In our last post, we laid the groundwork for building a business case for a new digital EHS tool. Now, it’s time to dig into the details. We’ll guide you through the first steps: pinpointing the real issues with your current EHS processes to showing how a new digital EHS tool can solve these problems while helping the company’s bottom line.

Read on to see how you can turn your challenges into opportunities that align with your company’s top priorities.

Step 1: Start with your problem

Before you request a new EHS tool, you need to ask yourself, “Why are we struggling with our current EHS processes?” Getting to the heart of the problem you face is the first step in building a strong case for change.

1.      Get to know your health and safety processes inside and out

Begin by mapping out each of your health and safety processes from start to finish. Who’s involved at each step? What happens, and where do things tend to go wrong? As you go, collect feedback on past incidents.

Once you have all the details, bring everything together in a workflow or process map. This will help you spot bottlenecks, gaps, weaknesses, and unnecessary costs that are dragging your system down.

2.      Measure the financial impact of your current system

Next, it’s time to put some numbers to your findings. Select metrics to evaluate how well your current system is performing, such as incident rates, lost-time injury rates, recent compliance violations, training completions, and how quickly actions are being closed.

Once you’ve selected your metrics, the next step is to establish a baseline— your “before” picture that shows how your EHS processes perform before introducing a new digital EHS tool.

To create this baseline, turn to your historical data. Here’s what to look at:

• Incident and near-miss reports: Check how often incidents happen and how severe they are. Add up the costs, like medical bills, lost workdays, and any compensation payouts.
• Inspection and audit findings: Look for patterns and problem areas from past inspections. This will help you estimate the costs tied to these issues, like fines or operational disruptions.
• Regulatory compliance documentation: Calculate the financial impact of recent non-compliance, including fines, legal fees, and the cost of remediation.
• Maintenance logs: Figure out the costs related to repairs, downtime, and any accidents caused by faulty equipment.

By analyzing this data, you’ll create a clear picture of what your current EHS processes are really costing you, making it easier to show what your new digital tool can save.

Step 2: Showcase the benefits of your new EHS tool

With your problems clearly defined, it’s time to turn your attention to the solution. What does the future look like with a digital EHS tool in place? You need to paint a picture of a more efficient, safer, and cost-effective workplace. To bring it to life, start by listing both the tangible and intangible benefits, such as:

• Reduced incident rates: Cut down on workplace incidents, along with the legal costs and downtime that come with them. EHS software can help you drive down injury and illness costs by up to 20%.[1]
• Lower workers’ compensation costs: Keep your insurance premiums in check. With fewer accidents and claims, you can enjoy more stable—or even reduced—workers’ compensation costs.
• Regulatory compliance: Strengthen your compliance efforts to steer clear of costly fines and legal headaches.
• Stronger employee morale: Create a safer work environment that keeps your team engaged, improves job satisfaction, and lowers turnover.
• Streamlined processes: An easy-to-use software tool lets your team enter information, follow up on tasks, and analyze data quickly, driving a 14% increase in productivity.[2]
• Accelerated item closure: Take advantage of automated workflows and notifications to stay on top of open action items. You’ll close them faster and avoid costly delays.
• Enhance your reputation: Position yourself as a safety leader. Your commitment to high standards will boost your reputation with customers, investors, and regulators alike.

Now, it’s time to translate these benefits into the language that senior leadership understands—numbers, productivity, and bottom-line impact. Start by focusing on the direct costs, like medical expenses, workers’ compensation payments, and regulatory fines. For example:

• In the U.S. in 2022, work injuries cost $167 billion and led to 75 million lost workdays.[3]
• In the UK in 2022/23, 561,000 workers experienced non-fatal injuries and 1.8 million suffered from a work-related illness, leading to 35.2 million lost workdays and a cost of £20.7 billion.[4]

And don’t overlook the indirect costs—they often add up even faster. Think about:

• Lost work time and earning power for injured employees
• Decreased efficiency for other employees and supervisors
• Costs of recruiting and training replacements
• Expenses for repairing or replacing damaged equipment
• Spoiled work, production losses, and missed orders

The American Society of Safety Professionals (ASSP) estimates that these indirect costs can be up to 20 times higher than the direct ones.[5]

Investing in an EHS tool can make a big impact by preventing costly incidents. Many organizations see payback within the first year. According to the ASSP, every $1 spent on safety can save your company at least $3 by reducing injuries, lost work, and extra admin tasks.[6] OSHA takes it a step further, reporting that companies with strong health and safety programs can slash injury and illness rates by 20% or more, earning back $4 to $6 for every $1 invested.[7]

Step 3: Link the benefits to your company’s core priorities

When you present the benefits of EHS software, it’s important to align them with your company’s top priorities. Sure, your main goal is clear—keeping workers safe. But for those not on the front lines, priorities might differ. They could be focused on profitability, reputation, shareholder value, market share, customer service, or productivity. To make your case hit home, you’ll need to understand what really matters to them.

Here are a few tips to help you align your pitch with those priorities:

1. Review your company’s mission and vision statements: These will highlight what your company values most.
2. Reach out to other department heads: Learn how they got their projects approved. What arguments did they make? Which metrics were most convincing?
3. Focus on what’s important: If productivity is a big deal, demonstrate how the software can streamline processes. If reputation is key, show how a strong safety record can boost your brand.

By connecting the benefits of EHS software to what your company cares about most, you’ll make a case that’s hard for leadership to ignore.

Next up…

With your current processes scrutinized and the benefits of a digital solution laid out, you’re ready to introduce your chosen vendor. Join us next time as we walk you through how to present your chosen digital EHS tool, demonstrate the ROI, and tackle any stumbling blocks that might come your way.

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Sources

[1] American Society of Safety Professionals (ASSP), The Return on Investment for Safety, Health, and Environmental (OSH) Management Programs

[2] American Society of Safety Professionals (ASSP), Safety ROI- Return on Investment 

[3] National Safety Council, Work Injury Costs – Injury Facts.

[4] Health and Safety Executive, Health and Safety at Work.

[5] ASSP, The Return on Investment for Safety, Health, and Environmental (OSH) Management Programs

[6] ASSP, The Return on Investment for Safety, Health, and Environmental (OSH) Management Programs

[7] OSHA, Business Case for Safety and Health – Overview