What Is a Daily Report in the Construction Industry?

Posted on by GoCanvas Team

What Is a Daily Report in the Construction Industry?

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As someone in the construction industry, your foremost goals likely include keeping your employees safe and getting your job done right. To achieve these goals, it’s crucial to keep a daily construction report.

If you’re still keeping records with pen and paper, now is the time to transition to the digital sphere, which will make your life easier and your company more competitive.

Before we discuss the ways a daily construction report can transform your construction company’s day-to-day functioning, it’s important to define what a daily report actually is. Put simply, it’s a sheet that describes all the tasks your company is on schedule to complete that day and includes crucial information associated with your current job.

For example, your daily report will note whether it’s supposed to rain or if you need to order certain materials. With a daily report, you can track your progress and have detailed documentation in case anything goes wrong.

Here are a few things that could go on a daily report:

  • The weather forecast: Clouds, snow, rain, and thunderstorms will all impact the job in different ways—for instance, rain will make the ground wet, which could cause timeline delays or postponements.
  • Daily meetings: Logging meetings with vendors, colleagues, employees, and customers is a critical component of thorough recordkeeping. Including meetings in daily reports will ensure that everyone’s on the same page about what meetings are happening and when.
  • Visitors: In the construction industry, it’s vital to keep track of who comes to the job site and when—whether it be inspectors, customers, or third-party laborers.
  • Potential delays: From supply chain issues to site conditions, an array of unforeseen circumstances can impact timelines. If you’re anticipating any delays on the horizon, make a note of these in the daily report. 
  • Productivity: To ensure your team is working hard and performing well, you can use the daily report to keep track of employees’ collective and individual progress.

Why Is an Online Daily Report in Construction Important?

You’ll Stay Organized… Without the Paperwork

What’s more frustrating than having to hunt through hundreds of pieces of paper to find the document you need? Pretty much nothing. In addition to organizational challenges, the pitfalls associated with pen-and-paper records can include hard-to-read handwriting, version control issues, inability to access information remotely, and the potential for information to be lost due to everything from sprinkler system malfunctions to spilled coffee.

To stay organized without pesky paper, opt to move your daily construction report online and enjoy perks such as:

  • Convenience: With less time spent wrangling paper records, you’ll have more time to manage employees and projects on the job site.
  • Portability: As you move from job to job, your files come with you.
  • Speed: If a customer or colleague needs a certain piece of documentation, you can find it fast.

Being Thorough Is Easier With Automated Processes

Choosing to complete your daily construction report online means having the option to automate your data entry processes. Using smart technology to streamline the process will take the stress off you by removing the potential for error associated with manually entering information.

Stock and Maintenance Management Is Streamlined

Maintaining company vehicles, following device service schedules, and monitoring ever-fluctuating levels of materials can be a full-time job in itself. With online daily construction reports, you can have all your information in one spot, making it easier to determine when something needs to be serviced or purchased. You’ll never go to the job site unprepared, because with an online daily construction report, you’ll know what’s going on at all times.

Your daily construction report should log this maintenance-related information:

  • The frequency of oil changes
  • When brakes, fluids, and tire pressure were last checked
  • Which inspections are coming up, as well as when these were last performed
  • Any leaks or other issues observed
  • Records of prior ownership
  • When deliveries are arriving
  • When you last ordered certain materials

Safety Will Never Go Unchecked

With online daily construction reports, you’ll always know when your equipment needs to undergo maintenance, which will go a long way toward ensuring you have top-notch tools on your job site and eliminating the chance of on-site injuries or equipment failures. 

You can use the audit checklist component of your online daily report to monitor the following:

  • Equipment logistics: Log inspection information about heavy machinery. 
  • Health and personal safety: Note the location and availability of first-aid kits. 
  • Information about electrical wiring: Are the job site’s electrical fixtures in adherence with local guidelines? When were inspections completed? 
  • Fall-related safety measures: Did your crew members follow fall prevention guidelines?
  • Fire-related safety measures: Were fire hydrants and other fire-preventative items readily available?

You Can Keep a Tighter Budget

When you’re running a company, you don’t want to spend money frivolously, so adhering to a strict budget is important. It can be all too easy to deviate from your budget when you don’t have a record of how much things cost or when they were purchased, but an online daily construction report provides you with estimates, price quotes, and more. Plus, you can submit work orders straight from your report, so you’ll know how much things will cost before you call in the troops.

You Can Transition Old Forms Into an Online Format

If you’re used to pen-and-paper documentation, you may be hesitant to make the transition to the digital sphere because you don’t want to lose access to all the information you accumulated manually. Don’t fret if this sounds like you, because you can transfer all your paperwork from past years into your new digital system. Not only will you not have to worry about losing anything, but your information will be on a secure online platform that’s much safer than your file cabinets.

Customer Support Will Always Be There for You

When you’re keeping manual records yourself, you don’t have anyone to call for assistance. This isn’t the case when you use online daily reports, because there is always a support team that can help you navigate challenges and provide answers to your questions.

Choose GoCanvas for Your Daily Reports

Using an online daily construction report will help you keep track of logistics and simplify your day-to-day processes. If you’re interested in finding an online daily report program to streamline your business, you’re in luck: GoCanvas is committed to helping business owners digitalize their daily reports. Are you ready to transition to online daily reporting? GoCanvas is here to help you navigate this change. Start today and impact your business for the better. For more information, schedule time with a product expert.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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5 Ways to Keep Your Welders Safer With Digitized Checklists and Form Templates

Posted on by GoCanvas Team

5 Ways to Keep Your Welders Safer With Digitized Checklists and Form Templates

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Welding carries a significantly high risk to both welders and end users. Whether they are facing ultraviolet radiation or excessive exposure to toxic fumes from welding, the need to keep welders safer can never be understated. Welders, like any other human resource, are integral to the success of your organization. Guaranteeing their safety also means better working standards for your team and, by extension, increased productivity and high-quality outputs. This is where the importance of digitized checklists and form templates comes in.

Read on to discover how to keep your welders safer with digitized checklists and form templates.

The Importance of Enhancing Safety for Your Welders

We’ve come a long way as a society. After all, there was a time when young kids swept chimneys without any form of personal protective equipment (PPE) and hazardous materials were frequently used in beauty and personal care items.

Today, the need to continually enhance safety practices is no longer debatable. There’s plenty of evidence on how working with hazardous materials can severely affect a person’s health. In fact, this sometimes leads to chronic conditions or, worse, fatalities.

That aside, welding products are everywhere in our lives, with almost any implement, tool, or machinery having some welded parts. When welders work under unsafe conditions, it’s only a matter of time before someone overlooks a critical procedure, and the results can be disastrous.

