Companies have various departments that oversee different components of the company’s tasks. In industries requiring safety data sheets (SDS) due to chemical use and exposure, all staff members must know how to read, access, and use SDSs. Many companies purchase and utilize SDS software, like CloudSDS, for their SDS management needs. For companies that use this kind of software, non-technical staff must be able to navigate the software and access necessary information promptly. Sometimes, non-technical staff get overlooked when considering implementing technological interfaces, making it even more important to make sure they are kept up to date on how to use software like an SDS management software.  

 

Picking the Right SDS Software for Your Company  

When considering purchasing an SDS software, it is important to keep several things in mind. The goal of an SDS software is to make access to SDSs, tracking inventory, and ensuring safety easier. Therefore, when evaluating the several SDS management software options that are available, checking for the features that make the most sense for your company’s needs can make navigating the SDS software your company ends up choosing easier for staff members who are not involved in the technical side of things. Here are some features to look out for:  

 

1. User-Friendly Interface:

Having an intuitive interface will make it easier for people to learn how to use the software, which will keep them motivated to continue learning how to use it. Some things that make an interface easy to use include keeping navigation straightforward and having specified buttons.  

 

2. Smart Search Availability:

Smart search allows people to find SDSs in various ways depending on the information they have available to them. Smart search allows users to input product names, synonyms, and other known drug names into the search function to find the SDS of the specific chemical they are looking for. Having smart search in a software makes using it easier for users, increasing the likelihood of employees, including non-technical staff, using the software. 

 

3. Incorporation of Visual Aids:

The use of colorful visual aids in an SDS management software makes navigating the software easier and more efficient for the user. This includes having icons, hazards, and diagrams in color to make them stand out, making the information easier to comprehend for those who might not have any experience or prior knowledge of these chemicals, such as non-technical staff.  

 

Individualized Dashboards for Each Department:

Even though nearly everybody in an industrial, research, or educational setting needs access to SDSs and must understand the chemicals they are handling and storing, different roles have different needs when it comes to SDS management. For example, someone who is warehouse staff will need full SDS access, inventory access, and tracking of what chemicals are currently being used on the floor. Compare this to a lab tech, who is being tasked to run a specific experiment.

 This lab tech only needs access to the SDSs of the chemicals needed for this experiment to ensure it runs smoothly and that the proper disposal practices will be used. Let’s say that this lab tech struggled to find the correct SDSs they needed because they had to go through unneeded search results and pages, resulting in them performing their experiment later than planned. Depending on what a non-technical staff member would need at each company, having access to only that information would reduce any potential confusion or mistakes from happening. Therefore, having specific dashboards for different job roles makes obtaining the necessary information uncomplicated.  

 

Mobile and Tablet Accessibility:

For workers who need to be on their feet while going through the workplace, having access to the SDS management software on a phone or tablet can make using the software a more efficient way to do their work. There are times when a certain chemical needs to be logged or tracked, an SDS needs to be accessed quickly, or inventory needs to be checked, but the computer that has access to the SDS software is far from where it is needed. If non-technical staff members know there are multiple ways for them to enter and use the software, it might make them feel more compelled to use it.  

 

Considering All Staff When Evaluating an SDS Software:

Trialing an SDS management software for your company might seem like something only technical staff members need to be involved in, but this could perpetuate any hangups non-technical staff members have with such platforms. Although it is crucial to incorporate technical staff during a trial period, it is just as important to see how well non-technical staff members can operate the SDS software. By seeing if the software is suitable for them, non-technical staff will be able to share if they have any issues with the software or things they like about the software that might determine how likely it is they are to utilize the software when they need to. Things you can do to trial the SDS software with non-technical employees are to demo it to them and ask them to complete a task using the software, such as finding an SDS of a chemical, and see what feedback they have. It is important to factor in the experience of all staff members when considering the purchase of an SDS software, not just technical employees.  

 

Providing Training and Continuous Support 

The purchase and implementation of an SDS software is new for all members of a company, laboratory, or educational setting, but it might be harder for some staff members to get used to it than others. Holding training sessions for staff members will be imperative in ensuring everyone is getting the best use of the software, and it is important to note how training sessions might differ based on the role the employees have. For example, a lead organic chemist will not need the same type of training as an administrator would. Getting feedback on how these training sessions went for employees can also help companies decide if they need to amend their training sessions to address these needs.  

 

Recognizing that some job roles might find it overwhelming to have access to numerous things they do not need to know, or use, is needed to gameplan how to continue supporting employees.  It is simply not enough to rely on initial training sessions when assessing if non-technical staff members are comfortable and confident with the SDS software. New problems might arise or suggestions might come up along the way when software updates happen. However, if employees do not feel supported or heard when dealing with the software, they are less likely to share their thoughts, leading them to decrease their use of it or just avoid it altogether. This is why reminding employees that the company is there to support them and help them get the best use of the SDS management software is key. Moreover, sharing any new updates, features, and information added to the software when they are implemented can help non-technical staff feel more included in the conversation regarding the SDS software. 

 

Conclusion:

SDS management software is extremely useful to companies, laboratories, and educational settings, but only when all staff members can get the most out of it. Even though people would primarily consider technical employees and their opinions when contemplating whether an SDS software is useful for a company, it is important to consider non-technical staff before deciding to purchase it. Unless all employees can navigate the SDS software and obtain the information they need easily, the SDS software is not user-friendly for all end users of the company, making it less likely that non-technical employees use the software. This can result in not effectively using the SDS software, loss of money if users are not using the software, and even safety risks and hazards.