5 Common Pitfalls in Building Safety Compliance and How to Avoid Them

A compliance management system makes this much easier because it can centralise, automate, and streamline an organisation’s processes, files, and documentation to help them adhere to government and professional standards and regulations. Meridian, our risk management software, automates routine tasks, reducing the risk of human errors and saving time and effort.

With Meridian, you can store all your health and safety documents in one secure location, giving you a single source of truth. This will help businesses manage policy and procedure documentation, electronically, reducing the need for physical storage space and making it easier to retrieve information when needed.

2. Keeping Up with Legislation

The regulatory landscape for building safety is constantly evolving which makes it difficult for organisations to stay compliant. Health and safety incidents in buildings can lead to serious legal action for businesses.

Prosecutions and civil claims lawsuits are not only costly for businesses, but they also destroy brand reputation. That’s why it is crucial to stay up to date with the latest changes to legislation and make sure your buildings are compliant.

Why it’s a challenge:

• Frequent updates: Legislation and guidance are regularly revised.
• Complexity: New regulations often interact with existing ones in intricate ways.
• Resource intensive: Staying informed requires dedicated time and expertise.

How to overcome it:

• Designate a compliance officer or team responsible for monitoring legislative changes.
• Subscribe to industry newsletters and government updates.
• Utilise risk management software that provides real-time updates on regulatory changes and their implications.

Compliance management systems ensure that businesses stay on the right side of the law, remain compliant, and avoid legal pitfalls. It helps you ensure that you comply with regulatory and legal requirements and meet industry standards.

Why it’s a challenge:

• Difficulty in vetting: Assessing competence and reliability can be complex and time-consuming.
• Cost pressures: Cheaper options may seem attractive but can lead to long-term problems.
• Lack of specialisation: Some contractors may not have specific expertise in building safety requirements.

How to overcome it:

• Develop a rigorous vetting process for suppliers and contractors.
• Check for relevant certifications and insurance coverage.
• Maintain a database of approved suppliers with track records of compliance.
• Use software to track contractor performance and compliance over time.

Since Meridian is integrated with Prosure360, our supply chain management software, it also gives you control of your supply chain. For organisations with intricate supply chains, supplier management software offers unparalleled visibility.

With Prosure360, you can set bespoke questions with our pre-qualified assessment, giving you the insight needed to make an informed choice about the suppliers and contractors you work with.

Prosure360 uses real time data to give you total visibility of your suppliers’ insurances, professional memberships, and financial status. Our unique and highly configurable software allows you to easily monitor and report on supplier performance, ensuring compliance and enabling informed decision-making.

When it comes to choosing suppliers, ask yourself:  Do they have the right qualifications? Are they experienced? What is their financial status?

By asking these questions, you can reduce the risk of non-compliance and ensure safety while suppliers and contractors are working within your buildings.

4. Lack of Visibility into Compliance Activities

Without clear oversight of compliance activities, organisations risk missing critical safety checks or failing to address issues promptly.

Why it’s a challenge:

• Decentralised operations: Large organisations may have multiple sites or departments handling compliance.
• Communication gaps: Information may not flow effectively between different teams.
• Lack of standardisation: Inconsistent processes can lead to oversights.

How to overcome it:

• Implement a centralised compliance management system.
• Establish clear reporting lines and responsibilities for compliance activities.
• Conduct regular internal and external audits to identify gaps in compliance processes.
• Utilise risk management software that provides real-time dashboards and alerts for compliance activities.

5. Putting Together Building Safety Case Reports

Turning now to a very specific requirement, The Building Safety Act 2022 requires “accountable persons” for higher-rise buildings to submit Building Safety Case Reports demonstrating how they are managing safety risks.

Why it’s a challenge:

• Complexity: Building Safety Case Reports require a comprehensive understanding of the building and its risks.
• Resource intensive: Gathering and analysing all necessary information takes significant time and expertise.
• Ongoing requirement: Building Safety Cases need regular review and updating.

How to overcome it:

• Start early: Begin collecting information and assessing risks well in advance of deadlines.
• Engage experts: Consider hiring specialists in building safety to assist with report preparation.
• Use a structured approach: Develop a template or framework for your safety case reports.
• Leverage risk management software: Streamline data collection, risk assessment, and report generation.

By addressing these common pitfalls, organisations can significantly improve their building safety compliance. Staying informed about regulatory changes, carefully selecting suppliers and contractors, maintaining visibility into compliance activities, and diligently preparing safety case reports are key steps towards ensuring safer buildings and meeting legal obligations.

Remember, compliance is not just about avoiding penalties – it’s about creating safer environments for all building occupants. Investing in the right tools, processes, and expertise can help organisations navigate the complex world of building safety regulations more effectively.

Are you ready to overcome these common pitfalls and harness the power of compliance management software?

Get in touch with us today to book a Meridian demo!

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At William Martin, we bring unparalleled health & safety expertise and powerful technology to the table. Whatever your sector and wherever you are, we give you the support you need to keep compliant, strong, and successful.

For all enquiries, please contact us or call our team on 0203 819 8829.