Beyond harming workers, the effects of unsafe conditions can boomerang back to involved companies or firms. The Occupational Safety and Health Act demands all employers/firms provide employees with sufficient PPE and ensure they work in safe environments.

Fail to do this and you’ll be looking at major lawsuits from aggrieved employees and, in some cases, end consumers. Thus, it’s important to prioritize enhanced safety for your welders and everyone on your team.

What are Digitized Checklists and Form Templates?

Digitized checklists and form templates are a way to ensure your welders stay safe while performing their jobs. 

As the name suggests, they’re digital versions of traditional paper forms and checklists that can track the tasks, inspections, and certifications required to keep your welders safe. They provide a simple, organized method to ensure all safety precautions are taken before and during welding operations.

Digitized checklists and form templates are typically hosted online or in a mobile format. This allows quick and easy access from any device. These tools usually have customizable fields that can be tailored to meet the specific needs of your welding operations. 

The ability to customize means that your team can create forms and checklists tailored to the type of job required. Thus, making it easier for everyone on the team to stay up to date on safety regulations and best practices. Additionally, the online platform makes it easy for supervisors and managers to review results and quickly provide feedback as needed.

Working with the right digital platform can save time and free up your team to focus on other important elements of production.

The Most Valuable Types of Digitized Checklists and Form Templates

There are many digitized checklists and form templates that cut across industries. The following are among the most valuable for enhancing the safety of your welders:

1. Pre-Weld Inspection Checklist

This serves to ensure your team has all safety protocols and procedures in place. Ideally, it should cover all materials and equipment, safety measures, and PPE/clothing.

2. During-Weld Inspection Checklist

As the name suggests, this checklist is used while welding to ensure all operations go as planned and are in line with safety procedures. It also helps to forestall any problems with the weld early on.

3. Welding Procedure Specification (WPS)

This checklist serves as a blueprint for effective welding. More specifically, the WPS features an expertly drafted document that ensures your welds repeatedly and consistently follow all established codes and industry production standards.

Before developing a WPS, you’ll have to draft a Procedure Qualification Record, which forms the basis of your WPS and enables you to test your procedures and materials before going into full-scale production.

4. Post-Weld Inspection Checklist

The post-weld inspection checklist comes immediately after production. Its purpose is to ensure the weld complies with your WPS and other firm/industry-specific standards and procedures.

5. Quality Control Checklist

This checklist is optional, but it can be instrumental in ensuring the quality of your welding products and identifying any defects or policy violations.

Ideally, your quality control checklist should include visual inspections and measurements to verify the quality of welds. This can also double up as the post-welding inspection checklist.

Using Digitized Checklists and Form Templates to Keep Welders Safer

Here are a few tips to get the most out of digitized checklists and form templates:

  • Create checklists for each job. Every welding job is different and has its own set of safety considerations, so it would be wise to create customized checklists for each job. This will ensure that your welders know all the potential risks associated with the task at hand.
  • Ensure your checklists are up to date. Technology is constantly changing, and it’s essential to ensure that your checklists reflect any new equipment or safety regulations. Keeping your checklists current will also help ensure that your welders stay safe and your welds align with ever-evolving industry/regulatory standards.
  • Utilize form templates. Form templates can save time by automatically filling fields with relevant data. This helps ensure the collection and organization of all necessary information for easy reference.
  • Have your welders review the digitized checklists and forms. Make sure that your welders know all the safety protocols they need to observe. One way to ensure this is to require checks before, during, and after welding.

Final Thoughts

Upholding safety is a crucial concern when it comes to welding. However, having policies and procedures is only one part of the puzzle. 

The only effective way to enhance safety for your welders is to create a systematic and easy-to-follow process to ensure everyone on your team follows established safety protocols and industry-accepted standards.

This is where digitized checklists and form templates come in. They allow everyone to stay organized and maintain uniformity while ensuring effective documentation of safety procedures.

But it doesn’t stop at that; digitized checklists and form templates can also enhance safety in other vital yet risky manufacturing processes like laser cutting and grinding.To learn more about how GoCanvas can help you uphold safety standards and maximize efficiency, schedule a demo with us today.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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4 Steps Every Manufacturer Should Take On the Journey to ISO 9001 Certification

Construction manager on his tablet at his jobsite.
Posted on by GoCanvas Team

4 Steps Every Manufacturer Should Take On the Journey to ISO 9001 Certification

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For manufacturers, being ISO 9001-certified is a great milestone in a rather competitive business world. In addition to helping manufacturers retain customers, ISO 9001 certification plays a vital role in winning more clients. Not only does the certification improve a manufacturer’s ranking, but it also serves to create trust in most clients, as the process is based on gauging the manufacturer’s level of customer focus and ability to continuously improve products. As a manufacturer, ISO certification is a measure of your worth in your area of specialization.

So, what is ISO 9001 certification, and what does the process look like for manufacturers? If you are wondering what you need to do to obtain the certification, this guide is for you. Read on to learn more.

What Is ISO 9001 Certification? 

This international standard is used to measure an organization’s ability to offer satisfactory products and services. Published in 1987 by the International Organization for Standardization, ISO 19001 sets the requirements for a quality management system (QMS) that acts as an organization’s measure of product suitability across the world.

As a manufacturer, you need to prove that your products or services meet set standards. ISO 9001:2015 is available for use by organizations in any field, whether large or small. 

Benefits of ISO Certification

Organizations that are ISO-certified enjoy numerous benefits, including:

  • The ability to continually improve their products or services to meet customer expectations 
  • Enhanced performance due to improved efficiency in various processes 
  • Organized processes that make operations easy and effective 
  • Consistency, especially in repetitive tasks
  • Improved productivity that helps increases profit 
  • The ability to win new customers while also being able to retain existing ones 
  • The ability to identify areas of weakness and address existing gaps

Through the implementation of the ISO 9001 QMS, you can identify gaps in your processes. This will help you install and maintain measures that boost your business productivity while saving time and resources. You also get to engage your employees in a manner that will help you improve productivity.

Process of ISO 9001: 2015 Certification 

As a manufacturer, getting ISO certification helps open new doors for your business growth. Besides getting a QMS that is ISO-compliant, you will need to involve experts who will verify that the system is functional. You also need to set up an external audit to ensure that your system employs the best practices based on the nature of the industry. 

While this may sound like an overwhelming task, the process is rather straightforward. If you need to get certified, you can use any of the following methods:

Do It Yourself (DIY) Method

You can get certified in-house if you own a small company and need a cost-effective way of acquiring ISO certification. With the help of a DIY kit that offers guidelines on how to get certified even without prior knowledge, your employees can complete the setup and have the company certified within three to six months. The toolkit is efficient and eliminates bureaucracy, making the process almost hassle-free. 

