articles
Covering all your bases - digitally
8 Sept 2023
As technology becomes more complex, so too does regulation. Adhering to regulatory obligations and changing standards can become difficult without a comprehensive management system.
Work management software (WMS) is a digital tool that can provide an effective and accountable platform for recording information and communicating with third parties, including clients and regulators.
Xugo is a personalised WMS that intuitively streamlines compliance activities to ensure organisations in heavily regulated industries can meet their obligations and respond to incidents effectively.
Moving to a digital platform can prevent avoidable mistakes and miscommunication when it comes to recordkeeping, case management and other compliance activities.
Unlike manual data collection and reporting, using a software like Xugo can make a big difference for an organisation without demanding staff to change the way they work.
A single source for all information
WMS provides a single authoritative source of information that can collate everything from records, emails, reports, inspections, cases, forms and more.
One place for all data gives staff and teams updates in real-time and the ability to trace problems back to their source. Having such a system with a cloud-based platform like Xugo allows organisations to store, find, access and share data across teams, departments and third parties.
There is no need to manually input or transfer data as everything is automatically collected and stored on the cloud rather than on paper. This prevents interruptions and delays due to avoidable mistakes or miscommunication caused by human error.
Completing tasks becomes easier and streamlined as all staff have access to an entire overview of all relevant information and communication records in the office, at home or in-field.
This also helps with good decision-making, which requires not only accurate and up-to-date information, but also holistic visibility and reporting to identify areas of improvement.
Given that data collection is automated, Xugo can offer uniform standards across an organisation and ensure everyone is on the same page without placing the burden on staff to manually update records.
Additionally, all information stored on Xugo is secured with industry-standard encryption and customisable access controls. This means staff and relevant third parties can access and share information from wherever, on any device, and know that it is secure.
With everyone on the same page and regularly updated records, everything is accounted for when the regulator comes knocking.
Regulatory compliance made easy
It’s important to have all relevant documents, reports, and records available and compiled together to handover to third parties and regulators to not only prove compliance but also avoid repercussions.
Demonstrating regulatory compliance is all about managing various small tasks across multiple teams and locations to ensure all operations are happening in line with standards.
With Xugo, compliance activities are optimised through digitisation.
All staff have access to records across teams and departments from any location, meaning they are never in the dark when it comes time to conduct an internal audit or incident report.
In turn, this encourages a preventative rather than a reactive approach to risk management as staff are made aware of any issues immediately and can trace problems back to their source.
There are serious consequences for not meeting regulatory requirements, including health and safety risks for both staff and the community, disruptions to essential services, costs to taxpayers, litigation, fines or loss of reputation.
This makes it all the more important to rely on a comprehensive system that is automated and up-to-date, which cannot be guaranteed with a manual management system.
Using WMS reduces the chance of regulatory breaches and their costs by making sure everyone is prepared and in-sync.
Clarity over tedium
One of the main benefits of using a digital system is that it prevents mistakes caused by human error or miscommunication through double-handling.
WMS such as Xugo provides secure and accurate recordkeeping through automated data entry and sharing. Different types of information can be stored and accessed through Xugo, including technical specifications, datasheets, assets, stores, locations, communication records, emails, and client information.
Staff are not required to manually input data, which in turn reduces the admin workload organisation-wide. That time can be better spent on other priorities instead of tedious data entry.
Not to mention, there is no need for the manual exchanging of forms, spreadsheets, and other data since that is all done through Xugo, meaning there is no chance for double-handling.
Additionally, automated data collection can also provide better insights into how to improve operations and streamline processes. With Xugo, you can generate customised and detailed reports down to granular levels and in various export options.
The Xugo dashboard offers an overview of all tasks, cases and actions to identify trends, analyse data and better understand clients, giving organisations a holistic view of all their operations.
Streamline and optimise digitally
Making the move to a digital system does not have to be complicated. With Xugo, there is a simple and intuitive work management solution.
Xugo offers a comprehensive system for data collection, report generation and regulatory compliance that cannot be matched with a manual paper management system. It is reliable, future-proof and worthwhile for all industries.
Xugo can assist with regulatory compliance and prevent avoidable mistakes not by reconfiguring a whole organisation, but by optimising the processes already in place.
how we have helped others
Streamlining legacy meter exchange replacements
Using Xugo's web and mobile platform, United Energy's office and field teams can easily track the installation of new smart meters and removal of legacy hardware while conducting condition and routine safety checks on existing connections.
