Customer and partner talking: SCAVES
Perform workplace inspections directly digitally
Instant visibility into notifications and follow-ups
Faster insight into available employees
Digitization of safety and quality processes
SCAVES supports organizations with safety, quality and sustainability. They provide safety training, provide on-site safety experts and assist organizations with certification processes such as ISO and VCA.
As a relatively small organization with a broad range of services, SCAVES works daily on a variety of safety issues, from training and consulting to on-site deployment. To bring more structure and overview to this, SCAVES uses LeanForms in practice. From that experience, they now also deploy the platform with clients and have become partners of LeanForms.
In addition, SCAVES has a specialized department: C.R.E.W.. This department focuses on work at height (rope access) and rescue operations in confined spaces (rescue teams). Precisely within these operational and high-risk activities, digital support plays an important role.
LeanForms in practice at SCAVES
The challenge
SCAVES works daily on the shop floor of clients, for example at construction sites and maintenance stops in industry. This is precisely where safety and quality play out.
Much of the recording and documentation was still done with paper forms and separate files.
Workplace inspections were conducted with a printed form that was filled out on site and later had to be worked out in the office. Reports were also stored in documents and kept manually in an Excel sheet. This created the risk that registrations were not fully updated and the overview was missing.
“You had to be very disciplined to both save the form and keep the Excel sheet.”
The solution
SCAVES began looking for a way to digitize forms and processes, looking at various software solutions. It even considered developing its own system.
Through their network, they eventually came in contact with LeanForms.
“We looked at a lot of packages. This is the closest to what we would like to build ourselves.”
Whereas inspections used to be done on paper and later worked out in the office, they are now done directly on the job via telephone, including photo and recording. SCAVES has also added an additional section to the form for a management summary of the inspections.
Forms can also be easily modified when other information is needed, such as for specific safety issues.
LeanForms is also used extensively within the C.R.E.W. department. Among other things, the platform supports this:
- Work recordings prior to assignments
- Time recording and digital sign-off on site
- Risk analyses and TRAs
- Evaluations of work together with the client
This ensures that even for complex and high-risk work, all steps are recorded in a structured and digital way.
The result
Digitization makes registrations readily available and provides better insight.
“Now you can filter by what type of notification it is, what has already been handled and what has not yet been handled.”
In addition, employees save time as administrative work decreases and information no longer needs to be transferred manually.
“Safety and quality don’t happen behind a computer, they happen on the shop floor. Digitizing the administration gives you time again to be there and engage with people.”
This overview also helps with deployment planning. Where previously it was necessary to search for suitable people in Outlook, it is now visible at a glance which employees have the right competencies for a specific assignment.
For consultants, this also means that they spend less time building up and managing separate documents and systems.
Within C.R.E.W. this way of working also contributes to safety and the learning ability of the organization. Structurally recording evaluations provides insight into areas for improvement and recurring risks.
Currently, trainee Linde Rens, as a graduate student in Integral Safety Studies at NHL Stenden, is working on a test environment in which the work preparation and evaluation of jobs will be further optimized. This helps to set up processes even more efficiently and to secure knowledge better.
LeanForms as part of consultancy
Based on their own experience, SCAVES is now deploying LeanForms to clients.
In organizations working with ISO standards and VCA company certification, forms and records are set up digitally, for example, for:
- Workplace inspections
- Notification and derogation forms
- Toolbox registrations
- Internal audits
- Customer and supplier reviews
- Management reviews
- Appraisals
This makes it easier to retrieve documentation and make processes transparent during audits.
“Normally, a KAM manager would often spend all day looking up documents. Now an auditor can just click through the system and an audit regains real value because the focus shifts from searching to improving.”
According to SCAVES, this makes audits not only faster, but more valuable.
“If you set this up properly, you quickly save half an audit day and can spend that time on content instead of administration.”
From user to partner
After the initial experience, SCAVES decided to actively offer LeanForms to customers as well. For them, the choice of LeanForms was not only in the functionality of the platform, but also in the way of collaboration.
“What’s important to us is that people really listen and think with us.”
The platform also offers the flexibility to continue to develop and manage the solution yourself. This keeps the solution in line with practice and allows it to continuously grow with the organization.
Thus, SCAVES combines their practical experience in security and certification with a digital solution that they both use internally and implement at clients’ sites, from consulting to specialist deployment through C.R.E.W.
Concrete noticeable improvements in practice
Inspections completed immediately on site
Always up-to-date insight into reports
Deploy the right employees faster
Less administrative work for consultants
Better recording and follow-up of work (C.R.E.W.)
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