There are all sorts of inspection software solutions out there. Some are designed for food safety inspections, others for resource scheduling optimisation, etc. A typical work process for all inspection models is the checklist data gathering. When we say inspector, we always imagine someone with a list of paper and pen in his hand or with a tablet and stylus. The inspector gathers data and uses checklists to do that effectively.

What’s the role of a checklist in inspections?

The checklists are just an ordinary list of tasks that may be specific for each inspection field. They are a tool that prevents inspectors from missing an essential check during the inspection. That’s why achieving optimal use of an inspection checklist is a constant work in progress that must be updated now and then.

Resource optimization and business scheduling software

CASE STUDY: How a regulatory agency cut costs with resource scheduling software?
          • reducing the scheduling time with up to 75%
          • increasing efficiency of operations with 40%
          • fully eliminating errors in the resource allocation process.
Download the case study.

One of the most advertised benefits of using inspection software is the improved productivity that saves inspectors’ time. The time-saving benefit brought by digital checklists is mainly a result of streamlining the data gathering during inspections and automating the preparation of reports. Using a cloud-based inspection scheduling software doesn’t fit a pen and paper checklist. That’s why good inspection management software needs a well-thought checklist functionality. So what should we require from an inspection checklist perspective when researching different inspection management tools?

RelatedWhat’s the benefit of route optimisation in inspections?

What are the benefits of inspection checklists?

  • Checklists improve safety

The use of relevant and detailed checklists in inspection management is crucial to ensuring safety. That’s why checklists must be easy to create, edit and save for future use. It means that inspectors have to be able to develop and work with different checklists – one that serves the daily inspections, the other that does more critical assessments, etc. When the checklists are pre-defined, inspectors can quickly load the checklist template they need on their devices and conduct their inspections without missing something important that may lead to big mistakes.

  • Improved communication between departments in regulatory agencies and enterprises

Inspection data is a constant subject to analysis. The old-fashioned way of going through data is to dig into a bunch of paper and move folders with documents across halls and floors. However, if a cloud-based inspection management system ensures the digital processing of data gathering, then the analysis of inspection data would be far easier to do or send for review by inspection directors, analysts, or some other government agency.

  • The completed checklist is automatically uploaded and stored in the cloud.

That gives flexibility to everyone in the inspection management process, and things happen faster. Inspectors can also attach photos or pdf files to the inspection data. That way, everything will be in one folder and stored digitally. A digital inspection management solution with a sound document management system solves many problems for the inspectors who are still using the pen and paper method for conducting inspections. This problem-solving feature can be tested early through proof of concept.

RelatedWhy and how should we test a proof of concept of inspection management software?

  • Inspection checklists can be reused, and their data saved

 Inspectors can reuse the last used inspection checklist, so there’s no need to make a new checklist every time before the inspection. The data from digital inspection checklists can be combined with other data and used to visualise trends or just inform the higher management about the big picture.

  • No paper means more security and more access. 

To top all of the benefits, comes the green promise for using less papers and utilising resources with more care to the nature. This is one of the values that stays behind our inspection management solution – Canalix.

Checklists remind us of the minimum necessary steps and make them explicit. They not only offer the possibility of verification but also instill a kind of discipline of higher performance.

The Checklist Manifesto, Atul Gawande

Automation is the primary tool that we use to increase efficiency. Automating inspection checklists is an example of how everyone in the inspection management process can save valuable time spent searching for information, making reports, planning and scheduling inspections. All these time-consuming tasks can be reduced to just a few clicks with the mouse. But to work, checklists must be well thought out in the research and buying phase.

Do you want to learn more about the benefits of using configurable checklists in digital inspections? Contact us here.

If we look at the official data for non-fatal accidents at work in the EU, the statistic will show us graphs that either go up or down. Going up means more accidents at work while going down means the opposite. More accidents mean more expenses. So the reasonable question here for regulators and private enterprises subject to regulations is: how to control the rate of work accidents and keep it down? The indirect answer is: by optimising the safety inspection program of the organisation. You’ll find the more direct answer, one that tells exactly how to do that, below.

The primary purpose of optimising the safety inspection programs is to ensure:

  1. Worker’s safety

Keeping the workforce safe ensures the long-term stability of the company’s worker retention program

2. Good reputation

An organisation with a low rate of work accidents has a good reputation. It’s an advantage and should be recognised as such.

3. No disruption of operations

The safety of the work environment improves productivity and reduces the disruption of operations. Avoiding disruptions helps the company keep their work on a budget.

4. No fines by regulators

Regulations are being updated regularly. That’s why it’s essential to use an inspection solution that ensures that rules are being followed in an up to date manner because fines may seriously sidetrack the company’s plan.

