How We Work

This page provides an overview of how we think, our implementation process, and how we build long-lasting relationships with our customers. It will help you determine if we're a good fit for you.

"Partnering with a technology provider that understands our commitment to raising the bar for health and safety in the workplace was key to the success of this project, and we are pleased to have found that in Pro-Sapien."
Steve Mitchell, Group Operations & HSSEQ Director, ASCO


Our culture

Pro-Sapien people believe we're playing an active part in something special: helping our clients keep workers safe and the environment cared for.

Our culture extends beyond how we treat our colleagues. No matter who you are, you can always expect integrity, openness, a collaborative spirit, flexibility, empathy and respect from our team members.

For our clients, it's our aim to make EHS as easy as email. Through great software on Microsoft 365, we want to make EHS second-nature to everyone across your enterprise.

Moreover, achieving this vision requires seeing the bigger picture. We're not driven merely by numbers and we won't say "yes" just to get the sale. Instead, we always seek out win-win scenarios that help each other improve, which is reflected in how we work and woven throughout the fabric of our processes.

To learn more about who we are, explore our Culture & Values.


Are we a good fit?

With our clients, we build strong relationships that span years. This starts with us working together to configure a solution that works your way, and it leads to an ongoing partnership to support your ongoing success.

The companies we work with are diverse, but they share a set of common characteristics. We'll ask the following to determine if we're a good fit:

  • Are you invested in Microsoft 365?
  • Do you have hundreds, if not thousands, of staff at multiple locations?
  • Do you operate in medium/high-risk, or highly regulated industries?

If you answer 'yes' to all of the above, we're a match!

Importantly, we seek clients looking to collaborate on a solution that works. It's our vision that every client becomes a Pro-Sapien ambassador, which requires a level of trust we work hard to achieve.

Read more about who we work with and discover their stories in our Clients section.


Our process

From the outset, we invest time to understand your business processes. Typically, the journey from engaging with us to going live with the software follows five steps:

  1. Preliminary Analysis
  2. Specification Workshops
  3. Configuration
  4. Training & UAT
  5. Go Live

Our tried-and-tested approach involves detail and collaboration, as we firmly believe 'a stitch in time saves nine'.

Therefore, following Preliminary Analysis demos and discussions, a key part of the implementation process is our Specification Workshop. From this, we agree a detailed specification which becomes the success criteria for the project. The project team then works with a group of our developers to deliver the software, with regular presentations to you throughout the Configuration stage.

Next, we 'train the trainer' over Microsoft Teams and provide helpful training materials for you to use internally. Simultaneously, User Acceptance Testing (UAT) allows a handful of your end-users to find hidden issues for us to fix, before our support team steps in to guide you through a successful Go Live.

Preliminary Analysis
Go Live


Specification Workshops

Together, we go through the desired Pro-Sapien modules to pinpoint what needs changed. If we don't have something out-of-the-box, it's likely we can deliver it with configuration thanks to the repeatable way we develop our technology.

This involves us considering the required forms, workflows, dashboards and reports in detail, noting which adjustments are required. For example, conducting a gap analysis comparing our form to yours. To facilitate this, we'll ask to see your forms and any other helpful documentation beforehand.

Unlike some EHS software solutions, Pro-Sapien is not 'plug and play'. Accordingly, the Specification Workshops are immensely valuable. By investing the effort now, together we de-risk the project and ensure a prosperous EHS software system – one you can trust will stand the test of time.

The workshops were a fantastic forum to define our vision. I've been involved in several software rollouts in my career and I fully believe our user engagement would not be so high had it not been for the specification workshops.

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An intuitive system in the familiar Microsoft 365 makes the training of staff more straightforward than standalone apps. With this in mind, our approach to training is Train-the-Trainer.

Importantly, we conduct training on your specific deployment of Pro-Sapien - configurations and all. This makes our training program highly relevant and helps to ensure specific understanding of the system.

Train-the-Trainer involves Pro-Sapien consultants working with a set of your internal trainers, who can then run user training in-house.

We'll help you become as self-sufficient as possible by providing useful training materials. In addition, further services are available such as tailored training webinars, pre-recorded videos, and PowerPoint presentations with screenshots.

"The Pro-Sapien support team are incredibly knowledgeable and helpful which means we not only have a functioning system, but a valuable partner to ensure our continued success."  
– Bill Caldwell, Senior Safety Specialist, Tronox


Support for success

Having the appropriate level of support is key for all organizations we work with. Therefore, our support model focuses on ensuring minimum disruption to you, regardless of the cause of the issue.

Software support is handled by our in-house team of Pro-Sapien experts. Clients have direct access to our support team through email, phone or online, using our support portal to track tickets along the way.

As well as support, your Pro-Sapien Annual License includes system maintenance to deploy the latest patches and updates. Furthermore, our built-in bank of development time provides space for minor functionality changes you request throughout the year.

Learn more on our Support page.


A healthy partnership

It's our vision that every client has an amazing experience they want to shout about. Just ask our customers—at Pro-Sapien, we bring our core values to everything we do.

Subsequently, the way we work helps us foster ongoing partnerships which are healthy, dependable, and worthwhile for all involved. We recognize the invaluable job Environmental, Health and Safety professionals do on a daily basis with unique pressures and meaningful goals.

Overall, our thorough ways of working enable us to help you achieve those goals faster, through great EHS software and a sincere service you can trust.

If you think we're a good fit, we'd love to hear from you! Get in touch today using our contact form.

Got questions? We'd love to hear from you

Get in touch today to discuss how we can meet your needs

Further Resources

9 Tips for Implementing Safety Management Software

Find out how you can successfully implement Safety Management Software at your organization.


How to Train-the-Trainer On New EHS Software

Find out the benefits of ‘train-the-trainer’ training and how you can do it on new EHS software.

Why Pro-Sapien: Boosting EHS Engagement in Enterprises

Discover why Pro-Sapien is the logical choice for Microsoft 365 enterprises to increase visibility, boost engagement, and reduce risk.