Outsource

If you need to get the job done within the shortest time possible, you can choose to outsource the service to a reputable company. At GoCanvas, we offer reliable services that not only help increase business efficiency and productivity but also let you get certified pretty fast. While you cannot incorporate your staff into the process, our team has the technical know-how and experience required to help your company get certified and improve its efficiency. 

A Combination of the DIY Kit and Consultancy

Combining the DIY method with outsourcing to experts can be an ideal solution that will still be cost-effective. While you may want to participate in some elements of the process, you can hire specialists to help you with specific aspects.

You can approach a consultancy firm and discuss the specific roles you want your in-house team to play, then leave the rest to a team of experts. Combining the two approaches helps you allocate more technical and time-consuming areas to experts while your staff gets to concentrate on other equally important elements.

If your time is limited, you can get a comprehensive guide that will help you achieve your goal within a stipulated timeframe. Additionally, this approach helps you get the most out of the system. For instance, a consultancy firm can perform a comprehensive review of your processes and identify any risks and improvement opportunities to help your company become more competitive. 

What Does the Process of Certification Look Like? 

Although ISO certification is industry-specific, there are general requirements that any industry should comply with. They include: 

  • Documented information for the QMS
  • Managerial responsibilities 
  • Information on resource management 
  • Product realization strategy 
  • Internal audits 
  • Counteractive and preventive actions to help identify risks and opportunities for growth

QMSs use evidence-based decision-making strategies to help achieve a flawless process. 

The 4-Step Journey to ISO Certification

To get started, you need to obtain a copy of ISO 9001:2015. Here is a step-by-step guide to help you get ISO certification:

Preparation 

Prepare relevant documentation to help define the QMS. You need to contact an ISO 9001 management representative and get sufficient training on certification standards as well as managing the system once it’s verified and implemented.  

Documentation 

This step involves letting employees adapt to a new way of doing things. You may also incorporate a management review that helps establish the QMS. This works best when the system is user-friendly and non-bureaucratic.

Internal Audit 

Completing an internal audit helps verify that the QMS meets all the specifications and standards for ISO. You can have your in-house team perform the audit or use management software to make the process less tedious. Such software also helps you maintain quality in addition to ensuring that you meet the ISO requirements and are in compliance. 

Certification Audit

Your manufacturing company may require an audit from an independent third party that follows a full internal audit and provides reliable records to help verify the effectiveness of your QMS. 

Your company may also require follow-ups to countercheck and correct any issues that may arise along the way. Keep in mind that you will need to formulate an improvement plan to help effectively manage your QMS once implemented. 

Get Expert Help From GoCanvas 

At GoCanvas, we understand how important ISO 9001 certification is to your manufacturing business. That’s why we offer resources and services that will help you improve productivity and make your business more profitable. For more information, get in touch with our team of tech professionals and schedule a demo so we can discuss your unique business needs. 

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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5 Ways to Streamline Online Order Forms to Shorten Lead Time

Posted on by GoCanvas Team

5 Ways to Streamline Online Order Forms to Shorten Lead Time

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The digital transformation of how customers and companies interact has had a huge impact on modern businesses. Ordering processes that used to take days can now be done in a fraction of the time. From browsing and selecting products to placing orders and receiving shipments, the entire process is now simpler and faster than ever before. Nowadays, many manufacturing companies are relying on online order forms to take their businesses to the next level. However, the transition from traditional paper-based orders to online order forms can be challenging. Many companies find themselves unable to keep up with customer demands and are faced with longer lead times.

How to Shorten Lead Time for Online Order Forms

As manufacturing companies shift from traditional order forms to online ordering, it is important to ensure that the process is as efficient as possible. To do this, having an organized workflow for handling online orders is essential. In this blog post, we will discuss five tips for streamlining your workflow to shorten the lead time when processing online orders. From automatically routing orders based on key inputs to developing systems that generate alerts if an online form isn’t responded to promptly, these tips will help you get the most out of your online order forms.

1. Automatically Route Orders Based on Key Inputs

Manufacturing companies that are transitioning to online order forms can implement a system that automatically routes orders based on key inputs. This helps streamline the process and allows customers to have an easier ordering experience. Automating order routing also helps companies increase efficiency, reduce time and labor costs, and easily scale as they grow.

How to Implement Automated Order Routing

  • Create rules for routing orders using specific criteria such as product, customer location, or shipping method
  • Allow customers to track their orders in real-time to ensure delivery is on time and to the correct destination
  • Automatically route orders to the most efficient fulfillment centers to reduce lead times
  • Implement an alert system notifying staff when orders need additional attention or require special handling

By implementing automated order routing, manufacturing companies can ensure that customers receive their orders quickly and efficiently. Additionally, it helps reduce time and labor costs associated with manual order processing, allowing companies to scale with ease. Automation also gives staff more time to focus on other tasks and helps ensure that customer service is up to the highest standard.

2. Generate Alerts If an Online Form Isn’t Responded to or Processed Promptly

Manufacturing companies that rely on online order forms to process customer orders can benefit from implementing a system to alert them if an online form isn’t responded to or processed promptly.

Companies can ensure that customers get their orders promptly by:

  • Setting up automated notifications for when orders aren’t responded to or processed promptly
  • Creating alerts for specific order types that need attention or may require extra processing time
  • Monitoring order completion rates and identifying areas requiring attention; will require a system for tracking and responding to customer inquiries quickly

Setting up automated notifications can help build customer loyalty and boost profits over time, as it can reduce the time it takes to process orders and provide better customer service.

3. Add Custom Fields to Forms

When transitioning to online order forms or rethinking your current approach, adding certain fields to forms can expedite shipments by reducing back-and-forth communication. Adding fields with options to upgrade is a great way to inform customers of available features and benefits to add to their transactions. 

Reduce Back-and-Forth Communication

By adding fields to forms that automate the process, manufacturers can reduce back and forth between departments—such as billing and shipping—and shorten lead times for orders. Streamlining this process not only ensures that things are run more smoothly and efficiently but also creates an environment of accountability and transparency, which will ultimately lead to better results for customers.

Inform Customers About Additional Features

Adding fields for optional add-ons (such as expedited shipping, gift wrapping, and delivery insurance) to online order forms can help inform customers about features and services that they may not have been aware of. Offering upgrade options can raise revenue by increasing average dollars per sale.

Automate Repetitive Tasks

Automation helps free up time that can be spent focusing on important matters such as developing new products and services or improving customer service. For instance, the platform could autofill certain information like billing address, shipping address, phone numbers, and email addresses from customer records already on file. Not only does this make it easier for customers to place orders, but it also ensures accuracy—which, in turn, saves businesses valuable time and effort.

