A complex manufacturing plant

How Permit To Work Systems Can Improve Efficiency

Blog, PTW efficiency post, Uncategorized

Efficiency and Safety - two sides of the same coin

Although we're going to discuss the impact which a Digital Permit to Work system can have on efficiency, it's difficult to separate safety from efficiency - here are some of the touchpoints !

  • Safety is a Prerequisite for Efficiency: A safe working environment is essential for efficient operations. Accidents and injuries disrupt workflows, reduce productivity, and increase costs. By prioritising safety, organisations can minimise these disruptions and maintain a consistent level of output.
  • Efficiency Can Enhance Safety: Efficient processes often lead to safer working conditions. For example, well-organised workspaces and clear procedures reduce the risk of accidents. Additionally, efficient use of resources can minimise the need for hazardous materials or equipment.
  • Safety and Efficiency are Mutually Reinforcing: Improvements in safety often lead to improvements in efficiency, and vice versa. For instance, investing in safety equipment or training can reduce accidents, which in turn improves productivity. Similarly, efficient processes can create a safer working environment by minimising hazards and reducing the likelihood of errors.

What Do We Mean By Efficiency?

For the purpose of this article we're going to define process efficiency as how well a process achieves its intended goals while using the least amount of resources. It's a measure of productivity that focuses on minimising waste, eliminating unnecessary steps, and optimising the use of time, money, and effort.

In simpler terms, a process is efficient if it produces the desired outcome with minimal input. For example, a manufacturing process that creates the most products with the least amount of raw materials and energy is considered efficient.

Key elements of process efficiency:

  • Minimal waste: Reducing unnecessary steps, materials, or time.
  • Optimised resources: Using resources effectively and efficiently.
  • Maximum output: Producing the desired results in the shortest possible time.
  • Value-added activities: Focusing on tasks that directly contribute to the final product or service.

We'll hopefully see that a digital permit to work system can significantly enhance efficiency in each of these areas.

Let's look at the key areas where a Digitals Permit to Work system can improve efficiency:

Centralised Data

In a digital permit system, permit data is stored centrally, this has the following benefits:

1. Real-time Information Access:

  • Instantaneous Updates: Centralised databases provide real-time updates on permit status, ensuring that all stakeholders have access to the most current information.
  • Reduced Delays: This eliminates the need for manual updates and reduces the time it takes to make decisions.

2. Improved Communication:

  • Centralised Platform: A centralised system acts as a communication hub, facilitating better coordination between different departments and personnel.
  • Reduced Miscommunication: By providing a single source of truth, the risk of miscommunication and errors is minimised. For example, using a digital permit board means that all interested parties can see exactly what is happening across the site, reducing the potential for misunderstanding. A digital permit board will generally show all active permits across the site, often overlaid on a schematic layout diagram so that it is easy to see where tasks are planned or active.

3. Enhanced Compliance:

  • Automated Tracking: Centralised data systems can automatically track permit expiration dates and compliance requirements, ensuring adherence to regulations.
  • Reduced Risk of Violations: This helps organisations avoid costly fines and penalties.

4. Streamlined Workflows:

  • Automated Approvals: Centralised systems can automate certain approval processes, reducing the time it takes to obtain permits.
  • Optimised Processes: By identifying bottlenecks and areas for improvement, organisations can streamline their overall PTW processes.

5. Data-Driven Decision Making:

  • Analytics and Insights: Centralised data can be analysed to identify trends, patterns, and areas for improvement.
  • Informed Decisions: This data-driven approach allows organisations to make more informed decisions about their PTW processes.

6. Reduced Paperwork:

  • Digital Records: Centralised systems can eliminate the need for paper-based records, reducing storage costs and improving accessibility. This has the added benefit of helping to meet ESG targets.
  • Faster Retrieval: Digital records can be easily searched and retrieved, saving time and effort.

Detailed Work Procedures

A Digital Permit to Work system allows procedures to be included in the permit forms - it's also often possible to attach additional assets in the form of manuals, processes  etc. Clearly defined work procedures ensure that all necessary steps are taken and potential risks are minimised.

Comprehensive Risk Assesments

Conducting thorough risk assessments helps identify potential hazards and develop appropriate mitigation measures. Because risk assessments are linked to permits and easily accessible across the business all personnel involved in the permit have complete visibility of hazards, risks and mitigations.

Resource Allocation

The use of subcontractors can introduce many challenges on a busy worksite. It is important to be able to verify the details of all personnel involved in a task. A digital permit to work system offers the opportunity to:

Verify the identity of all personnel involved in a job

Ensure that they have appropriate in-date qualifications and insurances to perform the task

Rate the performance of contractors to assist in reviews

 

Streamlined Data Entry

Using a digital form data such as names, areas and other permit information can be easily selected from pre-populated lists, reducing the potential for error and confusion - for example if users are expected to manually enter codes or names this is both time consuming and likely to cause errors.

Reduced Friction

The term 'Friction' here means any obstacles or bottlenecks which prevent a task being achieved. It's easy to see how paper-based permit forms which have to be manually completed and transported between multiple locations could introduce a lot of friction. Centralised data and automated workflows reduce bottlenecks at every stage and the ability to view real time updates to job status allows obstacles to be identified and negotiated well in advance.

What Are We Comparing?

For the purpose of this article we're describing the difference between a digital permit to work system and a paper based one. If no system of any kind is in place the efficiency gains will be significantly higher.

A digital permit-to-work (PTW) system is a computerised platform that manages and controls hazardous work activities. It replaces traditional paper-based systems with digital workflows, streamlining the process of obtaining, issuing, and managing permits.

A paper-based permit-to-work (PTW) system is a traditional method of managing hazardous work activities using physical documents. It involves creating and issuing permits on paper, tracking their progress, and maintaining records manually.

 

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