Get “buy-in” from your staff
VibeCalc won’t work if your staff won’t engage with it. To get your employees to “buy-in”, you need to:
1) 
Make them aware of the serious potential dangers of Hand-Arm-Vibration, and what you intend to do to reduce the risks to their health.
2) Make them aware of legislation, and what you, and they, need to do, to comply with it. For example, as well as giving you the information you need via VibeCalc, your staff may need to complete periodic health-screening questionnaires. You will use the data they provide you with to identify where there is significant risk to them, and then reduce the risk by putting suitable controls in place (such as procurement of low-vibration equipment).
3) If your staff are going to be confident using your system, they’ll need sufficient support, and if need be, training.
- Thankfully, VibeCalc is quite easy to use, so staff training should not take very long.
- There’s a brief online guide for new users, which we strongly recommend everyone reads. All you need to do is send them the link, ask them to read it. Make sure you’ve also sent them their login details (if applicable), and that they’re encouraged to have a go at exploring your system. The best way of learning is doing! Ask them if they have any questions when they’re finished.
- You will almost certainly need to follow-up with your own “toolbox talks” and suchlike, on an ongoing basis, to encourage your colleagues to keep engaging effectively with the system. We suggest keeping these brief and simple. An occasional text-message reminder of a topic can be all that’s needed. For example, “It is easy to check your vibration limits for combinations of different tools with VibeCalc. Remember to check and log all your trigger-time every day.”
Successful managers delegate effectively
Designate someone to be overall responsible for the administration of your maintenance system. In other words, put someone in charge of VibeCalc! That person should be able to:
- Communicate with your colleagues, and have access to the internet, as well as all your equipment manuals.
- Top-up your VibeCalc account with “credit” every now again.
- Input data off any paper forms that get handed-in (from field staff without smartphones).
- Co-ordinate engagement with your staff, for example, deliver “toolbox talks” and other staff training.
Consider seeking professional safety advice
Note that the director or manager of an organisation has ultimate responsibility for safety. VibeCalc can help your organisation work safely, and we have provided a good deal of advice and guidance on this website. However, it is very important to bear in mind that we are NOT safety advisors. As stated in our terms and conditions, you take our advice at your own risk! We cannot be held responsible if things go horribly wrong. So, we suggest that you consider employing the services of a qualified safety consultant, to help and advise you, whilst you’re setting up your systems.
1. Management tips, for successful implementation of your maintenance system.
2. Set up new users’ accounts.
3. Upload your logo.
4. Give all your assets a unique ID.
5. Setting up ‘categories’.
6. Add your assets individually, or upload multiple assets in a batch.
7. Establish vibration ratings for your equipment.
8. Times when you might want to make use of paper forms, instead of keying data in directly.
