5 rules for effective Incident Reporting

Incident Reporting Software

Incident reporting is essential.  No matter what steps are taken, training is given and precautions are taken, there will always be an element of accidents and incidents that occur in any environment.  Whether it be tripping, slipping, dropping things, scratching cars, stubbing toes, falling from a height, being hit by an opening door, TVs falling off walls…things happen.

The way in which organisations then handle such eventualities can be quite reflective of the inner workings of the organisation itself:

  • Is a company still stuck in the 80s using an Incident Reporting book kept in reception gathering dust?
  • Has the company moved into the late 90s or even 00s and record things using Excel spreadsheet? (Did you know Excel is turning 33 this year?!)
  • Is the company bang up to date with modern solutions allowing for efficiency and increased access and uptake of procedures?


Interesting questions I hear you say…do you know where your company falls on the scale above?

5 simple rules for effective Incident Reporting


Whatever system you choose to use to manage your incident reporting, make sure that all of your employees have access to the system.  From your office staff to your field sales team, the people in the manufacturing plant down the road and the contractors coming on site.  Everyone should know how to appropriately report incidents that occur while under your care.


Any solution you use should be relevant and adaptable to your individual needs.  Every organisation is different so why should anyone assume one product is suitable for everyone?  Make sure your own areas of concern are covered – for example; you don’t need a fancy vehicle incident reporting function if you don’t have any company vehicles…but you might need a personal injury graph to see whereabouts most bodily injuries occur…what is it that you need?


Whatever your system is, it is no use to your organisation if your employees don’t know about it.  Look at your communication methods and make sure you receive support to get your employees using your chosen system. All too often great systems are implemented by the board or one department but not communicated internally so no one else knows about it…make sure you consider the wider teams and how to make sure they are as well informed as you are.


Using any system is simple if you know how to use it, especially if you are the one that created, implemented or instigated the system in the first place.  Make sure that everyone else who needs to know has a suitable level of training.  For example, all staff may need to know how to report an incident, but only some of them will need to be involved in the management of the incident, for example reporting to the HSE or at a Board Level and taking steps to prevent reoccurrences etc.


You should be constantly evaluating your systems to make sure they are the best solution for you at the current time.  Incident reporting systems are no different.  Processes, technologies, laws, best practices, requirements change all the time.  You need to constantly assess to make sure you are not falling behind the curve and relying on potentially out of date, but familiar, ways of working.

A lot of this might seem like common sense, which of course it is, but when did you last put into practice these 5 steps?  Can you honestly say you can tick every single one of those steps with your current solution?  If you are looking for something different then Safety Media, of course, offers a complete Incident Reporting Tool built into the Enterprise solution.

To see how we can help you tick off those 5 points, request a one to one demo today, our experts are there to help find you the right solution for needs.

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