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Why PPE Usage Tracking Matters – And How to Get It Right

Why PPE Usage Tracking Matters - And How to Get It Right

5 minute read

Manually tracking PPE usage is time-consuming.

Inputting data into different spreadsheets and staying on top of costs can be a real headache.

Looking for a better solution?

Switching to a digital PPE tracking system will help you to stay on top of costs, compliance, and your team’s PPE needs.

If you’re new to PPE usage tracking, this guide covers why it matters and the benefits of using a digital platform like MY-SMI®.

WHAT IS PPE USAGE TRACKING?

PPE usage tracking involves monitoring how your workforce’s equipment is issued, used, and replaced.

Keeping a record of everything will help you to better understand your team’s PPE needs.

A good tracking system will:

Identify usage trends
Record expiration dates
Keep track of stock levels
Check equipment compliance
Monitor PPE usage across all teams and sites
Record equipment sizes for each team member
Store all information for audits and investigations

PPE MONITORING METHODS

PPE tracking is essential, but what’s the best way to monitor usage?

You have a few options when it comes to keeping track of PPE:

Paper records - write PPE data into various documents and store them in files.
Spreadsheets - enter tracking information into spreadsheets and update manually when needed.
Digital tracking systems - automate the tracking process, provide real-time insights, and store all data in one place.

Staying on top of manual tracking takes time, even if your team is small.

Important information can get lost when data is spread across several documents, files, and spreadsheets. Manual PPE usage tracking might seem easier, but you’ll save a lot of time by automating the process.

Like the sound of a digital tracking system?

Chat to us to find out more about our online portal, MY-SMI®.

THE BENEFITS OF TRACKING PPE USAGE

Staying in the loop when it comes to your PPE usage benefits both your workforce and your business.

Here are the key reasons to use a digital PPE tracker:

Reduces admin - no more time wasted on manual tracking.
Helps manage spending - full inventory visibility stops money being wasted on unnecessary orders.
Prevents stock shortages - no one is left unprotected when you know exactly how much PPE is available.
Reduces risks of workplace injuries - keeping everyone safe is easy when you have enough PPE to go around.
Minimises the risk of ordering too much or too little - you won’t ever need to guess how much PPE to order.

HOW PPE TRACKING HELPS CONTROL SPENDING

Without clear records, it's easy to lose sight of how much gear your workforce actually needs.

Costs quickly add up when there’s no clarity on how much PPE your team is using.

A PPE management software, like MY-SMI, will keep you on budget by revealing exactly what equipment is used and how often it’s ordered.

With these insights, you can:

Spot unusual usage patterns early.
Make smarter bulk buying decisions.
Plan future budgets with confidence.

MISTAKES TO AVOID WHEN TRACKING PPE USAGE

Poor tracking can leave your team unprotected and your business at risk of non-compliance.

Avoid these common mistakes:

Losing sight of stock levels.
Skipping compliance checks.
Forgetting to record expiry dates.
Entering incorrect information into spreadsheets.
Logging data in the wrong file or using out-of-date records.
Ignoring usage and spending trends when planning orders.
Failing to track what PPE is used across departments and teams.

A digital PPE tracking system solves these problems. Online platforms keep accurate, up-to-date records so you stay compliant and in control.

DIGITAL PPE MANAGEMENT WITH MY-SMI®

The SMI tracking portal gives you a complete picture of your business’s PPE needs.

From compliance to stock levels, MY-SMI® keeps everything in one place so you can stay in control.

You’ll benefit from:

Smarter budget control.
Real-time visibility of stock.
Less admin, more efficiency.
One hub for all PPE usage data.
Accurate compliance monitoring.
Clear, user-friendly tracking tools.
Full order history by team member.
Custom catalogues built around your needs.
Workforce-wide insights into PPE usage and orders.

Ready to simplify PPE tracking?

Call our team on 0330 441 3500 or set up your MY-SMI® account now.

FAQS

How do I monitor PPE compliance?

Employers are legally required to provide their workforce with PPE that meets the necessary safety standards.

To stay compliant, you’ll need to:

Replace damaged kit
Check expiration dates
Regularly inspect equipment
Look for CE or UKCA markings
Monitor changes to safety standards

Why do we need to comply with PPE regulations?

The HSE PPE regulations are in place to keep employees safe at work. These legal safety requirements protect people working in hazardous conditions.

PPE is considered the last form of defence against work-related injuries.

If a member of your team is involved in an accident at work, your business can be prosecuted if PPE wasn’t provided, properly maintained, or up to standard.