Using digital tools and AI to make workplaces safer

The World Day for Safety and Health at Work 2025 on April 28 centers on artificial intelligence (AI) and digitalization. Digital technologies are radically transforming workplaces and workflows. Devices act as digital supervisors to predict and prevent workforce harm. Sensors detect hazardous gases or unsafe practices. Automated processes ease incident-reporting loads. 

In this blog, we look at how environment, health and safety (EHS) professionals and process safety managers can use digital tools and AI to improve workplace safety programs.  

Challenges in workplace health and safety 

Why digitalization? Traditional workplace safety programs are commonly reactive and based on incident response. Policy and reporting may be primarily compliance-driven. EHS and process safety teams face challenges that include:  

• Limited resources and shrinking budgets. 

• Continually evolving regulations. 

• The need to balance safety with productivity.  

• A lack of integrated systems for centralized safety data.  

Digitalization can automate tedious tasks, minimize errors and free up valuable time for strategic initiatives. Our Sphera Health and Safety Pulse Survey Report 2025 showed that only 23% still primarily use spreadsheets and just 15% rely on paper-based processes.  

Roadmap for digitalizing safety programs 

The following five steps guide organizations in how to use digital tools and data insights more effectively. This helps EHS and process safety management (PSM) professionals identify risks more accurately and make informed decisions that prioritize safety.  

Step 1. Establish a strong data foundation. Dedicated incident management software captures incident data automatically and stores it in a centralized repository. Key functions include: 

• Streamlined data capture from various devices.  

• Insights into recurring trends to address root causes.  

• Automation of corrective actions for seamless follow-up.  

Step 2. Move from compliant to proactive. The focus is on increasing visibility into performance. Monitoring helps manage potential risks through capabilities such as:  

• Risk assessment tools to identify hotspots.  

• Leading indicators for near-miss reporting.  

• Cross-functional dashboards for real-time updates.  

Step 3. Leverage predictive analytics for prevention. Leaders in EHS and PSM integrate advanced analytics into their processes. Predictive systems flag potential non-compliance and suggest interventions in high-risk areas.  

For example, digital twins, virtual replicas of safety systems, simulate what-if scenarios. Businesses can then strengthen protective barriers before workers are on site.  

Step 4. Build a safety culture for all workers. Technology can transform safety culture by bridging the gap between leadership-driven initiatives and ground-level execution. Thanks to digital platforms and mobile apps, workers can easily log incidents, access permits or retrieve the latest safety protocols.  

Step 5. Integrate safety into business operations. An integrated EHS management system connects safety metrics directly to business outcomes. Improved safety performance positively affects productivity, compliance and even reputation.  

Benefits of leveraging digital tools and data insights 

With the right digital solution for health and safety management, organizations streamline data collection, simplify incident reporting and benefit from powerful real-time risk analysis. Such capabilities ease workloads and boost efficiency in process safety as well.  

Data-driven risk management: Historical and real-time data helps to identify patterns and detect weak spots in safety protocols. AI also helps detect potential risks, especially ‘unknown’ risks, which can then be evaluated by health and safety teams.  

Faster and fact-based decision-making: Professionals have access to centralized, real-time safety data, while dashboards provide visibility into trends and compliance status. 

Elevated employee engagement: Digital tools typically make safety processes more accessible for all employees. They can find information or report on safety gaps faster. 

At the HSE Excellence Europe Forum in mid-April, participants confirmed that AI is becoming part of the safety toolkit. Provided the data is good, AI can help with analysis, but results still require human review. In short, while digital tools can support prediction, people still need to make the decisions that lead to prevention. 

Real-world example of safety solution digitalization 

Grundfos, a multinational manufacturer of energy-efficient water solutions headquartered in Denmark, used predictive analytics to reduce workplace injuries by 35% within the first year. By avoiding lost productivity, the company saved $1.2 million. Their AI-based system analyzed tens of thousands of hazard observations and millions of health and safety data points, producing near-instantaneous results. For deeper understanding, incidents could be filtered according to the tools or processes involved.