A Practical Guide to Using Mobile Apps for Workplace Safety

Mobile apps can be powerful tools for improving workplace safety. They offer instant communication, on-demand access to safety protocols, and real-time worksite analysis.

However, apps must supplement your safety program, not replace it. They are a tool, not a strategy. To integrate them effectively, follow these clear guidelines.

What You Should Do

1. Vet Every App.
   Do not assume an app is accurate just because it is in an app store. Before you deploy any app, test it thoroughly against your current, reliable methods. Get feedback from your team in the field to ensure it meets their needs and works as advertised.
2. Plan for Real-World Conditions.
   Apps depend on a reliable internet signal and battery power. Remote job sites may have weak connectivity, and heavy app use drains batteries. Equip your team with portable chargers and establish clear backup procedures for when technology fails.
3. Consider a Custom Solution.
   If off-the-shelf apps do not fit your specific operational needs, building your own can be a cost-effective solution. A custom app allows you to integrate your exact safety protocols, coaching checklists, and work-approval processes directly into your team’s workflow.
4. Manage Distractions.
   Mobile devices are a primary source of workplace distraction, which creates new risks. Your mobile use policy must be clear about when and how employees should use devices for work. Control app notifications to ensure they are essential safety alerts, not constant interruptions.

What You Should Not Do

1. Don’t Skip the Training.
   Not every employee is comfortable with new technology. Provide thorough, hands-on training for any app you require them to use. Every team member must be able to operate it correctly and understand its specific role in your safety program.
2. Don’t Deploy Devices Without a Policy.
   A written mobile device policy is non-negotiable. This policy protects your company’s data and sets clear rules of use for your employees. It must cover security requirements, acceptable use, and procedures for lost or stolen devices.
3. Don’t Neglect Employee Privacy.
   If an app uses features like GPS tracking, you must be transparent with your employees. Have a clear and justifiable business reason for any data you collect and communicate it openly. When it comes to privacy, full disclosure is your best policy.
4. Don’t Mistake an App for an Expert.
   Apps are best used as screening tools, not precision instruments. A smartphone sound meter app can flag a potentially loud environment, but only a calibrated, professional-grade meter can provide an accurate reading for compliance. Use apps to identify potential hazards, then use your professional safety equipment and expertise to measure and manage them.

Looking for a great app to help with the safety of your operation? The Institute recommends Automate Safety from Emerge Apps.

Agents who want to help employers navigate mobile technology as a safety tool — including the privacy and compliance risks — will find tools and training at WorkCompProfessionals.com. Employers who want to deploy safety apps that supplement their program without creating new risks can find practical guidance at ConquerCompCosts.com.