Adopting a lean mindset, digitizing EHSQ processes, and integrating them into a unified software solution – these are three key steps to achieving operational excellence in process safety management. All well and good, but how can you put them into practice?

Using permit-to-work (PtW) and shift handover as examples, we’ll show you how.

Streamlining Processes for Operational Excellence

At TenForce, we’re all about “the lean way” to manage EHSQ processes. That’s because lean methodology is grounded in waste elimination, process optimization, and the pursuit of operational excellence. By removing non-value-added activities, processes, or resources you can refine your operations to create highly efficient workplaces.

Wondering how you can get started? That brings us to our next tip – going digital.

Putting Lean Methodology and Digitalization into Action

Digitalization and lean methodology are linked by the pursuit of operational excellence. In fact, digital tools provide the framework for implementing and sustaining lean practices. They streamline workflows, facilitate real-time data analysis, enable agile decision-making, and foster a culture of continuous improvement.

Let’s take a closer look at two pivotal EHSQ processes – permit-to-work (PtW) and shift management, to see the tangible benefits of embracing a lean, digital approach.

Permit to Work: An Essential Step Toward Operational Excellence

When it comes to managing potentially hazardous tasks, PtW is critical. It ensures that personnel have the necessary authorization to undertake a task, protecting them and those around them.

Yet it presents numerous challenges, especially when managed through paper-based methods, legacy systems, or spreadsheets. These methods can be complex, time-consuming, and prone to errors, increasing delays and the risk of safety oversights.

None of that sounds very lean.

But that’s where digitalization comes in. EHSQ software simplifies the PtW process through:

• Automated workflows that reduce the administrative load from submission to approval, enabling quicker response times and ensuring compliance.
• Real-time visibility of PtW data across multiple sites, making it possible to monitor progress, identify bottlenecks, and address safety issues with preventive actions.
• Standardized protocols that ensure all permits are consistent and capture accurate information, minimizing the risks associated with human error.
• Reduced costs associated with paper-based documentation and expenses resulting from incidents and non-compliance caused by human errors.
• A streamlined audit process that improves accountability and boosts compliance with regulatory mandates and internal safety standards.

Shift Management and PtW: Partners in Safety and Efficiency

From one Control of Work area to another — shift handover. Approximately 60% of incidents occur in the initial 30 minutes of a shift because of poor handovers. Adopting a lean digital approach to shift management is essential to reducing this alarming statistic, by:

• Electronically capturing shift events, observations, and asset data for higher operational efficiency, enhanced plant performance, and improved safety.
• Keeping tasks on track with automated planning, predefined timelines, ownership assignments, and automated alerts for timely follow-up.
• Monitoring shift data and logs with user-friendly dashboards and automated reports, and conducting real-time plant performance analysis, such as OEE.
• Saving time with pre-filled meeting minutes and enabling 24/7 access to logbooks and ongoing tasks through customized dashboards.

The Power of Integration

Lean and digital PtW and shift handover processes come with undeniable benefits. But what’s the missing piece of this efficiency puzzle? Integration within a unified system!

Though PtW and shift handover are separate processes, their core aim is risk mitigation and safety compliance. PtW ensures that certain tasks or activities are executed safely, while shift handover focuses on maintaining operational continuity. Combining these into a single EHSQ system offers several advantages:

• Resource Allocation: Assigning the right personnel during shift handovers is crucial for safety and compliance. PtW ensures that only qualified, authorized individuals perform specific tasks or enter certain areas, and that work is completed within the allotted time.
• Coordination of Work: PtW often requires isolating certain equipment for maintenance. Shift handovers must consider these isolations when planning and assigning tasks. Proper coordination ensures that maintenance work doesn’t interfere with regular operations.
• Changeovers and Handovers: During shift changes, it is essential that ongoing PtW activities are communicated and transferred safely to maintain safety and avoid disruptions.
• Data Sharing: Shift managers can access PtW records to understand ongoing maintenance activities and potential safety risks during their shifts. Likewise, PtW personnel can review shift schedules to plan their work accordingly.
• Increase Productivity and Reduce Downtime: Automatically generating well-coordinated schedules, that allocate the right resources to carry out PtW activities efficiently, can reduce downtime and increase operational output.
• Rapid Response to Safety Concerns: Making critical safety information centralized and readily available enables informed decision-making and rapid response to safety concerns or incidents.
• Regulatory Compliance: Consistent workflows reduce oversights, minimize accidents, and simplify the demonstration of compliance with safety regulations and standards, making audits more straightforward.
• Cost Efficiency and Scalability: A single system is more cost-effective than purchasing and maintaining multiple systems, software licenses, and vendors. Plus, it’s easier to adapt a single system as the organization grows or changes.

But the journey doesn’t end there! With TenForce, you can seamlessly integrate incident management, corrective and preventive actions, management of change, contractor management, and more to gain a comprehensive view of your entire operational reality.

Begin Your Lean Digital Journey

Incorporating a lean, digital, and integrated approach to EHSQ processes will help you strive for operational excellence. 

But what are the next steps towards digitalization and lean maturity? 

Check out our eBooks: Your Guide to Using a Lean Approach for Digital Permits to Work and Your Guide to Using a Lean Approach for Digital Shift Management.

Or get in touch for a free demo.