4. Use a System That Captures All Customer Data in One Place

Having a system that not only captures customer data but keeps it all in one place can be extremely beneficial. Orders are made and processed quickly and accurately by retaining billing and shipping addresses, and by collecting and analyzing data, you can study customer behavior and predict future trends.

By studying these trends, businesses can identify any changes that may improve the customer experience. Having all the customer data in one place allows for more efficient marketing campaigns. Data duplication can also be eliminated if customer data is kept in one place that is accessible by all departments. Similar to retaining addresses, having one centralized database reduces the possibility of human error and the need for departments to request data from other departments. This also ensures that all departments have the most up-to-date information possible.

5. Review and Update Your Process Regularly

For manufacturing companies that are transitioning to online order forms or want to rethink their current approach, it’s important to review and update processes regularly. A well-maintained process will help your team stay organized and efficient as you transition to or manage online order forms.

One way to do this is by using a digital platform like GoCanvas that provides an intuitive, user-friendly workflow system to capture all customer data in one place. This way, your team can create, store, and share documents quickly and accurately. 

By reviewing and updating your process regularly, you can keep your team focused on providing quality customer service. And with a comprehensive workflow system in place, you can rest assured that your online order form is running smoothly and efficiently.

About GoCanvas

GoCanvas is the leading mobile forms platform that helps businesses of all sizes simplify their digital transformation. Our platform is designed to help you streamline operations and eliminate tedious paperwork by turning paper forms into easy-to-use mobile apps. With GoCanvas, you can capture data, generate automated reports, and access your data in real time. Schedule time with a product expert today!

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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8 Ways Digitizing Your Manufacturing Equipment Maintenance Checklist With a Template Can Save Time

Posted on by GoCanvas Team

8 Ways Digitizing Your Manufacturing Equipment Maintenance Checklist With a Template Can Save Time

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Many businesses still rely on paper-based checklists to complete equipment maintenance and other tasks in their facilities. However, this outdated format severely limits efficiency and quality across all tasks. If you want to ensure your teams effectively complete all tasks the right way and on time, there are certain advantages of using a digital manufacturing equipment maintenance checklist to replace your paperwork.

Today, around 89% of companies have prioritized digital transformation to improve the efficiency of operations and reap its other benefits. Converting to digital checklists is a great way to facilitate this transformation.

The following are some of the principal advantages of switching to digital manufacturing equipment maintenance checklists.

1. Keep Maintenance Tasks on Track

One way you can save time on equipment maintenance with digital checklists is by ensuring teams complete all required tasks as needed. You can easily share your checklist with the designated maintenance staff and include all necessary items and details in a centralized, easily modified checklist, which will enable maintenance teams to access these checklists conveniently on mobile devices while in the field and see each task through to its completion. Team members can then make updates to the checklist accordingly and send it back to superiors for confirmation and approval.

Maintenance crews can also benefit from visuals uploaded to a manufacturing equipment maintenance checklist, including diagrams or photographs of inspected equipment and worn or damaged components. These images will go a long way in further increasing the efficiency of maintenance tasks. This can also help eliminate any potential confusion when field workers begin preventative maintenance, repairs, or replacements. 

2. Streamline Work for Inspectors and Managers

In addition to helping maintenance staff complete their designated tasks, digital checklists help inspectors and managers with streamlined processes.

Inspectors won’t need to devote as much of their time to administrative tasks. This allows them to collect meaningful data in the field with ease. Using digital forms also improves standardization capabilities, allowing users to easily submit accurate information using a combination of drop-down menus and form fields. All data also appears in comprehensible fonts, eliminating the risk of illegible handwriting causing confusion among teams and staff members.

Managers also benefit from these checklists through the increased ease of scheduling inspections and assigning checklists. Management staff can send reminders to complete inspections as needed and work together with teams using cloud-based solutions.

3. Improve Productivity

If you can more effectively address maintenance issues with comprehensive and accurate digital checklists, you can ultimately minimize potential breakdowns and costly downtime. In turn, this will enable you to significantly boost productivity as you keep your operations up and running more consistently. Maintenance teams will be more proactive in handling maintenance issues as they arise and ensuring all maintenance tasks are completed properly the first time. This, in turn, reduces the risk of delayed or faulty maintenance.

Increased productivity also comes from the elimination of manual tasks through increased automation. Teams and staff won’t need to spend as much of their time completing and submitting paperwork when they can do so instantly using digital forms.

4. Make Internal Audits More Efficient

Another advantage of a digital manufacturing equipment maintenance checklist is the ability to efficiently manage and centralize your internal audits. As you incorporate changes to equipment, facilities, and operations, you can easily make universal updates to your auditing procedure and protocols that will reflect across the entire system. Additionally, you can automate the reporting process and keep teams up to date on a regular basis with every audit.

5. Optimize Management of Spare Parts

You can integrate your digital manufacturing equipment maintenance checklist into an inventory management system that helps you manage spare parts. When you’re able to determine what you have and don’t have, you can ensure you’re fully stocked with the parts you need for each critical piece of equipment. This way, you’ll always have what you require to help prevent equipment breakdowns before you can obtain the necessary parts. 

6. Track All Activities

As inspectors, managers, maintenance crews, and others complete various tasks, they can update their statuses and notify the next person down the line. In the process, your business can track all activities from initial inspections and scheduling of maintenance to the completion of each maintenance task. As a result, nobody will be in the dark about which step in the maintenance process requires completion. You’ll ensure that every activity is on track and hold the assignees of each task accountable for completing it properly and in a timely fashion.

7. Save Even More Time With Reusable Templates

Once you’ve streamlined the maintenance process, you can save reusable templates in the most efficient format to make future inspections and repairs easier to complete. As operations go through various changes and updates, you can update corresponding aspects of your templates. In the end, this will save you save more time and optimize recordkeeping. 

8. Enable Real-Time Updates to Digital Forms

Using cloud-based software and forms, any changes that people make will automatically update in real time. This helps in keeping all people with access to these forms up to date with the latest information. In fact, you’ll no longer need to have individuals make manual updates to reflect changes across all forms. This maximizes the efficiency and accuracy of information for everyone with access. At the same time, you can keep all forms consistently secure on these digital platforms, preventing unauthorized parties from accessing the forms or making unaccountable changes.