Resource optimization and business scheduling software

CASE STUDY: How a regulatory agency cut costs with resource scheduling software?
          • reducing the scheduling time with up to 75%
          • increasing efficiency of operations with 40%
          • fully eliminating errors in the resource allocation process.
Download the case study.

A good safety inspection program may be divided into three components:

Inspection planning & scheduling

  • The inspection planning and scheduling component need constant optimising because a good plan can improve resource utilisation and prevent mistakes.

Inspection execution

  • The inspection execution component is the part that can significantly improve the speed and quality of inspections. The use of technology can transform the work of inspectors by allowing them to use pre-defined inspection checklists or benefit from an entirely digital document management system. The digital infrastructure of the inspection management process can remove the manual work that often slows down inspectors.


  • The digital infrastructure allows inspectors to gain better visibility on inspection outcomes and therefore recommend relevant actions and training to the workers to reduce the risk of accidents in the workplace.

modular digital transformationWhy is modularity crucial for your digital transformation strategy in 2022?

Download this whitepaper to understand:

        • The advantages of modular digital transformation
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        • Migration strategies to minimize disruption for the business and customers
        • How Jobtimizer can help public sector organisations make the transition
        • How a regulatory agency in the UK is benefitting from a modular approach


Read it now.

The importance of digitising the safety inspection checklists

What’s the best way for an inspector to identify risks during safety inspection? Answer: by following a checklist. When everything’s written down on a list, the inspector has a better chance to cover all of the potential risks. The process can be improved even more with a digital inspection management system. When regulatory bodies adopt software solutions for safety inspections, the pre-defined checklists can be easily implemented into the work process of inspectors. For different types of safety inspections, there can be configured specific checklists.

If we step out of the regulatory inspections field and look at the general impact of checklists, we’ll see a double confirmation about their benefits. A lot of research points out that checklists help experts execute their projects more efficiently. In an essential field like safety inspections, the power of checklists must be utilised to ensure the well-being of workers and the community.

Checklists remind us of the minimum necessary steps and make them explicit. They offer the possibility of verification and instil a kind of discipline of higher performance.

SourceChecklists help eliminate mistakes and improve efficiency.

Why must a safety inspection software have configurable checklists?

Safety inspections are complex, so high configuration must be a part of the requirements of any inspection management solution. A good configurable inspection software will allow regulatory agencies to configure specific checklists for each type of safety inspection – safety inspections for tools and equipment, electrical concerns, scaffolding, etc. Checklists are a very overlooked component in inspection programs. Their function is a gamechanger when it comes to data gathering. Because only detailed and correctly gathered data may generate a valuable inspection report. 

The importance of optimising safety inspection reports

The outcome of a safety inspection ends in a report. The report aims to recommend corrective actions to reduce the risks of hazards in the future. However, a report may not be efficient if the best practices aren’t followed.

The benefits that safety inspection reports bring are:

  1. Capturing error-free inspection data

A good inspection checklist is key to gathering sufficient error-free data that can be exported into an inspection report.

2. Real-time documenting of inspections

Recording inspections in real-time allows inspectors to capture their observations fully. Performing field inspections with a tablet will enable them to capture images in the meantime and attach them to the reporting file. The image can make feedback clear.

3. Complete visibility over inspection data

The digital gathering of inspection data allows inspectors to have better visibility over the inspected subjects. The leverage on data can make inspections more risk-focused and help mitigate risks and improve overall compliance.

4. Make safety inspection reports readable.

Big words and complex sentences have no place in inspection reports. Reports must be understandable and clear. No unreadable handwriting! Automating the generation of inspection reports based on the gathered data and collected observations can ensure the readability of the information.

How to find the right safety inspection software?

The choice of inspection management system depends on the organisation’s strategy. If a government agency follows a cloud-first strategy, its focus must be on cloud inspection services. If the organisation is focused on health and food safety, they should aim at a solution specialising in this sector. The same applies to enterprises that want to transform their internal inspections and audits.

Two rules for preparing safety inspection research:

  1. Find something that will answer your goals – cloud-based solution or on-premise solution?
  2. Find something that will be an excellent fit for your use case – general safety inspections, food safety inspections, environmental inspections, etc.

RelatedAll you need to know about cloud strategy in government agencies

Prepare a list of requirements and start your research. Then reach out to potential suppliers and book a Product tour or a Demo session that can highlight the features that can provide the execution of the best practices we described above. The next reasonable step would be to order a proof of concept.

Are you looking for safety inspection software? Contact us now, and we’ll help your select the best solution for your safety inspection requirements.