In the rapidly evolving landscape of the block management industry, the use of Proptech, or property technology, has played a pivotal role in transforming traditional practices into streamlined, efficient processes. At the heart of this transformation are safety management software systems, where tracking and ensuring compliance across properties plays a critical role in ensuring the safety of residents and the legal integrity of the buildings themselves. Compliance-based software solutions are becoming more popular, offering tools that not only simplify adherence to the myriad of regulations governing the industry, but also enhance the accuracy and efficiency of management processes.
Whilst the functionalities on offer to the industry are increasing rapidly, the associated costs for operating these safety management software systems are also increasing, taking up a greater proportion of already squeezed budgets. As a result, property managers are facing increasing calls to justify a spend on any Proptech solutions and demonstrate the value-add being brought to the table. Fortunately, there is a growing trend in free-to-use software offerings under the philosophy that safety should be easy to manage without cost being a barrier. At 4site Consulting, our own in-house software team have been continually updating and adding new modules to our own Safety Management Web Portal which is designed to support property managers nationwide with their ever-growing list of safety responsibilities. This comprehensive solution is available free to our clients, and offers an intuitive interface that leaves behind the many complexities that property managers face throughout their compliance duties.
Due to industry demand, we have grown the web portal with new modules and functionality. In 2023, the trend in compliance tracking enhancements continued, and we added a number of new functionalities to cater for this, most notably a new compliance calendar and enhancements to our document management system, all to help with tracking regular service, maintenance, and inspection items.
Interactive Fire Safety Posters & Smart Safety
Our addition of Smart Safety in 2021 was an initial step toward assisting property managers with displaying safety information in an accessible manner, something which has recently come to the forefront of property manager’s minds due to the increased focus on resident engagement. The ‘Smart’ part of this functionality is in the free QR Code which can be produced for any site where we have conducted a risk assessment. The QR code itself is actually an accessible encrypted link to a public-facing safety portal that is specific to the building and enables a view of pre-selected (by the property manager) safety information. This offering has grown over the years with functionality such as the ability for those who scan the code to report concerns and raise issues or to sign in/out of an electronic visitor book. Property managers can incorporate these QR codes into any notice board or poster they may already have as part of an existing resident engagement strategy, or, can request its incorporation into a neatly designed and bespoke poster for a small fee.
Compliance Calendar Tracking
Our compliance calendar has had further enhancements since its introduction for improved document-based tracking. Integrations within the existing document management system now allow for monitoring of documentation expiration dates, seamlessly maintaining them within the same calendar view used for reporting and job tracking.
The updates to this compliance calendar and document tracking system have been developed with one eye on the pending safety case-based regulation changes for buildings ‘in scope’, although can be taken advantage of by all properties added to the portal. A new functionality for sorting and collating key documents directly for Building Safety Cases has also been developed and released, linking documentation categories with Smart Safety and Policies & Evidence areas for comprehensive management and team interaction.
Building Safety Case Software
Among the notable changes above, our team have also been working hard at a brand-new portal to meet the forthcoming challenges facing ‘in scope’ buildings. Specifically focused on Safety Case Reports, this new offering will allow the ‘self-building’ of a safety case from scratch and will directly assist accountable persons with further management of documents and actions, producing and updating the constantly live report document as progress is made. With a host of features to streamline building safety case management, and allow seamless communication of a safety case with the regulator, we invite interested block management companies and freeholders to explore this innovative solution for their buildings in scope.
Administration Tools & Compliance Score
In addition to the aforementioned updates, improvements, and the various Compliance Score and Site Inspection based ease-of-use updates our clients may have noticed, we have also added a new Administrative Panel. This feature, developed in response to client requests, enhances reporting capabilities on site-based or property manager-based activities, providing oversight to senior managers and/or business leaders. Our unique compliance scoring system allows managers of multiple buildings to quickly identify buildings with outstanding issues and allocate resources accordingly.
In the growing world of Proptech, it is likely that property managers will utilise property management software alongside their safety management system, and it is becoming more important than ever that these systems should integrate well with one another for maximum effectiveness. With this in mind, we have expanded the management options for external property management systems linked with our portal, ensuring seamless integration and a consistent data source between two or more systems. As 2024 picks up pace, we will continue to integrate and innovate to make safety accessible to all.
For further information on our web portal, risk assessment, or building safety services, please contact 4site on the information below.