Digitize Manufacturing Equipment Maintenance Checklists With GoCanvas

Digital checklists are essential for maintaining efficient and cost-effective operations for various reasons, including those listed above. Ultimately, the right digital forms will help you save more time and effort. This will enable you to maximize productivity among all teams and operations. The key is to find the ideal tools to help you simplify manufacturing equipment maintenance in your facilities. With the help of GoCanvas digital forms and mobile apps, you can simplify the maintenance process and streamline all activities. Discover how GoCanvas can transform maintenance and other tasks by requesting a demo or free trial today.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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7 Biggest SDS Compliance Violations in Chemical Manufacturing (And How to Reduce the Risk)

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Posted on by GoCanvas Team

7 Biggest SDS Compliance Violations in Chemical Manufacturing (And How to Reduce the Risk)

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Not complying with the safety data sheet (SDS) regulations can cost chemical manufacturers in terms of fines, customers, and reputation. Knowing and avoiding the biggest SDS compliance violations is one of the best ways to follow Occupational Safety and Health Administration (OSHA) regulations. 

This article reveals the top seven SDS compliance violations to give you the best chance of preventing legal issues and protecting your brand image. And because meeting every requirement can be challenging for many chemical manufacturers, we will show you where to get a comprehensive SDS-compliant checklist to make things easy. 

1. Using the Wrong Format

OSHA requires distributors and manufacturers to provide an SDS for each hazardous chemical. As the bare minimum, the SDS should use a clear, user-friendly, 16-section format to inform downstream users about the substance. 

Each section should provide specific minimum information detailed in the Hazard Communication Standard (29 CFR 1910.1200). The information must be in English, although copies in other languages can be provided if necessary. 

2. Failure to Communicate Chemical Hazards

In 2011, OSHA penalized two manufacturers and two distributors of hair products for failing to inform users of the substance’s potential hazards and protect their employees from exposure. In fact, the total fine for the four companies totaled $49,200. 

Manufacturers are responsible for evaluating the risks related to a particular chemical and including the hazards in an SDS. Concerning communication of chemical hazards, the sheet should: 

  • Specify the concentration (exact percentages)—sometimes, concentration ranges may be used to protect trade secrets
  • Explain why the substance is hazardous
  • Indicate the chemical’s possible harm
  • List protective measures users should follow
  • Describe what users should do in an emergency

3. Improper Updates

Having a static SDS may not always be enough to meet OSHA requirements, resulting in SDS compliance violations. In some instances, updates are necessary—and they must be made within a particular period to avoid noncompliance. 

According to OSHA, chemical manufacturers must ensure SDS information accurately details hazards and how to protect against them. But when your company discovers new potential harm of a particular chemical or identifies more effective ways to avoid the risks, the new details should be added to the SDS within three months. 

On the other hand, the chemical labels must be revised within six months, depending on the significance of the new information. In short, your company needs to update its SDSs in one or all of the circumstances below: 

  • The manufacturer makes significant changes to the chemical compound.
  • Research reveals considerable new information about a chemical’s potential harm or anti-hazard measures.

4. Insufficient (or Lack of) Chemical Handling and Storage Instructions

Improper handling and storage can cause toxic exposures, explosions, as well as fires from chemical reactions. That’s why OSHA requires manufacturers to include a safe handling and storage section in the SDS. 

Required information includes: 

5. Manufacturer’s Failure to Provide Employers With an SDS

Every employer must have a readily accessible SDS for employees in the workplace. To ensure chemical safety, information about the identities, as well as potential dangers of chemicals, must be readily available and understandable to workers. 

Manufacturers are also responsible for classifying chemical hazards and transmitting the information to employers through data sheets. An SDS must be provided in the initial shipment as well as the first shipment after a sheet update. Additionally, chemical manufacturers must provide the document to employers or distributors upon request. 

6. Insufficient Information About Chemical Composition and Properties

OSHA laws require SDSs to reveal a chemical’s ingredients. The required information includes the following: 

  • Chemical name, common name, and synonyms
  • Stabilizing additives and impurities
  • The exact percentage of each ingredient that is considered a health hazard
  • Whether these ingredients are present above their concentration limits
  • Whether the ingredients are present below concentration limits but are still a health risk

Your company can use concentration ranges if specifying the exact percentage exposes trade secrets. In that case, you must also include a statement indicating that the exact chemical concentration has been withheld. 

In addition to ingredient information, OSHA calls for the minimum information about the physical and chemical properties required in the SDS compliance checklist: 

  • Chemical appearance and odor
  • Freezing and melting point
  • Evaporation rate
  • Viscosity
  • Solubility
  • Boiling point and range
  • Flammability and pH
  • Vapor pressure and density
  • Explosive limits
  • Partition coefficient

You don’t need to include everything on the above list if a physical or chemical property doesn’t apply to your products. However, you need to ensure every property relevant to your company’s chemicals is sufficiently detailed in the SDS. You should also include other relevant properties not indicated on the list above.  

7. Leaving Out Recommendations to Control Exposure and Enhance Personal Protection

Not including exposure limits in your SDS can also result in expensive noncompliance penalties. An exposure control section in the sheet helps recommend personal protective measures and minimize user exposure to chemicals. Essential details to cover in this section include: 

  • Exposure limits from regulatory bodies, such as OSHA and the American Conference of Governmental Industrial Hygienists (ACGIH)
  • Your recommended exposure limit as the chemical manufacturer
  • The necessary engineering controls
  • Advice for personal protective measures to prevent exposure to chemicals
  • Recommended personal protective equipment (PPE)

Get an Easily Accessible SDS Compliance Checklist Form 

Manufacturers are required to obtain or create an SDS for every chemical they produce. Additionally, they must ensure a copy of that sheet is available for customers. 

The SDS compliance checklist form from GoCanvas is easily accessible from a smartphone or tablet. This also makes it easier for employers and employees to access safety data and handle chemical inventory appropriately. 

Because the checklist comes as an SDS-compliant template, you don’t have to create the sheet from scratch, which saves you money and time. In fact, once you create the document, it becomes mobile-accessible via smartphones and tablets to easily empower employers to create a hazard management program and enhance occupational safety. Request a demo today to see how our SDS compliance template helps you save time and money.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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How to Revise Your Online Order Forms for Custom Components and Assemblies

Posted on by GoCanvas Team

How to Revise Your Online Order Forms for Custom Components and Assemblies

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Offering custom components and assemblies to customers can be a great way to drive engagement and sales. Whether you’re in a B2C or B2B industry, customization and configuration are invaluable strategies. At the same time, you might wonder how you can ensure customization capabilities don’t negatively impact the processes and staff you currently have. To prevent potential errors and misunderstandings in order fulfillment, manufacturers should ensure their online order forms use the kind of language and formatting that staff can easily understand, effectively translating customer orders based on each custom option.

One of the best ways to do so is to optimize online order forms with a comprehensive bill of materials.

