Five Essential Steps to 100% Safety Compliance

Safety compliance is the biggest operational risk factor for many, if not all, social housing providers. Achieving 100% compliance for gas, electrical, fire, asbestos and legionella safety checks is a complex task.

This task will become even more demanding when the Building Safety Bill becomes law and takes accountability levels up several more notches. But 100% safety compliance is possible. Osborne has managed to achieve this for four straight years, even with the effects of Brexit and the pandemic to contend with.

There’s no simple answer to achieving 100% compliance but there are some straightforward steps upon which it can be built.

Robust Data 

Without accurate, real-time and reliable data you are guessing. The route to compliance has to start with a thorough data cleanse. Data gaps have to be filled and anything that is based on assumptions rather than auditable records has to be verified.

Changing systems and processes won’t achieve anything if it all relies on incomplete or inaccurate data.

Modern Systems

Data management systems that rely on Excel spreadsheets and Access databases have no place in today’s social housing property services. Modern cloud-based applications offer secure access from anywhere and the capacity to update safety ‘paperwork’ and central databases instantly from a mobile device as soon as checks are completed.

Manual paperwork inevitably leads to omissions, inaccuracies and avoidable risks.

Planning

With reliable data and modern systems you can plan with confidence. Systems should highlight when inspections are due well before certificates expire. You can then arrange access to properties and rationalise workflows to ensure every operative works efficiently.

Communications

Access isn’t always easy to arrange. This is why the process should start as early as possible and use the resident customers’ preferred communication channel. With modern communications systems you can send notifications by email, SMS or letter. SMS reminders in the days leading up to the visit help make sure somebody will be in.

We know that some residents are hard to engage. Starting the process early based on accurate planning data allows time for housing officers to become involved if needed to make sure work is completed before the certificate expires.

Culture

This is one of the less-well appreciated components of compliance. There has to be openness and a determination to face up to issues and deal with them. No one should be afraid of being the bearer of bad news if that is the first step towards putting something right.

You may be reading this and thinking ‘that’s all well and good, but I have several organisations delivering compliance services and they all have their own way of collecting data.’ The good news is that Osborne has a technical solution to overcome these situations.

When it comes to getting safety compliance under control, now is the time to act. Compliance expectations will get tougher and you’ll need to take urgent action to bring data, systems and communications up to standard.

To find out more take a look at our resource centre, browse our case studies or contact Alex McLean ([email protected]).