Communication & Collaboration

From fragmented communication to secured collaboration

In every organization information is exchanged continuously. Between colleagues, between departments and between different levels of the organization. Think of incident reports, follow-up on actions, changes to procedures or the sharing of safety information.

Yet in practice this communication is often fragmented. Information is shared via email, loose documents, conversations or notes. This creates the risk that important information does not reach everyone, that actions are left undone or that afterwards it is no longer clear what exactly was agreed.

EXB Software supports organizations with a platform in which communication, registration and follow-up come together. Information is shared, recorded and followed up in a structured way, so that everyone has the same up-to-date knowledge.

The challenge: many handover points in the work

Work processes involve many moments where information is handed over. For example:

between colleagues
between different departments
between the shop floor and management
between shifts
between different locations

When these handovers are not well organized, problems often arise such as:

important information that does not reach everyone
uncertainty about responsibilities
actions that are not followed up
knowledge that is lost when employees are absent
later disputes about what was agreed

For the QHSE manager and the QA manager this means they often spend a lot of time gathering information and monitoring follow-up.

Communication structured through process flows

EXB Software supports communication through defined process flows. As a result, the exchange of information follows a logical and predetermined sequence.

When, for example, a report, observation or change is registered, the system ensures that:

the right people are informed
the right departments are involved
risks and controls are assessed
actions are assigned
follow-up is monitored

Because these steps are defined in the system, a process emerges in which communication is automatically routed to the right people and departments.

This prevents information from being left undone or important steps from being skipped.

Recorded, retrievable and reportable

All communication and follow-up is recorded within EXB Software. This creates a complete overview of:

reports and observations
actions and controls
decision-making and follow-up
progress of processes

Information therefore does not remain scattered across emails or personal notes, but is centrally available. This makes it easy to retrieve information and use it for reports, audits and analyses.

For organizations this means more transparency and better substantiation towards management, auditors and regulators.

Certainty that actions are followed up

Communication is only effective when actions are actually carried out. That is why EXB Software monitors the progress of tasks and controls.

The system flags when processes threaten to stall, for example when:

an action is not carried out on time
a response is not forthcoming
a task is left undone due to an employee’s absence

In this way it becomes visible where a process gets stuck and timely intervention is possible.

Communication independent of time and place

Many organizations work with multiple locations, shifts or mobile employees. As a result, it is not always possible to hand over information in person.

With EXB Software and the accompanying mobile app, employees can record, consult and follow up information via computer, tablet or smartphone. Including any photos or videos that visualize what it is about.

This makes communication independent of place and time. Colleagues do not have to be in the same location or meet in person to share information or follow up on actions.

For which organizations is this important

A structured communication environment is particularly important for organizations:

with multiple departments or locations
with shifts or changing teams
with complex processes or installations
where safety, quality and compliance are central
where many actions, reports and improvement measures are followed up

It is precisely in these organizations that a central system helps to organize the exchange of information in a clear and reliable way.

Result: better collaboration and more control

By combining communication, process flows and follow-up in one platform, EXB Software supports organizations in improving collaboration and information transfer.

This results in:

better communication between employees and departments
clear recording of agreements and actions
less loss of information and knowledge
better insight into progress and responsibilities
demonstrable communication for audits and supervision

For QHSE managers and QA managers this above all means more overview, better collaboration and less time spent gathering information.

Part of the EXB QHSE platform

The communication features of EXB Software are fully integrated with other parts of the platform, such as:

This creates one coherent system in which information, communication and follow-up reinforce each other.