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How to run a safety round in Huma

A safety round (vernerunde) is a systematic review of the physical work environment. Huma supports the entire workflow, from planning and carrying out the round, to reporting findings and storing the results. This article walks you through each step.

 

Table of Contents

 

 

 

Roles and access

Access Role
Start and manage processes User role: Miscellaneous → Processes
Create and manage meeting rounds System role: Meetings → Meetings management
Create smart documents and templates System role: Documents → Smart templates and styles
Report and manage deviation cases System role: Deviation

 

💡 Safety rounds are typically carried out by a safety representative (verneombud) or an HSE manager with the relevant roles in Huma.

 

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Step 1: Use the HSE handbook as your starting point

The HSE Handbook template gives your organisation a ready-made framework for systematic HSE work. It includes goals, routines, a substance policy and an annual plan, all of which you can adapt to your own organisation.

The annual plan (årshjul) lists recurring HSE activities throughout the year, including a safety round in August. Use this as the basis for planning when and how to carry out your safety round.

If your organisation has not already set up the HSE Handbook, we recommend starting there before setting up the safety round workflow.

 

💡 A safety round is listed as an activity in August in the HSE Annual Plan process template. If your organisation uses this template, the safety round is already part of your yearly workflow.

🔗 Read more about the Handbook. 

 

Step 2: Carry out the safety round

Huma supports safety rounds through three different tools. Choose the one that fits your organisation best or combine them.

 

📄 Option A: Use a process

A process is the most structured approach. You can assign tasks to specific people, set due dates and follow progress, all in one place. This works well if multiple people are involved in carrying out the safety round.

The "HMS Årshjul" process template in the Template Library already includes a safety round as a step in the annual plan. You can run the full annual plan or create a separate process template for the safety round alone.

To start a process from the HSE Annual Plan template:

  1. Go to the Processes module
  2. Click "New process"
  3. Select the "HMS Årshjul" template from the Template Library
  4. Set the reference date and adjust tasks as needed
  5. Click "Start process"

 

💡 If you want a dedicated safety round process, create your own process template with only the relevant steps. This makes it easy to reuse each year.

🔗 Read more about how to work with processes.

 

🗣️ Option B: Use a meeting round

A meeting round lets you distribute the same structured meeting to multiple people at once. This works well if your safety round involves walkthroughs or conversations per department or location.

  1. Go to the Meetings module
  2. Click "Add meeting round"
  3. Choose a template or start with a blank meeting
  4. Set up the agenda with the topics you want to cover
  5. Choose who to include and who will lead each meeting
  6. Set a due date and click "Start meeting round"

 

💡 Once the meeting is completed, you can save it as a PDF for your records.

💡 Use the meeting agenda to document observations and follow-up points directly during the walkthrough. Notes are saved automatically.

🔗 Read more about how to set up a meeting or meeting round. 

 

📑 Option C: Use a smart document

A smart document works well if you want to document findings in a structured written format. This is a good choice if your organisation uses a fixed checklist or report format for safety rounds.

  1. Go to the Documents module
  2. Create a new smart document or use an existing template
  3. Write up your findings, observations and action points
  4. Optionally send the document for digital signing
  5. Store the document as a PDF when the round is complete

 

💡 Consider creating a dedicated team or location group in Huma for HSE. You can then assign this group access to your safety round documents, keeping all HSE documentation in one place with the right access control.

💡 If you carry out safety rounds regularly, save your document as a template so you can reuse the same format each year.

🔗 Read more about smart documents. 

 

 

Step 3: Report findings as deviations

If the safety round uncovers issues, such as unsafe conditions, missing equipment or breaches of procedure , you should report these as deviations in Huma. This ensures findings are tracked, assigned to the right person and followed up properly.

  1. Go to the Deviation module
  2. Click "New case"
  3. Describe the finding and categorise it
  4. Assign responsibility and set a deadline for follow-up
  5. Follow the case until it is resolved and closed

 

💡 Reporting deviations directly after the safety round ensures nothing is lost or forgotten. Each case is tracked separately and can be linked to a responsible person.

🔗 Read more about deviations.

 

 

Step 4: Save the results

Once the safety round is complete, save the results in a way that suits your organisation. There are three common options:

  • As a document 

    If you used a smart document in Step 2, store it as a PDF in the Documents module. This gives you a signed, archived record of the round.

  • As an article in the HSE handbook

    You can add a summary of the safety round findings directly to your HSE handbook in Huma. This is useful if you want the results to be easily accessible to all employees.

  • As a news item

    Publish a news article to share key findings or actions with your organisation. This is a good option if you want to communicate the results broadly and keep everyone informed.

     

🔗 Read more about how to create and publish a news article.

 

 

FAQ

Does Huma have a ready-made safety round template?

Yes. The "HMS Årshjul" process template in the Template Library includes a safety round as part of the annual HSE plan. You can use this as a starting point or create a separate process template for the safety round alone.

 

Which option should I choose for carrying out the round?

It depends on how your organisation works. Use a process if you want task-based follow-up with assigned responsibilities. Use a meeting round if the safety round involves structured conversations or walkthroughs per department or location. Use a smart document if you need a written report that can be signed and archived.

 

Can I combine the tools?

Yes. For example, you can use a process to manage the overall workflow, a meeting round to carry out the walkthroughs and a smart document to capture and archive the findings.

 

Do I have to report findings as deviations?

You do not have to, but it is recommended. Reporting findings as deviations ensures they are tracked, assigned and followed up in a structured way — rather than being noted informally and potentially forgotten.

 

Where are the results saved?

This depends on which tools you use. Processes are archived in the Processes module. Meeting notes are saved in the Meetings module. Documents and PDFs are stored in the Documents module. You can also publish results as a news item or add them to your HSE handbook.

 

Who should carry out the safety round in Huma?

Typically a safety representative (verneombud) or an HSE manager. The person needs the relevant roles in Huma depending on which tools they use — see the Roles and access table at the top of this article.