Smarter Week

How to automate it

How to automate “write up incidents, near misses and injuries”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, once a week
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI turn your notes into the incident report

Give AI the facts, statements and photos; it writes a clear, factual report in your company's format and suggests root-cause questions. You check it and submit.

Typically saves about 40% of the time5 min to set up
  1. 1Write or dictate the facts: what, where, when, who, injury or damage, immediate actions.
  2. 2Use the prompt below in an approved AI assistant. Leave out names if your policy requires.
  3. 3Check every fact and remove anything that is opinion.
  4. 4Paste into your EHS system or form and submit.
Prompt to copy
Write an incident report in this format: [YOUR FORM HEADINGS]. Facts: [WHAT HAPPENED, WHERE, WHEN, WHO WAS INVOLVED, INJURY OR DAMAGE, IMMEDIATE ACTIONS]. Keep it factual and neutral, no blame. Then list 5 "why" questions to help find the root cause and suggest possible corrective actions. Mark anything not stated as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your EHS system (Intelex, Cority, SafetyCulture, VelocityEHS)

Fix 2 of 2

Software feature

Swap paper checksheets for tablet forms that feed the system directly

Digital forms on a tablet at the line fill in date, shift, line and operator for you, check values against limits, and send data straight where it is needed. Nobody types the clipboard in later.

Typically saves about 60% of the time4 h to set up
  1. 1List the paper forms filled in most each shift.
  2. 2Rebuild the top three as digital forms in a connected-worker app or Power Apps.
  3. 3Mount a tablet at the station or let people use a shared device.
  4. 4Set alerts for out-of-limit values and stop printing the paper version.

Tools: Tulip, Poka, Augmentir, SafetyCulture or Microsoft Power Apps

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Machine operator / line workerProduction supervisorMaintenance technicianPlant / operations manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Machine operators / line workers