Optimizing Your Online Order Forms With a Good Bill of Materials

If you want to ensure all orders go through and your engineers and other staff can fulfill your customers’ custom orders, you must have a bill of materials (BOM) that includes all necessary details in a format your staff can understand.

This should include an in-depth list of all components, parts, assemblies, and materials needed to complete the manufacturing process. If you implement a reliable BOM, customers can order custom configurations that your teams can put together without the risk of errors and overwhelming staff.

The key is to know how to approach your BOM for customization and configuration.

The Benefits of an In-Depth BOM

Manufacturers producing custom products will benefit from online order forms that effectively translate customer orders in a way that manufacturers can understand. Whenever customers choose different design elements and put the end product design together, a BOM can convert the information submitted into in-depth instructions on your end.

Some of the specific benefits of BOMs include:

  • A streamlined manufacturing process. Based on the information that customers provide, you’ll be able to generate an organized BOM that provides detailed production guidelines that are easy to comprehend and follow.
  • More insight into the final product. Design and production teams will be able to more clearly see how the final product will look based on each step of the production process. This helps ensure your teams align their vision with the customers.
  • Segmented production. Reliable BOMs only require each team to focus on what they know at each phase of production. This eliminates any need for them to go beyond their level of expertise throughout the production process. 

What to Include in a BOM for Customizable Products

Whenever customers place an order through a product configurator or customization software, you should ensure the order is easy to complete based on the customer’s specifications. In online order forms, each part of the customer’s order should have a corresponding name or code that manufacturers can understand. This maximizes efficiency and accuracy as the order travels down the supply chain.

The following are some of the specific elements to include in the online order form fields for bills of materials:

BOM Levels

The first item to consider is the BOM level. This will determine the order of each step of the entire manufacturing process to produce the end product. The level will appear in the form of a number indicating where each component or assembly fits within the process. 

Part Names

Every part, assembly, and material used for custom products should have a unique name that your teams can recognize. This will mitigate confusion and ensure team members won’t need additional help identifying the correct part.

Part Numbers

In addition to part names, part numbers that are unique to each component can facilitate identification. As with names, ensure all numbers only apply to the individual part to avoid confusion. If there are different variations of a particular part, these iterations should also have their own original numbers.

Descriptions

To further ensure manufacturing staff knows each part, it’s important to have detailed descriptions of part features and functions. This will make it even easier to identify parts as a supplement to names and numbers.

Phases

Indicate the specific stage that each part falls under during the manufacturing process. For example, some parts might be involved in the design process. Meanwhile, others with official approval will be implemented in production. Additionally, these phases will indicate the overall progress of the entire product, giving employees a better idea of the production timeframe.

Measures

Specify the measurements for each material and component required. This will ensure you purchase a sufficient amount of resources to complete the product. For instance, you might measure liquid materials in drops or ounces, while measuring solid materials in inches or pounds. 

Quantities

Based on each product’s specifications, you’ll also need varying quantities of parts. If a product requires multiple parts or manufacture, include this information in another field within the BOM.

Procurement Methods

Once you’ve determined which parts you need to create your end product, you’ll need to determine the method of procuring all necessary resources. As an example, a product may require a combination of materials you can buy off the shelf, plus other materials manufactured to custom specifications.

Additional Notes

Custom products may require more information during the production process. If you need to include this information, a notes section on the form could give ample space for additional details. For example, you might use the notes section to list alternative material specifications or suppliers if manufacturers cannot source or otherwise use the original options.

Create Helpful BOMs and Other Mobile Forms With GoCanvas

Do you want to put together bills of materials using simplified mobile forms? GoCanvas offers a bill of materials app that staff can easily access using their mobile devices. You can easily generate your BOM and save it electronically. This enables efficient production tracking of all components when manufacturing custom products. Using this app, you can track all parts, quantities, sales order entry details, and more to keep your teams consistently on track and on time. For more information about this app as well as other templates for online order forms that your business can use, request a GoCanvas demo today or try our platform for free.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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10 Must-Have Fields for Food and Beverage Processing Site Inspection Form Templates

Posted on by GoCanvas Team

10 Must-Have Fields for Food and Beverage Processing Site Inspection Form Templates

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In the food and beverage processing industry, companies need to perform regular inspections to maintain safe processes and environments. By taking the right steps and implementing various industry best practices, inspectors can adequately complete all safety inspections to maintain compliance and protect the company’s bottom line.

It’s important to understand what requirements are in place and how inspection forms can help meet them by incorporating the right fields.

Common Regulatory Requirements for Food and Beverage Processing Facilities

Food and beverage processing companies must protect consumers from potentially contaminated food and create a safe environment for employees. To ensure food processors maintain consistently safe operations, the U.S. Food and Drug Administration (FDA) and other governing bodies have put rules and regulations in place for these facilities. 

Since the Obama administration’s introduction of the Food Safety Modernization Act (FSMA) in 2011, the FDA has mandated inspections of food and beverage processing facilities more frequently. The FDA and the U.S. Department of Agriculture (USDA) have many requirements that food and beverage processing plants must meet in accordance with the FSMA.

For example, these facilities should have USDA-approved antimicrobial flooring to help prevent the growth and spread of harmful bacteria. Equipment must also be generally sanitary, cleanable, non-toxic, and devoid of the risk of contaminating food items. 

As food and beverage processors work to meet these strict regulatory standards, it’s best to have forms that help conduct thorough inspections in these facilities. The key is knowing what kinds of fields to include in your inspection forms to ensure all equipment and systems are checked thoroughly.

10 Fields to Include in Food and Beverage Processing Site Inspection Forms

To maintain consistent compliance with FDA, USDA, and other requirements, the following are some of the main types of fields to include in food and beverage processing inspection forms.

1. Image Fields

One of the most important fields to include in electronic inspection forms is an image field. This field enables inspecting employees to upload images of any potentially faulty equipment and machinery in the facility. Management can then determine the specific problem and take the necessary steps to issue maintenance as soon as possible.

2. Food Safety

Another crucial field to include is food safety, which will cover many items that your inspector can check. For example, this checklist would help ensure all food contained within the facility is from an approved source, that all food is devoid of contamination and spoilage, and that all equipment handling food remains at least 6 inches off the floor.

Additionally, this section can help determine whether all food storage containers are clean, properly labeled, and sufficiently sealed.

3. Temperature Control

Your form should also include a temperature control field that indicates whether a facility’s temperature settings are safe. All potentially hazardous foods must be within a safe temperature range to avoid spoilage, thermometers must be accurate, and frozen foods must undergo a safe thawing method if necessary. 

