Case Studies

Sector: Infrastructure, Construction, Utilities

Services Provided:

• Framework Design
• Content Development
• Digital Tool Integration
• Consultation & Engagement Support
• Communications & Leadership Messaging

Baxter Consulting was engaged to support the development and national rollout of a new, organisation-wide Safety Manual and suite of supporting tools. This project formed a cornerstone of a broader safety strategy refresh—designed to reshape how safety is understood, applied, and lived across all levels of the organisation.

While the initial brief focused on producing a strategic one source of truth manual, Baxter Consulting worked with the client to rethink the scope beyond just a manual. We helped shift the conversation—from compliance to usability, from systems to people, and from content to experience.

Through deep consultation and genuine collaboration with frontline users, we ensured the final solution was practical, accessible, and responsive to the way people actually work—whether they’re supervisors, engineers, operators or leaders.

Our Approach

This wasn’t a document rewrite. It was a user-centred transformation of the organisation’s safety communications model.

Baxter Consulting worked across business streams and operational levels to ensure every voice was heard—from project engineers to forepersons, from HSE leads to executive leadership. The resulting framework was tested in live field environments, refined through user feedback, and built to flex with future needs.

We focused on:

• Simplifying the complex – turning layered procedures into one consistent, intuitive system underpinned by clear minimum requirements
  Prioritising usability – aligning structure, language and logic with how work is actually done on site
  Ensuring access – delivering safety-critical information through mobile-optimised formats, visual tools, and role-specific references
  Tailoring by role – recognising that what’s useful to a plant operator is different from what a project manager needs
  Driving engagement – enabling authentic, effective Leader Safety Walks (LSWs) using structured prompts and conversation tools—not compliance checklists

• A streamlined manual – written in plain language and consistent structure and format. 
• Critical Risk content aligned to practical controls, stop-work triggers, and Life Saving Rules and associated behaviours. 
• Mobile-ready digital tools to support real-time decisions and frontline access to guidance 
• Visual formats – including layouts, icons and diagrams that help teams absorb and act on what matters 
• Field-ready Leader Tools – including Pocket Guides and Crew Question Cards that enable supervisors and non-technical leaders to engage confidently 
• “What Good Looks Like” visual aids – aligned with critical controls to support inspections, coaching, and consistency
• Communications guidance – tailored rollout messaging that helped each audience group adopt, understand, and champion the change
  
   

 A consistent, scalable safety system adopted across all operational areas
 

• Strong buy-in from frontline teams, middle management, and executive leadership 
• Greater clarity and confidence in applying critical controls in the field 
• Increased quality of engagement by leaders during LSWs and site visits 
• Improved alignment between procedures, assurance processes, and actual work practices
•  A scalable model that bridges compliance and usability, built for an evolving organisation as well as project needs
   

 This work redefined how the organisation communicates about safety—from static documentation to dynamic, meaningful engagement.

• Prevents life-changing harm 
• Supports confident decision-making in real time 
• Empowers leaders and teams to engage with risk meaningfully 
• Makes safety systems easier to understand, access, and apply

✅ A simplified manual focused on clear, minimum requirements - how e do things around here
✅ Tools built for supervisors, engineers and teams in the field — not just for system specialists
✅ Practical digital and visual tools for everyday use
✅ Consistent safety conversations and clearer expectations
✅ Engagement strategies that connect people to the ‘why’, not just the ‘what’
✅ A system that evolves with the business and supports continuous improvement

• Sector: Transport
• Service Areas: Safety Systems, Risk Governance, Data Visualisation

The Challenge

The client’s incident reporting system lacked accuracy, consistency, and actionable insights. Risk categories were applied inconsistently, location data was unreliable, and free-text fields made meaningful analysis impossible. Leadership couldn’t see where risks were emerging, and frontline teams had no real-time visibility of high-risk locations.

Our Response

Baxter Consulting led a full system overhaul—redefining the reporting framework, cleansing historical data, embedding clearer categorisation, and developing a dynamic visual interface to support live risk insights, better governance, and operational ownership of safety data.

