Top 10 reasons why you need a digital Permit to Work system (ePTW)

This article explores what a Permit to Work system is, explains how it operates, and gives strong reasons to adopt digital permits to work. Plus, we share important tips for selecting a solution that’s right for your organisation.

What is a Permit to Work system?

A Permit to Work system is a formal authorisation system used to control certain types of work that are potentially hazardous. It is a core element of safe work practices for many industries, including construction, manufacturing, utilities, and energy. The system is designed to ensure that all necessary safety checks are completed before a job begins and that everyone involved understands the scope of work, the risks involved, and the control measures in place.

What is the Permit to Work (PTW) process?

The PTW process is a multi-step protocol that begins with a job hazard analysis, followed by the issuance of a permit that outlines the terms and conditions under which the work can proceed. It typically involves the following steps:

• Identification of the work and its hazards
• Risk assessment and implementation of control measures
• Issuance of the permit by authorised personnel
• Work execution under specified conditions
• Ongoing monitoring and control in real time
• Closure of the permit upon job completion

PTWs are typically required for high-risk tasks and work activities such as hot works, excavation, lifting operations, working at height, working in confined spaces, blasting, or demolition.

Top 10 reasons why you need an ePTW system

An ePTW (electronic Permit to Work) system is a digital version of the PTW system. It typically includes a mobile application for applying, assessing, and approving processes, a desktop application to visualise dashboards, and cloud storage to keep records safe. Moving to a digital system encompasses multiple benefits.

1. Enhanced safety: digital permits ensure a standard approach to safety, reducing the risk of accidents and incidents.
2. Improved compliance: With an ePTW system, adherence to safety management systems and regulatory requirements is consistently upheld.
3. Reduced costs: The automation of data entry and reporting cuts operational expenses significantly.
4. Increased accountability: Digital signoffs and advanced authentication technologies can track who has responsibility for each step of the work.
5. Improved productivity: The Permit to Work software speeds up the submission and approval process. No more time wasted chasing paper forms and approvals before commencing work.
6. Environmental impact: ePTW systems reduce the need for paper, supporting sustainability efforts.
7. Simplified audits: Records can be kept in the cloud and easily retrieved, which means you can say goodbye to the thousands of manual forms.
8. Scalability: As your company grows, an ePTW system can easily grow with it.
9. Analytics: Build insights into trends, reasons for permit rejections, and correlations between near-misses and PTW applications.
10. AI-driven insights: leverage the data captured in the field with machine learning algorithms to predict potential issues and prevent accidents. Learn more >>

5 key points to keep in mind when selecting an ePTW system

1. User-friendliness: Make sure the system is intuitive and user-friendly for all employees. The mobile app should function in offline mode, accommodating for areas with weak or no connectivity in the field.
2. Customisation capabilities: Permits to work are complex processes that require, in many cases, tailored assessments, checks and approval workflows. Choose a system that can be customised to meet your specific operational needs.
3. Integration capabilities: The system should seamlessly integrate data, especially with human resources and asset systems, enabling automated controls on personal qualifications and machinery certifications.
4. Security & reliability: Ensure the system has strong cybersecurity measures in place and is reliable with minimal downtime.
5. Analytics capabilities & AI readiness: The ability to analyse data can significantly aid in identifying unsafe practices and potential issues. Furthermore, the rapid advancement in machine learning algorithms facilitates the development of models that can help detect issues and prevent accidents. Learn more >>

Kickstart your digitisation journey today

Adopting an electronic Permit to Work system represents a significant step forward in operational safety and efficiency. By embracing digital solutions, your organisation can not only meet but exceed safety standards. Remember, selecting the right ePTW system is pivotal to unlocking these benefits. Choose wisely and transform your permit-to-work process into a streamlined, fail-safe protocol that elevates safety standards and helps prevent accidents in your organisation.