4. Personnel

This section will help gauge employees’ health and safety when handling food items. If employees are handling food, this field should require inspectors to see if employees exhibit any signs of illness or wounds that could lead to contamination. Employees must also wash their hands consistently and properly. This section will also check to ensure a supervisor is always on duty to monitor operations and that employees store their personal belongings in the designated safe area.

5. Equipment and Utensils

Your form should include sections for equipment and utensil checks to ensure the equipment is clean and in good shape. In addition, this part of the form requires checking for malfunctioning or nonfunctioning equipment, and facilitating repairs and replacements when necessary. Lastly, this area will ensure that all utensils go through proper cleaning and sterilization procedures using dishwashers and other equipment.

6. Water and Sewage

Your form will also benefit from a section covering water and sewage in your facility. For example, this section will help confirm whether sinks are functioning properly and at the right temperatures, and that plumbing systems are checked for cracks and other damage or wear. In addition, this section could cover grease traps, liquid waste lines, and cross-connection control devices.

7. Toilet Facilities and Sinks

All restrooms and corresponding facilities should be regularly cleaned and maintained. These facilities also require functioning handwashing sinks with paper towels and antibacterial hand soap. Wall-mounted toilet paper dispensers are another common requirement in these facilities.

8. Ventilation and Lighting

Food processing facilities need proper ventilation and illumination. Functioning ventilation systems will maintain steady air quality, while proper lighting will maximize visibility in and around the facility. Shatterproof lights are a common feature of food processing facilities.

9. Refuse

Yet another item to consider is refuse and trash disposal. Inspectors should check interior and exterior trash containers to determine whether they’re clean and functional. Trash containers also require proper sealing, with lids kept closed at all times when not in use.

10. Pest Control

An infestation is one of the biggest potential hazards in any food and beverage processing environment. Inspections must check for the presence of any rodents or insects such as cockroaches and flies. Facilities must also seal off food preparation and other areas from live animals such as birds. When using pesticides, staff must use approved chemicals correctly to avoid contaminating food items.

Turn to GoCanvas for Detailed Food and Beverage Processing Inspection Forms

Having detailed forms for inspecting food and beverage processing facilities will help prevent potential issues from compromising your operations, employees, and end products. Knowing what fields to include will help you build a comprehensive checklist that inspectors can easily follow to help maintain compliance and resolve any existing issues. If you want to help building inspection checklists for your food and beverage processing operations, consider implementing GoCanvas inspection form templates. You can craft in-depth checklists for food and beverage processing, along with other types of forms based on your needs. Request a demo today or try GoCanvas for free to get started.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Internal Audit Best Practices: How to Ensure Your Facility’s Process Checklists Comply With New OSHA Standards

Posted on by GoCanvas Team

Internal Audit Best Practices: How to Ensure Your Facility’s Process Checklists Comply With New OSHA Standards

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Job site inspection is a critical step for manufacturing, material storage, and other industries, especially if they want to maintain compliance with new regulatory requirements and standards. You might have checklists to help you conduct inspections of your facilities. However, you may worry that these checklists are becoming outdated and non-compliant. So how do you ensure your internal audit complies with the required standards?

It’s important to ensure your job site inspections are thorough and maintain a safe workplace to protect your employees, equipment, and products. This is particularly the case with the recent standards put in place by the Occupational Safety and Health Administration (OSHA) amid the COVID-19 pandemic. OSHA’s current guidelines for job site inspections appear under the 1926.20 standard. By taking the right steps, you’ll be able to comply with these and other requirements.

Not sure how to keep your inspection processes and checklists up to date? The following are some internal audit best practices for job site inspections and optimizing your checklists.

Conduct Frequent Inspections Based on Priority

To avoid OSHA violations and other breaches, you should prioritize inspections and check different types of equipment at varying frequencies.

For example, you may want to conduct weekly inspections for the following areas:

  • Fall protection
  • Scaffolds
  • Procedures for electrical power
  • Operator and crane certification
  • Ladders and stairways

Meanwhile, you should inspect the following on a daily basis to facilitate a safe environment:

  • Power tools
  • Aerial lifts
  • Forklifts
  • Rigging
  • Slings
  • Personal protective equipment (PPE)
  • Other heavy machinery and equipment

In addition, in accordance with OSHA requirements, you should conduct monthly inspections of cranes, hoists, fire extinguishers, self-breathing apparatuses and respirators, and safety and eyewash showers. 

Properly Prepare for Each Internal Audit

Before conducting each internal audit and inspection, you must know the specific approach you want to take. This helps you determine who will conduct the inspection and what types of PPE they’ll need to perform it safely. 

Remember, according to OSHA’s 1920.20 standard, “Such programs shall provide for frequent and regular inspections of the job sites, materials, and equipment to be made by competent persons designated by employers.” This statement establishes that you must choose someone who qualifies as a “competent person” as OSHA defines them.

Specifically, a competent person is someone who can accurately identify existing and potential workplace hazards that could cause harm to employees. This person must also have the authority to properly address these hazards and create a safer work environment. Ideally, the “competent person” who conducts every internal audit will have adequate training and knowledge of OSHA standards and proper inspection procedures.

Check for PPE

One of the main changes to OSHA standards in recent years is increased emphasis on PPE for employees. To comply with OSHA’s 29 CFR 1910 Subpart I standard, employers must conduct PPE assessments to identify and address any potential workplace hazards, as well as ensure that employees use the proper PPE as needed. 

For example, this standard requires the use of respirators under certain circumstances to protect employees. If employees require these respirators, employers must have a reliable respiratory protection program to comply with OSHA’s standard for Respiratory Protection, 29 CFR 1910.134.

Track Key Data

When conducting inspections, document all findings and track vital data that can help you continually improve your facility’s safety. This data will give you actionable insights into any potential deficiencies in your safety practices. You can then decide on the best course of action to eliminate these deficiencies and create a safer workplace.

Keep Up With OSHA’s Standards

To further keep your practices and checklists updated, it helps to remain aware of OSHA’s existing standards. Doing so will help you remain consistently compliant and avoid potential violations.

One way to stay current is to check OSHA’s news releases, which will detail any notable changes the agency makes to its standards. You can then apply these changes to your preparation phase and checklists. 

Consider Previous Reports

Learn from your previous workplace safety and inspection efforts by looking at past reports. You should review everything from the results of previous inspections and incident investigation reports to workers’ comp insurance details and any near misses that could have resulted in more serious accidents.

Based on the knowledge you glean from previous inspections, you can determine what areas of your business require more thorough inspections and changes. Over time, you’ll be able to perfect your inspection procedures and checklists based on the most significant risks to your business. In turn, you’ll minimize the risk of workplace incidents and maintain compliance with all current regulatory requirements.

