In order not to sink into chaos, I had an idea. This became the following plan:
Part 1: The folders for all customers are the same!
For each customer, the files are organized in only 8 main folders.
The structure is the same for all companies!
The folder structure is largely the same for each company, even at the 2nd level.
The standard checklists and documents are also supplemented by company-related folders and files.
Example of a catering business:
Risk assessments for kitchen, dispensing systems and service.
Even in the 3rd outline level, many folders are the same!
Numerous folders are also the same for every company in the 3rd level of the structure.
Individual folders reflect the company and activity-specific issues, here in the MUSTER company these are catering-related topics.
Part 2: The highlight is the color system!
The external occupational safety specialist uses the color system to evaluate the individual folders and the files embedded in them.
This describes the status of the documents.
The status is taken into account:
a) Has the customer received current blank forms and information?
b) Has the customer completed the forms and returned them to the occupational safety specialist?
c) In the case of forms forms: Has the customer received the result pdf?
d) Were the results evaluated and were the evaluations (e.g. in the form of an e-mail) sent to the customer and the e-mail pdf with date filed in the "Tasks + Mails" folder?
e) Does this ensure that the documents are complete, correct and up-to-date?
Part 3: Synchronizing the files of the company and the occupational safety specialist ensures reliable occupational safety!
I was able to synchronize with the first customers within the first two weeks of starting the project.
It turns out that an on-site meeting with the customer is the most efficient and successful method.
Such an interview takes about 90 to 120 minutes.
The first customer reactions were (to my astonishment) very positive!!!
There is obviously a great need for a compact and targeted approach.
Customers expect a transparent process, clear coordination of deadlines, efficient tools and a full set of the necessary documents.
In this sensible way, we achieve the necessary goal with relatively little effort:
LEGAL CERTAINTY AND AUDIT SECURITY