Working from home, what’s the first program you open in the morning? For many people—up to 115 million—it’s Microsoft Teams. Although initially perceived as a challenge, remote working presents an unexpected opportunity for EHS professionals.

In March, inspections were cancelled, workers were furloughed, others were left picking up the slack, and dozens of policies required urgent attention.

To say the least, this was (and is) a headache for EHS professionals. However, it also highlighted the importance of health and safety and, simultaneously, technology.

At that same time, Microsoft Teams usage increased by 500%. If they didn’t see it already, organizations suddenly realized the immense value of Office 365 (now rebranded to Microsoft 365).

The opportunity for EHS pros? Well, if now is ‘the time’ to get buy-in for new EHS software, you can seal the deal by intertwining it with Teams.

In other words, why not use EHS software that’s part of the first program you open every day?

Here, we present three ways Pro-Sapien’s EHS software on Office 365 integrates with Teams. Read on to find out how they make your life easier.

1. Start a Teams chat from Pro-Sapien

One thing we frequently get asked is “how many clicks does it take to do XYZ?”

And quite rightly so. A straightforward system translates into better user adoption. So, importantly, never underestimate the power of the shortcut.

For example, you might see an incident is still in investigation stage, and you wonder why it’s not closed yet. Or you’re collaborating on an audit and want to quickly ask the other auditors a question. Or maybe you can offer some assistance with an action.

Unfortunately, remote working means it’s not as easy to nip down to Joni’s office or catch Allan in the hallway.

Enter: the ‘Start a Teams chat’ shortcut.

As Pro-Sapien is integrated with your Active Directory, it’s a matter of one click to start a Teams chat with colleagues.

In any Pro-Sapien library, hover over a person field such as Assigned To or Modified By to see whether the user is online. Then, simply click the chat icon, like this:

Voilà. Send instant messages or start a Teams call.

The fact Pro-Sapien is integrated into your Office 365 environment means it really is as easy as that.

2. See your EHS to-do list on Teams

As well as chat, Microsoft Teams has the concept of—creatively named—Teams.

A Team contains several channels, which each house tabs for specific topics, to keep conversations organized.

For example, each department may have their own Team, such as an HSEQ Team. In the HSEQ Team, there could be channels for Incident Management, Risk Assessment, Compliance, etc. In these channels, you’ll likely have tabs for Files, Meetings, and perhaps a Calendar.

It’s unlikely you’ll want everything in Teams, but some information is good to keep handy. So, with Pro-Sapien, you can make channels even more useful with an Actions tab.

Now you can see My Actions and, permission-granted, your teams’ actions too. All this right within Teams, where you’re already spending time every day.

Not only that, it’s easy for you to set up yourself. Simply add a new tab and select the Pro-Sapien Action Manager SharePoint library. Furthermore, you have the full functionality of Views in order to filter the Action items being shown.

Indeed, this is yet another benefit of Pro-Sapien being in your Office 365.

The outcome? Knowing what you need to do today, in even less clicks.

Now, checking your to-do list in the morning is as easy as checking your Teams messages. This saves time and helps your employees stay productive.

3. Add EHS reports to Teams channels

Following on, wouldn’t it be fantastic to access EHS reports with just as much ease?

Yes, you guessed it. With Pro-Sapien you can.

Our motto is capturing data is only half the story—it’s what you do with it that makes the difference. So, always, clients get configured EHS reports and dashboards as part of our Business Intelligence core module. Often, we achieve this using Office 365’s Power BI.

These reports can be accessed in Power BI itself, embedded in SharePoint, and now, added into Teams.

Using the same process as for the last point, it’s quick and easy to add a Power BI report as a tab within a Teams channel.

Subsequently, EHS reports are readily shared between colleagues, without anyone having to leave Teams. The report in Teams is a live link to the Power BI version, with the full slice-and-dice abilities built in.

Furthermore, simply click ‘Meet’ in the top right corner to discuss a report with teammates.

Collaboration has never been so straightforward. 

Making the most of your investment in Office 365

Unsurprisingly, disconnected IT systems prove time and time again to be one of the biggest barriers to EHS improvement.

If the pandemic has taught businesses anything, it’s that robust IT is not to be skimped on. That includes the EHS department.

Luckily, organizations invested in Office 365 don’t have to suffer. As we’ve seen, Pro-Sapien’s enterprise EHS software integrates with SharePoint, Power BI, and Teams.

This means that enterprises benefitting from our services will enjoy single sign-on from SharePoint, the advantages of using Power BI for EHS analytics to draw from and report on several sources of data, and the interconnectedness for sharing of Teams.

The timing for technological advancement and change will never be better, and the need for it has never been greater.

So, while seizing the opportunity to upgrade your EHS software during Covid-19 (here’s how), add even more value by aligning it with the programs you’ve relied on day in, day out this year.

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  • Hannah Stewart is the Communications Manager at Pro-Sapien, providers of EHS software on Office 365. Since 2015, Hannah’s responsibilities at Pro-Sapien have included collaborating with clients to measure their successes with Pro-Sapien products and to share their achievements with the EHS community. In addition to this, Hannah works closely with industry analysts to understand trends and match Pro-Sapien solutions to emerging EHS challenges. With a keen interest in marketing and languages, in 2015 Hannah received her bachelor’s degree in Media & Communications with First Class Honors from Glasgow Caledonian University.

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