When to Configure: Adding Value Without Overcomplicating Your EHS Software

Implementing new Environmental, Health & Safety (EHS) software is a chance to improve your processes—but it can also be an opportunity to overcomplicate them. Configuring every little detail may sound appealing, but it often leads to unnecessary delays and higher costs. Instead, focus on configuring only where it truly adds value.

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‍Why Less is More in Configuration

It’s tempting to make your new software match the paper forms or outdated processes you’ve used for years. But here’s the truth:

• Ask the Right Question. Before customizing, ask, “Why do we need this?” Configure because you have to, not because you can.
• Best Practices Exist for a Reason. Modern EHS software is designed with industry best practices in mind. Leverage those instead of clinging to "how it’s always been done” and you’ll likely realize increased efficiencies.
• Over-Configuration is Costly. Adding unnecessary complexity increases implementation time and costs. Remind yourself that it’s easier to add functionality later than it is to undo over-configured processes.

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Set Project Principles Early

With the above in mind, consider establishing project principles to guide your team early on, before diving into configuration. For example:

• Strive to use the software as close to out-of-the-box as possible.
• Be open-minded to change; don’t get stuck in “this is how we’ve always done it.”
• Adopt a “fast follower” mindset, focusing on the existing functionality that works rather than trying to lead with overly customized processes.

When Configuration Makes Sense

Some configuration is necessary—but it should always have a purpose. For example:

1. ‍Reporting: Start with the outputs you need. Build the fields and data points required to produce your key reports.
2. Workflows: Configure workflows to meet critical regulatory or policy requirements but avoid unnecessary layers that slow things down.
3. Fields: Add only the fields you truly need. It’s easier to start simple and expand later.

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Avoid the “Snowflake” Mentality

While every organization has unique elements, most EHS processes are fundamentally similar. For instance, incident reporting, investigations, and approval chains are standard across the board. Where systems differ is often in usability—mobile app functionality or field-specific tasks. When selecting your software provider, focus on these practical differentiators instead of how much customization you anticipate will be needed to match your existing forms field-for-field.

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Final Thoughts

Configuring your EHS software should add value, not complexity. By focusing on needs over wants and starting with best practices, you’ll ensure a quicker, smoother implementation and a system that works for your organization—both today and in the future.

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