Lynch Plant Hire & Haulage have confirmed that since implementing ClockWatcher Elite earlier this year, the central compliance team are able to work more efficiently and productively and ensure employees based all around the country are working to the same company safety policies thanks to the software’s new Document Management System.

As an ambitious and growing business, Lynch Plant Hire & Haulage made the strategic decision to adopt ClockWatcher Elite in April 2019, as part of its aims to operate a paperless and centralised system for managing all aspects of tachograph and health and safety compliance.

Stephen Bremner, Head of Transport Services & Compliance at Lynch Plant Hire & Haulage, said: “We selected ClockWatcher Elite from Aquarius IT because of the ‘scalability’ of the software and its ease of use in providing a central system that speeds up processes and makes our national administration more efficient and traceable.” 

“With our compliance team based centrally at our head office in Hemel Hempstead, and drivers and staff working from various locations across the country, ClockWatcher Elite has given us a fast, reliable and secure compliance management solution – one specific example is that the tachograph analysis system has enabled us to action infringements much more quickly, including remote sign-off,” confirmed Stephen.

Lynch Plant Hire & Haulage have also become one of the first FORS’ members to implement ClockWatcher Elite’s new Document Management System. The new paperless system enables the central compliance team to easily broadcast, with one touch of a button, documents such as employee handbooks, health and safety policies, company memos, videos and training materials en masse, or as a tailored circulation, to drivers and employees – and electronically track delivery. 

Uniquely, the system also allows Lynch’s administrators to add an expiry date to transmitted documents in line with FORS’ recommendations and the DVLA’s expectations for reviewing and periodically updating key company policies.

Document Management is also unique in the method in which it alerts employees to a new policy broadcast. The system monitors and records when all broadcasts have been opened, read and digitally accepted by employees – and importantly flags up, using a traffic light system, when documents have not been opened, signed or even read for an adequate amount of time by an individual.  

Stephen added; “Document Management has transformed the way we communicate and share important company information with not just our drivers but our staff too.  Principally, it allows us to work faster, more diligently and economically, as part of our objective of ensuring all employees are working in line with our company policies.”  

“We’ve also reaped costs savings since introducing the system”, confirmed Stephen.  “In addition to the obvious reduction in printed consumables, the associated delivery costs and storage, our main cost saving has been time. The ability to upload one document to a group of employees instantly and then monitor when and how long they have spent reviewing (or watching) is invaluable.  Previously whilst documentation was signed for, clear evidence could not be provided of employees actually digesting and understanding this information – with the system’s ‘single pane of glass’ design, we can instantly review each broadcast, draw off a report and action as needed.” 

Subir Gupta, Aquarius IT’s National Account Manager who has worked with the team at Lynch Plant Hire & Haulage to support the introduction of ClockWatcher Elite said: “We are delighted to be working with the compliance team at Lynch, and as evidenced they have been able to transform efficiencies with our Document Management System, and enable the promotion of best and safe practice, particularly in relation to health and safety and compliance reporting.” 

“The team at Lynch have really embraced the new Document Management System, and embedded it into all areas of their business; innovatively they are also using the in-built digital acceptance to manage the supply of employee’s PPE equipment – this gives their managers a recorded and signed paper trail of equipment issued.  Further with all drivers having access to the system via their own unique pin code, Lynch are digitally storing individual HR records too; for example scanned copies of certificates, which for drivers needing to show proof of a safety qualification when entering a construction or hazardous site, means the evidence is at their finger-tips on a smart mobile device.  We look forward to seeing how they use it next.”

Lynch Plant Hire & Haulage are plant hire specialists who provide both operated and self-drive, along with transport and haulage solutions to a variety of sectors in the construction industry; from civil engineering to ground works, rail work engineering, highways maintenance, demolition and public utilities.  Based in Hemel Hempstead, Lynch works nationwide employing over 100 drivers and in excess of 300 plant operators.

Aquarius IT’s Document Management System, which was initially developed in response to FORS members like Lynch Plant Hire & Haulage, can be supplied as part of a ClockWatcher Elite subscription package, or used solely in conjunction with the company’s Driver Walk-Around App, or can be supplied as a separate stand-alone software solution. For further information, please contact Aquarius IT for a free demonstration.