DMS Board: An Effective Daily Task Management System

Often, when working with a large amount of data or tasks, and having a team in the HSE department that may include other specialties (environment, industrial safety, fire safety, etc.), you can start to get lost in the volume of information, which can affect the department's efficiency.

To create order and track task completion at our enterprise, we implemented the so-called DMS (Daily Management System) – a daily management system for HSE, which includes daily morning team briefings and a specific way of recording tasks.

I want to share our information board, which we used for a long time and which proved to be highly effective (we have now switched to a digital format for several reasons).

The board is divided into 3 sections, which I will describe in more detail below:

• Strategy/Data;
• Tasks: urgent, daily, and incoming tasks (i.e., those that need to be done but are not critically urgent or important);
• Plan execution control.

The "Strategy/Data" section is split in half and includes:

• The company's development strategy and goals for the coming year, reflecting objectives in our field (occupational health and safety, environment, and industrial safety);
• Data: HSE indicators tracked daily (types and number of incidents, days without injuries, number of open and closed HSE non-conformities, behavioral safety audits, etc.), and environmental indicators: water consumption, discharges, waste (sent to landfill), etc.

The "Tasks" section: everything here is quite straightforward – the team's tasks are listed. A great life hack: we "assigned" each employee a specific marker color, making it visually clear who is working on what.

The "Plan Execution Control" section includes tracking the implementation of action plans from incident investigations, annual department plans, and plans for implementing new tools. Essentially, anything relevant to your department or that requires your oversight.

Of course, you can customize the board with any information based on your department's needs and workflow. However, I can say that this workplace visualization helps keep the team focused, stimulates productivity, and generally improves overall efficiency and results.

I am attaching an example of the board we previously used as a file.

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