What We Delivered:

• Cleansed and Corrected Data
  • Corrected two years of incident data, removing duplicates, improving location accuracy, and standardising classifications to support reliable trend analysis.
• Dropdown Categorisation for Operators
  • Replaced free-text incident types with structured dropdown options, improving consistency and enabling faster, more accurate reporting by operational users.
• Governance Alignment
  Mapped reporting outputs to board-level KPIs, assurance pathways, and audit processes—improving traceability, accountability, and data credibility.
• Hotspot Intelligence Prototype
  • Designed a live, leading-edge incident visualisation system:
  • Displayed scalable, colour-coded hotspots based on incident frequency and type (near misses, disruptions, collisions).
  • Supported trend recognition and priority focus areas for intervention.
  • Included a companion touchscreen interface for depot and control centre use, enabling users to view incident clusters by location, category, and time.
• Tailored User Views
  • Delivered role-specific system interfaces for:
    • Operational Teams – Immediate access to live incidents and location-based alerts.
    • Leadership – Consolidated trend insights to guide decisions on staffing, resourcing, and capital works.
    • Safety Teams – Targeted data for critical risk reviews, assurance programs, and field-level engagement.
    • Executives – High-level KPI dashboards for oversight and governance reporting.
• Risk-Driven Action Planning
  • By linking incident data to geographic risk patterns, the system enabled:
  • Implementation of targeted controls based on location-specific risk profiles.
  • Strategic safety campaigns focused on persistent hotspot issues.
  • Government funding applications supported by clear data demonstrating elevated risk at specific sites.
• Coexisting Risk Analysis
  • The system advanced beyond simple location tracking by identifying coexisting risks. Incidents were analysed against factors such as fleet type, time of day, location, and incident type, enabling deeper insight into when and where the greatest risks occurred. This empowered leadership to develop highly targeted interventions and optimise operational planning.
• Future-Ready Design
  • Built to integrate predictive analytics and automated alerting for early intervention and trend escalation.

The Outcome

• 25% reduction in repeat incidents within 12 months
• Improved accuracy and integrity of incident data
• Stronger executive and board-level visibility of risk themes
• Operational ownership of safety insights at the front line
• Targeted investment and campaign activity at the highest-risk locations
• Supported successful submissions for external funding tied to location-based safety improvements
• Deeper understanding of complex risk factors driving incidents, enabling smarter, data-driven decisions

Transport – Rail Infrastructure & Operations

• Full RSMS Review & Gap Analysis (aligned with ONRSR Schedule 1) 
• SharePoint-Based RSMS Architecture & Design 
• Integrated WHS / ISO / ONRSR Compliance Mapping 
• Document Indexing by Risk, Role & Network Scope 
• Tiered Assurance Strategy: Field, Corporate, and Independent 
• Navigation-Driven, Role-Based Content Delivery
   

A nationally accredited rail infrastructure contractor engaged Baxter Consulting to overhaul its Rail Safety Management System (RSMS). The legacy system, while technically compliant, lacked cohesion—spread across uncontrolled network folders, static documents, and siloed SharePoint libraries.

To meet Rail Safety National Law (RSNL) obligations and align with Schedule 1, ISO 45001, and ISO 9001 standards, a fully digital, structured, and user-focused RSMS was needed—one that supports day-to-day operations while standing up to audit scrutiny.

