How to Approach the Purchase of HSEQ Software

Purchasing Health, Safety, Environment and Quality (HSEQ) software requires realistic expectations and thoughtful planning. Whether it’s your first time buying software or it’s been a while since your last procurement process, here are a few key considerations to help you navigate the process.

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Set a Realistic Timeline

Purchasing HSEQ software is not an overnight process. From initial inquiries to a fully implemented system, expect at least 6–12 months. Depending on the complexity of your organization and the number of different departments or geographies involved, this timeframe could extend even further.

What this means is that while you may hope to be up and running in four months, you'll likely still be engaging with procurement teams during that time. Getting everyone on the same page can takes time, and that’s okay.

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Align Stakeholders Early

Buying software isn’t just about the technology—it’s about the people who will use, implement, and support it. Make sure you have:

• IT Involvement: IT teams often set critical guardrails or requirements (e.g., SOC 2 certification, cloud-based infrastructure) that your software provider will have to meet. Ask if they have a list they can share with you to avoid unpleasant surprises later.
• A Project Sponsor: Find a senior advocate who can champion the initiative and help secure budget approval. This is your first opportunity to begin making the business case internally.  
• Cross-Team Buy-In: Ensure managers and users in the business unit are on board. A system’s success depends on its adoption.

Evaluate the Business Case

Investing in new software should solve a critical problem. Simply disliking your current system isn’t enough. Ask yourself:

• Is the current system hindering operations?
• Have you explored upgrades or fixes with your existing vendor?
• How long do we have on the current software contract?
• Do other areas of the business have similar systems that could be extended to your team?

Often, fixing what you already have is faster and more cost-effective than starting over. However, there are compelling reasons to switch, such as:

• Technical Limitations: If you’re working on a legacy system that is no longer supported or lacks key functionality (for instance, if there is no support for mobile applications).
• New Regulatory Requirements: Emerging standards like ESG reporting or the Corporate Sustainability Reporting Directive (CSRD) may require new capabilities that your current tool can’t meet.
• ‍Operational Inefficiencies: Time-consuming processes, like double entry for inspections or building end of month reporting can sometimes justify a new approach. Try to quantify how much time is spent ineffeciently that software could save. Does the efficiency gain outweigh the cost of software?

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‍Understand Health & Safety’s Business Value

Health & Safety functions don’t generate revenue, but they can drive cost savings, employee happiness, culture and compliance. Building a strong business case often involves:

• Reducing claims and insurance premiums through proactive risk management.
• Demonstrating how a new system can streamline compliance with evolving regulatory demands.
• Improving business efficiency in the field for the staff. 

Final Thoughts

‍Purchasing HSEQ software is a significant investment of time, money, and effort. Start by setting realistic expectations, engaging the right people, and building a compelling case for change. By taking these steps, you’ll set your organization up for success—not just during procurement but throughout implementation and adoption.