The dangers of not using work management software

22 November 2023

Businesses require a structured and up-to-date management system to ensure all tasks are being completed and goals are being met.

Effective management systems help keep track of detailed information and records, allow staff to prioritise and problem-solve collaboratively, and enable complete communication between personnel and other relevant parties.

But without help from work management software (WMS), tasks and obligations can be missed, leading to complications which can inhibit an organisation from improving.

Implementing an organisation-wide management system is not something that can be overlooked, as the consequences can affect all parts of the organisation.

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Getting left "in the dark"

Without a single authoritative source of all data, it is difficult to keep up with changing standards and collect information when it is required, leaving personnel “in the dark”.

WMS provides that complete information source, so without such a system in place to collate all tasks, reports, inspections, audits, records, staff details, timelines and regulations, businesses must keep on top of things themselves.

Manually storing information and keeping up to date with changing regulations can drain resources and take time away from completing other tasks. With WMS, it is all automated and convenient.

This is particularly important for compiling and transferring information for insurance or litigation purposes. Without a single database, handing over information and documents can become challenging if relevant data is filed incorrectly.

This can result in mismanagement of important obligations which can come with a range of consequences for businesses and customers, especially if outside authorities or dispute resolution bodies are involved.

Failure to meet regulatory requirements

There are harsh consequences for businesses and organisations if they fail to meet regulatory obligations.

Regulatory adherence can be complicated, with constant changing standards to meet safety and technological concerns. Even reporting and complying with regulators requires extra attention and caution to make sure everything is accounted for.

Without WMS, required reports or records of inspections, and other information which is relevant to proving compliance, are not readily available when the regulator requests them. Also, staff may not be aware of any changes to national standards when carrying out operations.

Failing to meet these requirements can mean a loss of reputation or significant fines, but it can also have health and safety implications for staff and customers.

People can be harmed or suffer loss if an organisation doesn’t take the time to ensure every regulation is being followed by their own personnel, suppliers and contractors.

For example, in the utility industry, vegetation management is one of the largest and most recurring expenses for electricity network service providers, with overhanging branches posing a constant danger to powerlines.

If these branches are not taken care of, they can cause power outages and bushfires, putting customers at risk. A WMS can help visualise and keep track of which vegetation has been trimmed back and which powerlines are in danger of faults.

On the other hand, in the food and beverage industry, businesses are obligated to ensure all products are safe for consumption and meet ever-changing standards.

Not following these standards can cause health issues for customers or safety issues for staff, which can result in fines, recalls, inspections or litigation. If contamination occurs or a product is made unsafely, it is important businesses have a system which can alert to incidents in real-time so staff can take preventative action.

Lack of consistency

Without the consistency that comes with using WMS, businesses can run into plenty of problems as data goes unrecorded and personnel double-handle information.

Non-standardised information recording means all data must be collected and recorded manually. As a result, human error can cause certain information or records to be overlooked.

Not to mention, when it comes to data transferring, information can be double-handled across departments rather than conveniently shared in a single database. This not only wastes time and resources, but can also lead to inconsistency between departments if teams are not on the same page.

Failing to keep track of when staff are available, on leave or away from the office can lead to confusion regarding critical information or tasks going uncompleted.

With staff working across locations – from the office, home or in-field – it is integral that there is a database which can be accessed from anywhere at any time, making it easier to keep track of personnel and operations.

Not facilitating collaboration

Using a management system can help greatly with collaboration, as it allows for staff to work together to problem solve and action tasks. Without WMS, staff have no single system to rely on when it comes to communicating with each other and sharing information.

Without an organisation-wide management system, there is less opportunity for collaborative problem solving, as there is no single place where they can access up-to-date information or analyse potential ways of improving processes.

As a result, departments and personnel are working alongside each other but not as a team.

WMS ensures everyone is on the same page, regardless of what department or location. Without one, decision-making and resource allocation can become time-consuming and costly.

A necessary tool for any organisation

Organisations benefit from structure and consistency, which is exactly what WMS provides. Given the disadvantages posed by not having a management system in place, WMS is necessary for any functional and growing business.

Xugo is a highly personalised and cloud-based WMS that offers organisations the necessary tools to ensure information collection and collaboration are easy and convenient.

Using Xugo can help to avoid these issues, making all the difference when it comes to optimising processes and boosting productivity. Xugo is a beneficial and worthwhile tool for any organisation that wishes to not only meet its goals, but to continually improve as well.

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