• Conducted a targeted RSMS gap analysis against ONRSR expectations and internal audit findings 
• Re-structured content into 30 clear RSMS elements, simplifying access by risk type and user role 
• Designed a modern SharePoint platform with smart filtering, visual tiles, and mobile responsiveness 
• Embedded assurance activities into a 3-tier strategy (frontline, corporate, independent) 
• Reviewed and streamlined procedures for:
  • Worker Competency 
  • Interface Coordination 
  • Notifiable Occurrence Management 
  • Rolling Stock and Emergency Planning 
• Aligned all system content with WHS legislation, ISO frameworks, and organisational governance
   

• Fully built, accessible SharePoint RSMS with version control, search, and WCAG-compliant design 
• Task-driven navigation with role-based access and document indexing 
• Updated system-wide governance model and role clarity 
• Assurance tools ready for dashboard integration, including audit trails and activity logs 
• Embedded visual system structure that enhances field usability and operational uptake
   

• RSMS is now auditable, centralised, and scalable across multiple jurisdictions 
• Field and office users can rapidly locate content via filters or workflows 
• System ownership improved through simplicity, structure, and smart design 
• Regulatory and client audits satisfied through evidence of structured, continuous improvement 
• The RSMS is not just compliant—it is operationally intelligent
   

This is a dynamic, integrated safety management ecosystem—designed for frontline teams, boardroom discussions, and regulator reviews alike.

It simplifies the complex.

And it makes safety make sense.
 

 Sector: Agriculture - Accredited Operations, Compliance & Quality Systems

Engagement Scope:

• Risk-Based Content Prioritisation
• Field-Ready Tools for Verification Activities
• Mobile-Compatible Templates
• Pilot Design and Feedback Analysis
• 
  

A national body responsible for regulated operations sought to trial a smarter, more accessible approach to conducting verification in the field. Existing documentation was comprehensive but difficult to use at scale, and regional delivery teams were spending too much time navigating systems that were designed more for auditors than frontline staff.

• Mapped current assurance and audit expectations to operational tasks
• Created simplified templates and checklists designed to support visual, mobile-first use
• Developed digital prompts and decision pathways to assist teams in identifying, validating, and documenting compliance
• Structured the pilot across a representative sample of work types and locations to test adaptability

• A practical set of mobile-first verification templates with linked reference guidance
• Concept model for integrating field data collection into a central dashboard
• Microlearning-style visual aid to support understanding of core verification requirements
• Summary of field test findings and final refinement plan for broader rollout

• Simplified tools improved consistency across field teams conducting compliance checks
• Regional teams reported improved usability and time savings compared to existing tools
• Pilot results informed scalable implementation plan across broader network
• Shifted mindset from compliance paperwork to operational verification done well

Sector:
Ports & Maritime – High-Risk Bulk and Container Handling

Engagement Scope:

• Risk-Based System Simplification Strategy 
• AI-Assisted Content Structuring 
• CGI Visual Scenario Modelling
• SharePoint Tool Integration and Role-Based Access 
• Pilot Testing and Operational Feedback Loop
   

A major port authority managing bulk, liquid, and containerised freight operations sought to overhaul its existing safety documentation and procedural tools. Much of the content was siloed, overly technical, and not tailored to operational roles—from tug masters and crane operators to visiting contractors. Baxter Consulting was engaged to simplify and modernise the system with a blend of AI-assisted restructuring and high-impact visual design.

• Reviewed end-to-end port operations including ship-to-shore interfaces, confined spaces, and dangerous goods transfer 
• Used AI tools to streamline content structure and language, verified by port safety leaders 
• Created CGI scenario walk-throughs for high-risk tasks (e.g. mooring, bunkering, heavy lift prep) 
• Built a role-based SharePoint platform with smart search and task-based document filters 
• Conducted live pilots at terminal and berth locations, integrating user feedback into final materials
•  Ensured all digital outputs met accessibility requirements, including WCAG visual compliance standards
   

• Simplified procedures for 15 high-risk tasks 
• CGI-based visual tools to guide complex and low-frequency operations 
• SharePoint hub with QR-access and role-specific dashboard views 
• Mobile-ready work instructions for frontline and ship-side workers 
• Leadership tools for toolbox talks and operational coaching
   

• Reduced time to locate and apply safety procedures during shift work 
• Improved engagement by tug, stevedore, and contractor crews 
• Visual learning improved retention and confidence during vessel operations 
• Standardised safety language and expectations across terminal zones 
• Now adopted across three port precincts with scope to expand to offshore terminals