Keeping on top of industry accreditations is a constant struggle for a highways company.
As a business grows, so does the challenge of achieving and maintaining all of the ISO 9001 and NHSS related standards that you need to compete and win contracts.
To do this, you need to build audit-ready processes and a quality management approach that will tick all of the right boxes for visiting assessment teams.
Digital workforce management provides a powerful tool to achieve this. Here’s a look at how:
What is a digital workforce management system (WFM)?
A digital workforce management system uses GPS tracking and cloud-based communications to schedule and monitor the activities of remote workers.
A system such as MyMobileWorkers removes the need for paper documents or manual transfer of data with a fully digital workflow. The location and status of each worker are tracked in real-time with all scheduling, job information and checks shared via an app on a tablet or smartphone.
The software provides a real-time link between the office staff, mobile workers, customers and managers. It allows all the activities of a highways workforce to be monitored, measured, recorded and stored.
How does digital management help to handle audits?
The requirements for each accreditation will vary but there are some common areas that auditors will look for when carrying out assessments. One of these is the basic management process that’s in place - how do you know who’s doing what?
To assess this they will typically carry out sample audits of your existing processes and protocols. If they identify areas that don’t comply with the required SSDs (Sector Scheme Documents) then these will need to be fixed.
Auditors need to see evidence that you are meeting the required ISO 9001 standards. This often means taking a deep dive into your paperwork. With a digital approach, you can quickly provide a reassuring level of detail on how work is being managed and monitored.
Trying to achieve this with a traditional paper-based approach can be a frustrating slog. It means trying to collate information from a scatter of fragmented sources - paper docs, Excel spreadsheets, emails and job sheets. A system such as MMW automatically pulls all of this data together.
It also digitally time-stamps each step of the process so assessors know that information is legit and is not being retrospectively cobbled together in a back-office. It provides clear, accurate and easily accessible proof of compliance.
A big part of ISO 9001 accreditations is having a quality plan to identify roles, responsibilities, processes and resources. It needs to show how risks are managed and performance; this includes internal audits and reviews.
A digital approach helps to manage this with roles and responsibilities managed and tracked centrally. Notifications and checks can be integrated into workflow to ensure that each worker knows their remit.
MMW allows safety checks and notifications to be enforced in real-time. It also provides integrated performance tracking tools that help to rate the quality of jobs and the completeness of documentation.
Summary: Fast, simple and reassuring
Digital mobile workforce management allows a highways company to demonstrate that they are achieving the standards required for accreditation. It gives assessors a reassuring level of information on how processes are managed and removes the headache of trying to dredge up information for a sea of paperwork.