Who are they?
Spectrum Cleaning Solutions is a well-established business priding itself on delivering excellent customer service, supplying cleaning and hygiene supplies to businesses all over the UK. Spectrum aren’t just box shifters, they offer service beyond distribution, with a team of professionals on hand to provide hygiene management advice and assistance with COSHH compliance, helping their clients maximise productivity and effectiveness in all matters relating to cleaning and hygiene.
“We certainly don’t miss all the checklists and diarising, we had to work very hard to keep on top of it, now CRAMS keeps on top of us!”Kelsey Moss, General Manager
Spectrum’s health and safety system was already compliant
It’s important to recognise that Spectrum already had a compliant system.
However, they recognised that the responsibility to ensure everything was continually current was an overwhelming administration burden for their Competent Person Mark Mullin, who is currently responsible for Health and Safety which includes H&S audits, arranging staff inductions, training and refreshers, maintaining a library of information on over 500 COSHH products, vehicle fleet checks and completing and documenting task-specific risk assessments and method statements amongst other things.
CRAMS took the brunt of the workload for Spectrum
Spectrum, like many other similar businesses, felt they were spending too much time and money on a system that was failing to give them the total peace of mind that they wanted. Mark had implemented their current system when he started with the company in 2011, inspired by a method he had used in a previous role. Mark said that by using a familiar system made the task less complex, however, not less time-consuming and CRAMS has now addressed this issue.
“We actually had a problem at one point with a particular policy which was not being adhered to by some staff at one point, so we set it to renew every 3 months, after a couple of reviews at this interval we found that the message had been taken on board, so we could drop the review period back down to 6 months. It has been a great tool to get messages to staff and ensure they’re adequately reminded what is expected of them to keep everyone safe.”Mark Mullin, Distribution Manager
Courses for everyone
Spectrum states that one of the major benefits to Spectrum has been the access to unlimited eLearning. Spectrum has only needed to add one additional course to the system, the rest of their requirements were met by the training included with CRAMS.
Spectrum report that staff were previously trained on courses which ensured minimum compliance, due to budget restrictions, however, since the implementation of CRAMS, all staff now have annual exposure to the full training library of all 52 courses. The ones Spectrum have found most useful are COSHH, DSE, Manual Handling, PPE, Working at Heights and Slips, Trips and Falls.
Mark says he now feels in control as CRAMS tracks the status of all courses. He doesn’t need to check the system every day as it emails him, relevant staff members and line managers with updates to let everyone know when training is due or overdue.
Policies that are adhered to
Spectrum now host all company policies on CRAMS and have found it to be one of their favourite features, due to the time and money this has saved them. Before, a change like GDPR or new laws or guidance would mean re-writing a document before printing and sending two copies to each staff member, one to sign, return and file, the other for staff to keep for reference. Policy changes now simply mean a quick edit on CRAMS before all staff are notified to login to read and acknowledge any changes. Spectrum are happier too as they feel that this new system is positively contributing to their objectives stated within their Environmental Policy, to use less paper.
What CRAMS did for Spectrum
Spectrum has said, embedding CRAMS within our operation has further nurtured a positive Health and Safety culture within the business, making H&S simpler to manage and easier for staff to understand. All staff appear happier whilst fulfilling their obligations.
Costly annual H&S visits from an external provider are no longer required as CRAMS software facilitates Spectrum’s Competent Person, (who now has more time to be proactive), through the process of conducting thorough audits, updating processes, policies and documentation. This has made a significant cost saving.
Managers say CRAMS, has provided them with more control and a better overall view of Health and Safety compliance.
Spectrum infer that since CRAMS was implemented the staff are paying more notice to the policies and documents on CRAMS, whereas before they suspected they were sometimes handing out paper copies which would never be thoroughly read or adhered to. Having CRAMS in place encourages staff to be more engaged with the content and encourages feedback.
