The easier it is to report an incident, the more likely workers are to do it. If you’re using Incident Management software, you may be thinking: how can I make this even simpler to use? One solution is QR codes.

What may seem like technical wizardy is actually a very straightforward technique for EHS professionals to leverage.

Here we’re explaining what QR codes are, what EHS can use them for, and how to do it.

What is a QR code?

Japanese company Denso Wave invented QR codes in 1994. Now, these small grids are used on everything from cinema tickets to billboards to restaurant tables.

In fact, in September 2020, a study found that 46.8% of people had noticed an uptick in the use of QR codes during the Covid-19 pandemic.

In essence, a QR code is a type of barcode. Smartphone cameras can read these codes to—typically—open a website. For example, advertisers commonly use QR codes for consumers to instantly launch a URL, avoiding the need to manually type an address into a browser.

The convenience of this translates to an increase in conversion rate, a.k.a. the chance that viewing the advert will lead to a sale.

In other words, EHS can use QR codes to increase the chance an employee will report an issue.

What can EHS use QR codes for?

QR codes can be used in a range of ways for EHS purposes.

Put simply, they are a quick way for employees to access any online resource that has a URL.

This could include:

  • Reporting an incident
  • Conducting an inspection
  • Accessing documentation

For example, several Pro-Sapien clients are already using QR codes onsite to increase incident reporting, including Vinci and Peterson.

This involves creating a QR code connected to the form URL and posting that QR code on noticeboards around sites. Then, workers can scan the code using any smart device to instantly open the incident report form.

A much faster process that makes “conversion” more likely!

How to use QR codes for incident reporting

Rolling out the use of QR codes for incident reporting is surprisingly simple and within your control.

Here are six simple steps to get set up.

  1. First, identify a QR code generator, like this one
  2. Get the URL of your incident report form
  3. Paste the URL into the generator
  4. Test your generated QR code with your smartphone’s camera
  5. Finally, save your QR code

Don’t forget, testing is an important step. Try it out – this one takes you to the Pro-Sapien homepage:

Scan this QR code to go to the Pro-Sapien homepage

Does yours take you to your incident form? If it works, save your QR code.

Now you are free to work with your design team to create an eye-catching poster, clearly displaying this QR code and inviting employees to report an incident.

It really is as easy as that!

Even easier for Pro-Sapien clients

Reporting an incident is even easier for Pro-Sapien clients thanks to Microsoft 365 single sign on (SSO) and domain-joined devices.

As Pro-Sapien’s EHS software is in your Microsoft 365, if the employee is already logged into any Microsoft app on their device, they won’t be asked to sign in again when they scan the incident reporting QR code.

That’s one less step to encourage timely incident reporting.

A small change that goes a long way

In summary, QR codes are a convenient solution for organizations to encourage incident reporting, making it easier for employees to access the online form.

With a little know-how, EHS professionals can create their own QR codes and start to use this clever technology without waiting for vendor assistance.

A marginal gain towards better EHS engagement!

If you’d like to learn more about Pro-Sapien’s EHS software on Microsoft 365, check out our eBook.

Why Pro-Sapien: Boosting EHS Engagement in Enterprises

Discover the easy-to-use, easy-to-access EHS Software on Microsoft 365

Why Pro-Sapien? Learn about the benefits for your organization →

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