is, it needs to be available immediately. Emergency information within the system such as designated first aider, fire warden, escape routes and location of the nearest first aid station is just one click away on the emergency toolbar. Photos are used to aid the identification of first aiders and fire wardens along with their contact details.

Training The system’s training module uses web based technology to ensure that all staff receive all the training they need.

First time users of SafetySmart are automatically identified by the software and taken through online health and safety induction training tailored to their job description, location and health and safety needs. An interactive health and safety quiz is then delivered to measure how well the information is understood. This is all conducted on a traffic light system. 70% or over is a green signal, 50-70% an amber warning light meaning that some guidance is needed and less than 50% is a red light which is then flagged to line managers so further training can be provided. Further training dictated by need is then delivered direct to the user’s desktop at a rate decided by the manager. Examples include DSE, manual handling, stress management etc. After each course SafetySmart delivers a quiz to ensure that the pertinent information was received and understood.

One of the most powerful and effective features is the Pop-Up function that delivers standard or user defined messages to individuals’ computers to remind them of information they have previously learnt and to provide updates when new information needs to be circulated.

Drip-feeding information to staff like this ensures that information is communicated to all employees effectively with more information ‘sinking in’. Further to this, staff can request more detail either immediately or at their convenience via direct web links to web pages. Safety- Smart again keeps records of all information received.

The system has been set up in accordance with Karen Baxter’s mantra “Train, test, then assess, then drip feed”. By doing this she says “We are reinforcing the message and integrating health and safety into what we do on a day to day basis. Plus, we are saving time, trouble and resources”.

• First time users of SafetySmart are identified by the software and taken through an online health and safety induction
• An interactive health and safety quiz then measures how well the information has been understood
• Once trained, staff compile online assessments by completing questionnaires
• If issues are highlighted SafetySmart delivers tips for improvement
• Completed assessments are then submitted electronically to line managers
• SafetySmart tracks the management of these corrective actions and maintains the required records.

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