Spectrum feel reassured with CRAMS in place, they are not constantly worrying about missed calendar reminders or paperwork not being filed correctly, it keeps everything together and highlights issues that previously would have only been picked up in audits.
As part of the CRAMS Case Study, Spectrum managers were asked the following questions after 3 months of CRAMS usage:
- Has the introduction of CRAMS helped you to create / foster a Health & Safety culture at your property?
- Has CRAMS improved your and/or your team’s productivity with regards to managing Health & Safety?
- Does CRAMS, with its documentation, review process and available training, make your operation safe?
- Does the use of CRAMS help you to ensure your operation is compliant with Health & Safety regulations and Spectrum’s policies / mandates?
Being able to provide every delivery driver with all the Safety Data Sheets (SDS) relevant to the chemicals they were delivering that day was not sustainable, however, now Spectrum know that when the drivers leave the depot, they have a full library of SDS on their smartphones in their pockets, making sure they’re safe and aware of any risks or issues with the chemicals in transit. What’s even better is that CRAMS checks in with the product manufacturers, so if the SDS is updated, all the staff who are associated with that chemical are sent an email to let them know, and the new information is put onto the Spectrum CRAMS site for them.
Prior to CRAMS, Spectrum used to have ‘update week’ where once a year, a member of staff would contact all manufacturers to check for updates, now they don’t even have to think about it!
“CRAMS has made Spectrum self-sufficient with Health and Safety management. Prior to CRAMS, we were often paying out for consultancy advice, however, since we implemented CRAMS, we very rarely require help as everything is so simple to edit or add to. We are now confident to manage our own compliance, which is something I never thought we would achieve”Jo Thompson, Managing Director
CRAMS reporting function empowers staff to report events as they happen, all the relevant people are then notified and moved to action on any report. accidents are grouped together and visible to Competent People to spot trends and support you in accident and hazard prevention.
We asked Spectrum what they would miss most if they lost access to CRAMS…
We think they nearly described all of CRAMS key functions between them!
- The full system – we would be lost without it.
- The training and refreshers.
- Having email notifications rather than having to look to see what is due.
- Having the tools to create quick and easy risk assessments.
- The online COSHH Product library of SDS and information.
- The accident reporting system.
- Policy Management.
- Having all documents in one place.
- Having a paperless system.
- Being able to audit everything.
“One of the main parts of our service includes distribution of many cleaning chemicals. We have always maintained a library of Safety Data Sheets, however, they were previously stored in the managers’ office in a folder, now, with CRAMS, our drivers can access the COSHH library from anywhere in the UK for emergency information or to better advise our clients onsite.”Mark Mullin, Distribution Manager
The Spectrum team know that if it’s Health and Safety, it’s on CRAMS. They’re self-sufficient, they operate on-site confidently, knowing they can check onto CRAMS if they’re being asked to handle or move something they shouldn’t. Some of their supervisors have the authority to create risk assessments, so if they come to a delivery and there are unanticipated hazards or steps, they log into CRAMS and create a new assessment. This enables them to justify their actions to the client, their management, and themselves – to ensure their own safety.
Spectrum informed of slightly more accidents and incidents reported since CRAMS was implemented, prompting a staff survey. This highlighted that staff previously forgot to report back, due to most incidents happening away from the depot. This spike in reports has assisted Spectrum in implementing new policies, training and procedures which has shown the incident rate now start to creep back down – keep up the great work Spectrum!
Efficiency and greater consistency
Inducting new staff members used to mean a mountain of paperwork and a lot of time spent scanning the network drives to try and find everything needed for that specific role – now Spectrums Managers simply add new staff members to CRAMS, assign them to their occupation and CRAMS then sends all the Health and Safety documents, policies and information pertinent to their role.
“We often send new staff members their CRAMS login before they start, as it gives them time to read the documents before starting their job. This allows them to ask questions or raise issues on their first day and it demonstrates to them how we as a company look after their health, safety and wellbeing.”Kelsey Moss, General Manager