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Subcontractor Evaluation: 4 Ways to Improve Your Scores 

By  doug@HSEWorkflows

Workflow design is a must for Health and Safety planning

Subcontractor Evaluation: 4 Ways to Improve Your Scores

If you’re like most health and safety managers, you’re probably always looking for ways to improve your subcontractor evaluation scores. After all, the higher your scores are, the more likely you are to get the contracts you want. Luckily, there are a few things you can do to improve your scores. In this post, we’ll discuss four of them.

Maintaining Compliance

Compliance refers to the process of following all the rules and regulations that are set by the government or other authorities.

For businesses, compliance ensures that they are operating within the parameters of the law and are not putting their employees, customers, or the general public at risk. compliance can be a complex and time-consuming process, but it is essential to ensuring that your business is operating legally and ethically. There are a variety of compliance-related risks that companies need to be aware of, such as environmental compliance, health and safety compliance, and data protection compliance.

With so many different compliance risks to consider, it is important to have a compliance management system in place to help identify and manage these risks. Having a robust compliance management system will help to ensure that your company is compliant with all the relevant legislative requirements.

Keeping Current Documentation

Keeping your company’s documents up to date is essential to maintaining a high level of professionalism and compliance with legislative requirements. By ensuring that all required documentation is current, you can safeguard against any potential issues that could arise from missing or outdated information.

Additionally, regularly reviewing your documentation helps to ensure that your company is operating smoothly and efficiently. Have documentation (JHA’s/SOP’s/H&S Policy..) reviewed and signed off at regular intervals to show diligence and accountability in your program.

By taking the time to keep your company’s documents current, you are demonstrating your commitment to due diligence and ensuring that your business is able to meet its KPI targets and potential customers will be impressed by your due diligence if they can see that your documentation is up to date. 

Structured Processes

Being able to demonstrate that there are complete processes in place and they are followed will make a great impression on prospective clients when being evaluated for a project.

A crucial part of any business is having structure and organization in your processes. This is especially important when working with other businesses or clients. Having well developed and implemented workflows will show that your company is competent and capable. This will give you a leg up when competing for projects and contracts. Having structure also increases efficiency and can help to avoid costly mistakes.

Workflows should be developed and utilized for the following:

Planned Workflows assure efficiency.

  • Onboarding– A well-developed workflow can help to ensure that new workers are quickly and effectively onboarded, and that they understand their roles and responsibilities within the company.
  • New Worker (Green Hat program)- In any new worker program, a key component is the development and utilization of a structured “New Worker” process. Show the process where new workers are paired with mentors who can help guide them through the process and answer any questions they may have. By following established workflows, new workers can hit the ground running and quickly become productive members of the team, and through documentation, you will show your commitment to the process to clients.
  • Competency-In any work environment, it is essential to have a process in place for verifying that new workers have the necessary skills and knowledge to do their job safely and effectively. One way to ensure that new workers are competent is to develop and utilize workflows that incorporate verification at key points. Schedule evaluations at a specific period/frequency and make sure it happens. This will show prospective clients that you’re following up on the plan and that you have a structured, organized process in place.
  • Reporting– A well-designed reporting process should be easy to use and provide clear instructions for employees. Additionally, it should be flexible enough to accommodate different types of data. By utilizing a reporting process, organizations can verify that their workflows are being followed and make necessary adjustments to improve efficiency.
  • Emergencies– In the event of an incident, it is essential to have an emergency response plan in place. This plan should be developed in advance, and all employees should be familiar with it. Workflows can be a helpful tool for verifying that the emergency response plan is effective. By following the steps in the workflow, employees can ensure that they are taking the necessary precautions and that they are prepared to respond quickly and effectively in the event of an incident. Additionally, workflows can be used to test the emergency response plan on a regular basis. By running through the steps in the workflow, employees can identify any weaknesses or gaps in the plan so that they can be addressed before an incident occurs. Ultimately, workflows can play a critical role in ensuring that businesses are prepared to respond effectively to incidents.
  • Inspections– Any organization that relies on a process to complete tasks needs to have a way to verify that the process is being followed correctly. This is especially important when hazard are involved, such as in the case of vehicle or equipment inspections. By verifying that inspections are being carried out correctly, organizations can help to ensure the safety of their employees and sites. The workflow should spell out exactly what needs to be checked, who is responsible for checking it, and what needs to be done if something is found to be wrong. By following this procedure, organizations can help to ensure that their inspection process is airtight and that employees and equipment are safe.

This isn’t a complete list of all necessary workflows, but will serve as a minimum benchmark to illustrate the program has structure and purpose built into it.

Recordkeeping

Records are an important part of any quality management system. They provide objective evidence of the activities that have been undertaken to improve quality and compliance within an organization.

Training records, for example, can show that employees have been properly trained in the use of new equipment or procedures.

Similarly, records of corrective action implementation can provide evidence that deficiencies have been addressed in a timely and effective manner.

Finally, minutes of meetings and follow-up actions can demonstrate effective communication and coordination between different departments within an organization.

By maintaining accurate and up-to-date records, organizations can show that they are committed to continuous improvement and quality assurance.

Due Diligence Records

 

Overall, a well-designed workflow can help improve an organization’s compliance posture by ensuring that key processes are being followed correctly. By incorporating verification steps, reporting mechanisms, and emergency response plans into workflows, businesses can help to ensure that their employees:

1. Are properly trained;

2. That procedures are being followed correctly;

3. They are prepared to respond effectively

Safety program evaluation can be a daunting task for a general contractor and/or a subcontractor. It’s important to remember to look at four main areas – compliance, current, structure, and records. By evaluating these key components, you can ensure that your subcontractors are meeting your standards and keeping you safe from any potential harm.

What tips do you have for improving subcontractor evaluations?

Let me know in the comments below.

Does your current risk assessment process have independent elements that don't work together, SOP's don't reflect JHA's, mismatched with multiple versions?


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doug@HSEWorkflows


Doug is an Health and Safety Consultant, specializing in the development and implementation of digital H&S management systems, with an emphasis on building structured programs that eliminate busywork, optimize resources and reduce administrative costs for his clients.
Doug has written several courses and markets them through HSE Workflows.

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