Typical KanBo Applications in Real Work

Safety & Incident Management — Building a Culture of Prevention and Accountability

Request

We need a better way to report, track, and learn from safety incidents, near misses, and corrective actions.
Currently, safety reports are collected via paper forms, emails, or verbal communication.
Important details are often lost, and lessons learned are not shared across sites.
We also have to prove to management and auditors that all incidents are documented, investigated, and followed up with preventive actions.
Can KanBo help us organize our safety management process — from reporting to corrective action and verification — in a structured, traceable way?

KanBo Answer — Turning Safety from Reaction to Prevention

KanBo provides a transparent, structured, and collaborative environment where every safety observation, incident, and preventive action is documented, investigated, and resolved — all in one place.

Each Workspace represents your safety domain — for example, HSE Management or EHS Operations.
Within it, you create Spaces reflecting your core safety processes, such as:

“Incident Reporting,” “Risk Assessments,” “Corrective & Preventive Actions (CAPA),” or “Safety Audits.”

Within each Space, Cards represent individual safety events — whether a near miss, injury, inspection finding, or improvement suggestion.
Cards move through a clear lifecycle, such as:

Reported → Under Investigation → Action Defined → Implemented → Verified → Closed.

How It Works in Practice

Imagine your organization operates across several production or service sites.

You create:

• Workspace: “Health, Safety & Environment (HSE)”
• Spaces:
  • “Incident & Near Miss Reporting”
  • “Safety Observations”
  • “Corrective & Preventive Actions”
  • “Safety Audits – 2025”

Now, every reported safety event becomes a Card:

• “Near Miss – Forklift and Pedestrian Zone Overlap”
• “Incident – Minor Hand Injury During Setup”
• “Safety Observation – Missing PPE Signage in Area B”
• “Corrective Action – Redesign Forklift Routes in Warehouse 3”

Each card includes:

• Description: What happened, when, where, and who was involved
• Files: Photos, CCTV screenshots, reports, and investigation notes
• Status: Tracking progress through investigation and closure
• Assigned persons: Responsible investigator and action owners
• Root cause analysis: Documented within card comments or attached files
• Relations: Linking the incident to its preventive or corrective actions
• Activity Stream: Automatic log of all changes and comments

This creates an end-to-end traceable process — from incident detection to preventive learning.

Before and After KanBo

Before:

• Safety events recorded inconsistently across forms and emails.
• Root cause analysis delayed or missing.
• No clear visibility into which actions were completed.
• Preparing for audits required weeks of manual effort.

After:

• Every event lives in one system, with ownership and deadlines visible.
• Root causes and corrective actions are documented and linked.
• DashSpaces show current open cases, overdue actions, and trends by site or category.
• Management and auditors can instantly trace any event and see how it was resolved.
• Safety becomes an active, ongoing process — not a retrospective report.

KanBo turns safety into a live management system, not an administrative afterthought.

Proactive Safety and Learning Culture

KanBo supports not only incident tracking but also prevention and awareness:

• Employees can submit near misses or observations directly through a simple “Safety Report” form connected to a KanBo Space.
• Supervisors can assign follow-up actions instantly and track them to completion.
• Lessons learned are shared across teams using Relations and Linked Spaces (e.g., connecting an incident to a related training or procedure update).
• Labels can classify incidents by type, severity, or location, enabling trend analysis.
• DashSpaces visualize leading indicators — like near-miss frequency and open corrective actions — helping managers act before accidents happen.

KanBo thus becomes the continuous improvement engine behind your safety culture.

KanBo Features in Action

Function	Description	Value
Spaces	Represent safety domains or processes	Brings order and visibility to HSE management
Cards	Represent incidents, observations, or actions	Centralize reporting, investigation, and follow-up
Statuses	Reflect incident lifecycle	Standardize the process across all sites
Relations	Link incidents, root causes, and preventive actions	Enable full traceability and learning
Attachments	Store evidence and investigation files	Simplify audits and verifications
DashSpaces	Show live safety metrics	Enable proactive monitoring
Labels & Filters	Classify by type, site, or severity	Support root cause analysis and reporting

Outcome — Safety Embedded in Everyday Work

KanBo turns fragmented safety efforts into a coordinated, transparent, and continuous process.
Everyone — from operators to executives — sees the same structured flow of safety information.

Your organization gains:

• Full traceability from observation to corrective action
• Faster incident response through real-time collaboration
• Audit readiness — all evidence and documentation instantly available
• Cross-site learning from linked, recurring incidents
• Cultural change — employees feel responsible and empowered to report

With KanBo, safety isn’t a system to comply with — it’s a shared practice visible in every action, shift, and improvement.

In KanBo, safety isn’t tracked after the fact — it’s lived as part of the work.