Digitise your permit to work process with PropEzy

Digitise your permit to work process with PropEzy

By Ramesh Jangid

By Ramesh Jangid

March 13, 2023

6 min read

A permit-to-work (PTW) system is an essential element of safety management in any workplace, as it plays a crucial role in controlling high-risk activities that could lead to accidents, injuries, or damage to equipment.

The traditional method of issuing and managing permits involves a lot of paper work. It can be time-consuming, error-prone, and difficult to manage. However, with the advancement of digital technologies, it's now possible to streamline the PTW process by implementing a digital permit-to-work system.

By digitising the PTW process, you can improve safety, increase efficiency, reduce administrative burden, and ensure compliance with regulations. A digital PTW system allows for real-time monitoring of high-risk activities, ensuring all necessary safety measures are in place before work begins. It also provides an auditable record of all PTWs issued and completed, making it easier to track and manage the process.

Overall, digitising the PTW process can mitigate risks and enhance safety while boosting workplace productivity and efficiency.

Here are some steps you can follow to digitise your permit-to-work process

Assess your current process

To digitise any process, assessing your current strategy is essential. This involves closely examining how things are currently done and identifying any pain points or areas that could benefit from improvement. Doing so lets you understand what works well and what needs to change to ensure a successful digital transformation.

Implement an electronic system

Implementing an electronic permit-to-work system is the first step in digitising the process. The system can automate the permit application and approval process, making managing it more effortless and reducing the risk of manual errors. The system should be user-friendly, accessible to all relevant departments, and provide real-time visibility into the status of permits.

Train employees

When implementing a digital permit-to-work system, it's essential to ensure that all employees are adequately trained. This includes training on using the software or platform and completing the electronic permit-to-work form.

Practical training is critical to the success of any digital transformation project, as it ensures that employees are comfortable and confident using the new system. It also helps ensure that everyone uses the system consistently and correctly, essential for maintaining safety and compliance.

Standardise processes

Digitising the permit-to-work process can also help standardise procedures, ensuring that everyone in the organisation follows the same steps. This can improve compliance and reduce the risk of accidents, as everyone knows the necessary safety precautions and procedures. The electronic system can enforce standardisation by providing alerts and reminders to users, ensuring that the permit-to-work process is followed correctly.

Monitor and evaluate

Implementinga digital permit-to-work system is just the first step towards improving safety and efficiency in your workplace. To ensure ongoing success, it's essential to regularly monitor and evaluate the system to identify any areas for improvement.

Monitoring and evaluation should be an ongoing process that involves collecting and analysing data on how the system is being used, identifying any issues or challenges, and making adjustments as necessary. This can involve a variety of approaches, including user surveys, data analysis, and stakeholder feedback.


Gain access to real-time data

The electronic system can provide access to real-time data, allowing you to track the status of permits in real time. This ensures that everyone is aware of the latest information, reducing the risk of delays and ensuring that tasks are completed on time. The system can also provide alerts and reminders to users, ensuring that tasks are completed promptly and reducing the risk of accidents.

Improve communication

Digitising the permit-to-work process can also improve communication between departments and workers. The electronic system can provide access to real-time data, allowing everyone to stay informed about the status of permits, which can help to prevent confusion and improve overall efficiency. The system can also provide an audit trail, allowing you to track changes to the permit-to-work process and ensure everyone is aware of any updates.

Integrate with Other Systems

The permit-to-work process can be integrated with other systems, such as your company's asset management system. This integration can automate issuing and tracking permits, improving the accuracy of the information and reducing the risk of accidents. The integration can also ensure that all relevant departments have access to the latest news, reducing the risk of confusion and improving overall efficiency.

Digitising your permit-to-work process has several benefits

Improved safety

Digital permits to work processes help ensure that all safety precautions are captured and communicated effectively, reducing the risk of accidents.

Increased efficiency

Digital processes are faster and more efficient than manual processes, reducing the time it takes to complete a permit to work.

Better visibility

Digital processes provide better visibility into the permit-to-work process, making tracking and managing permits easier.

Increased accuracy

Digital processes reduce the risk of human error, increasing the accuracy of the information captured in the permit-to-work form.

In conclusion, transitioning to a digital permit-to-work process can offer significant advantages for your organisation, from enhancing safety to boosting efficiency and compliance. By adopting an electronic system, standardising procedures, providing access to real-time data, improving communication, and integrating with other systems, you can simplify your permit-to-work process and create a safer and more productive workplace.

The benefits of digitisation are undeniable. With the ability to reduce the risk of accidents, increase accuracy, and streamline workflows, a digital permit-to-work system can provide immense value to organisations of all sizes and industries. With the right approach to implementation and ongoing monitoring, you can ensure that your digital permit-to-work process continues to deliver these benefits over time.

Don't hesitate to get started if you're considering switching to a digital permit-to-work system. The benefits are clear; the sooner you implement a digital system, the sooner you can begin reaping the rewards. With the right strategies, you can take advantage of the latest digital technologies to create a safer, more efficient, and more compliant workplace for your employees and stakeholders.

Learn more about how PropEzy can digitise your permit-to-work process by booking a free demo today.

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