Use Digital Checklists

Another way to keep your checklists in top shape is to use digital checklists in lieu of outdated paper versions. Digital checklists also offer more flexibility that will help ensure you’re always working with information that keeps you compliant. 

You can use premade checklist templates from a trusted third party that will equip your business with a comprehensive checklist that’s up to date. As OSHA standards and other regulatory requirements evolve, you can make corresponding changes to your checklist. 

One of the main advantages of digital checklists is their shareability. In fact, employees can view and make changes to these checklists using their mobile devices. They can then share these checklists with authorized parties across devices and systems to ensure everyone is working with the latest version. You’ll no longer need to manually update your checklists with the help of reliable digital versions.

Optimize Your Inspections and Checklists With GoCanvas

If you’re looking for the right tools to help you maintain safety and compliance in your workplace, GoCanvas is here to help. We offer digital checklist templates and thousands of other form templates that connect your offices and job sites. Easily download and optimize our checklist templates for use on any device, without any need for coding skills. With the help of our templates, you’ll remain compliant with OSHA standards as well as many other industry regulations, keeping your workplace safe and protecting your bottom line. Learn more about GoCanvas by requesting a demo, or try it for free today. You’ll be able to find the right forms that keep you compliant and maximize the efficiency of each internal audit.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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Orange County Waste & Recycling Uses GoCanvas to Make a Dangerous Job Safer

Posted on by GoCanvas Team

Orange County Waste & Recycling Uses GoCanvas to Make a Dangerous Job Safer—While Saving Weeks of Wasted Time

Orange County Waste & Recycling Company Overview

Orange County Waste and Recycling handles all municipal waste collection and processing in a county of over 3 million people. Heavy machinery is the backbone of what they do, with 10 to 15 large machines running at multiple locations every day, resulting in over 15,000 inspections over just a couple of years. With employees numbering in the thousands, OCWR has a huge responsibility to both its community and workforce to keep its processes timely, organized, and safe.

Jeff Southern, Safety Culture Deputy Director at OCWR, had overseen the growth of the business over his 34 years of experience. As Deputy Director, Jeff is responsible for developing safe, standardized work practices and identifying workflow issues that could impact safety and efficiency. Jeff realized that OCWR was losing entire workdays verifying data through pen-and-paper processes and updating analytics dashboards manually.

Originally, Jeff engaged GoCanvas as a means of “removing paper, clipboards, and pens from the field to move to a digital workspace,” but eventually found that these expansive digital datasets could be leveraged to show other inefficiencies as the company grew. OCWR now depends on GoCanvas to manage equipment inspections, enforce compliance with training logs and near-miss reports, and keep employees safe.                    

The Background

When GoCanvas started working with OCWR in 2019, Waste & Recycling was the fifth most dangerous industry in the United States. With thousands of employees operating heavy machinery at multiple landfill sites across Orange County, OCWR depends on accurate, timely data to keep its crews safe. Some of the forms and datasets integral to OCWR’s workflow include:

  • SPOT (Safety Performance Observation Talks) Checks
  • Near-miss reporting
  • Equipment Inspections
  • Equipment Training Logs

The Problem

As OCWR has grown over the years, increasingly important and complex tasks were still managed with pen-and-paper forms that needed to be filled out, scanned, emailed, and manually entered into rudimentary analytics programs. OCWR was losing hundreds of work hours per year manually verifying data and working to standardize mission-critical operating procedures. Using Excel and inferior business insight tools, OCWR was experiencing:

  • Labor-intensive data consolidation periods of up to 8 hours per week.
  • Multi-day turnarounds for critical inspection paperwork.
  • Outdated accident and near-miss reporting leaving crew members vulnerable while information from the field was interpreted and cataloged.
  • Static datasets that needed constant oversight, obscuring existing inefficiencies instead of presenting proactive solutions.

Without dynamic ways to input and track data, OCWR was spending entire workdays simply wrestling with paperwork. As a result, processes intended to keep their crews in the field safe were presenting added clerical problems, keeping staff busy while adding little valuable insight into their workflow.

The Solution: A revamped workflow and new opportunities for data management from GoCanvas

Jeff and his team took the first step in getting control of their workflow by reaching out to GoCanvas to help eliminate paper forms and adopt a digital format. What started as a simple goal to go paperless, however, soon lent itself to more in-depth analysis—and potential opportunities to cut out time-wasting processes completely.

  • Customized Forms

The initial changes focused on replacing digitizing their existing forms, populating them with relevant inputs like lists, specific verbiage, etc. As an administrator, Jeff designed many of these forms for ease of use by his team members in the field, including options like simple drop-downs to pre-populate standardized information.

  • Automated Data Management

As OCWR began to adopt the new forms, Jeff soon realized they were sitting on a mountain of internal data that could be organized and displayed in ways that simply weren’t possible before. Instead of hours spent filling out, transporting, and verifying paper forms by hand, data integration tools from GoCanvas meant that OCWR could monitor and leverage crucial business insights as fast as it took to for any of their team members to submit a form, no matter where they were. 

  • Real-time Insights

With real-time analytics dashboards, OCWR began to implement new processes like employee training logs that display levels of compliance in a simple percentage, and high-visibility graphics detailing threats to worker safety by priority. Suddenly, the data that OCWR used to spend hours simply verifying was providing new, proactive ways to work quicker, safer, and smarter.    

Outcomes

Using GoCanvas, OCWR now has datasets that actually work for them, resulting in:

  • Approximately 8 hours per week (10.4 work weeks per year) saved without the need to manually verify data. 
  • Real-time oversight of equipment inspections—changing what used to be a 2-day turnaround time to one that’s instantaneous.
  • Employee-specific training logs that reliably count hours trained on each piece of equipment for increased accountability and a straightforward competency progression.
  • Standardized SPOT checks that account for site-specific safety protocols and connect field crews with the main office instantly.

“The original push was to get rid of paper and go digital. What we learned through this process is that we can generate a data set that helps us identify struggles and areas of improvement in our business.”

Jeff Southern, Safety Culture Deputy Director at OCWR

OCWR now depends on GoCanvas’ Custom Form Builder and Analytics as the basis for their new workflow. Jeff and his team consider their biggest wins to be reformatting their most complex forms into an auto-populated digital format and addressing more safety concerns before they can cause accidents. Crucially, Jeff also credits GoCanvas for more efficient SPOT checks and near-miss reports to move the needle on overall workplace safety. 

Ready to Rethink How You Work?

OCWR’s story is unique—but its problems aren’t. GoCanvas has helped a variety of businesses across multiple industries transform their safety processes and rethink their efficiency, ultimately saving them money. Why not do the same? Reach out to one of our experts today to kickstart your process revolution.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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