What Does It Mean to Collaborate with Your EHS Software Provider?

In today’s fast-changing business environment, simply purchasing software is not enough. Companies need a true partner that grows with them, understands their mission, and equips them with the right tools to achieve long-term success. 

The difference between a transactional vendor and a strategic partner is monumental. The right software provider isn’t just a supplier, it’s a collaborator, one who listens, adapts, and co-creates solutions that align with your business challenges. 

This is what collaborative innovation is all about: building relationships where transparency, adaptability, and shared goals drive continuous improvement. But how does this look like in practice? Natasha Porter, Chief Customer Officer at Benchmark Gensuite, shares what businesses should prioritize when selecting a software provider to ensure their needs are met, communication remains open, and the partnership delivers lasting value. 

Choosing the Right Software Provider: What to Look For? 

Finding a software provider that genuinely partners with your organization requires looking beyond basic functionalities and pricing. Here’s what to look for when selecting a provider: 

1. A Commitment to Long-Term Success

A strong software provider isn’t just focused on solving today’s challenges but ensures that its solutions remain relevant as your business evolves. Technology advances rapidly, and industry regulations are always shifting, making it crucial for a provider to continuously enhance its offerings. The right partner doesn’t just offer a one-time product but invests in innovation, improving functionalities based on emerging trends and customer feedback. 

2. Flexibility & Adaptability

No two companies are the same. Rigid software can quickly become a burden rather than an asset. A provider should be willing to configure solutions to fit your specific needs and adapt to new challenges as they arise.  

At Benchmark Gensuite we use an 80/20 approach when it comes to configuration: 80 percent of the platform is based on out-of-the-box, best practice-based workflows that have been tested and proven in the field and evolved over time to match the most critical requirements of high-complexity operations. The other 20 percent allows for turnkey, flexible configurations to address any gap or business-specific need, ensuring reliability and ease of implementation. This balance enables fast deployment and scalability while keeping solutions flexible enough to accommodate evolving challenges. 

3. Transparency & Open Communication

Clear communication builds trust. Open and ongoing communication ensures that both parties stay aligned, addressing potential roadblocks before they become major issues. The best providers establish regular touchpoints with customers, keeping them informed about updates, upcoming changes, and best practices for maximizing the software’s value. 

4. A Collaborative Approach

A true partnership between a customer and a vendor doesn’t feel like a software purchase, it feels like an extension of your EHS team. Companies that embrace a collaborative approach actively engage with their customers, involving them in product development and decision-making processes.  

This partnership ensures that solutions are tailored to real industry challenges rather than built in isolation. A provider that values collaboration will actively seek feedback, invite customers into innovation discussions, and adjust their product strategy based on user needs. 

How to Build a Collaborative Relationship with Your Provider 

Selecting the right provider is just the beginning. The real value comes from cultivating a strong, long-term relationship—one built on mutual accountability, shared progress, and responsiveness to change. 

Setting clear expectations early on is essential. Before implementation begins, both sides should agree on success metrics, communication structures, and a roadmap for future enhancements. These initial conversations create alignment and serve as the foundation for a productive relationship. 

Sustained engagement is equally important. A great software provider doesn’t disappear after go-live—they remain invested in your success. Whether it’s through regular check-ins, user groups, or strategic planning sessions, consistent communication keeps the partnership aligned and adaptive. 

Flexibility also plays a vital role. As industries shift and business priorities evolve, software needs to keep pace. That requires a provider willing to iterate on their solutions and a customer willing to provide honest, actionable feedback. True collaboration means learning together and making improvements that benefit both parties. 

A true partnership requires more than just technical support—it thrives on shared knowledge, innovation, and a commitment to continuous progress. The best provider relationships are not transactional; they are built on long-term collaboration, adaptability, and trust. 

Sustaining a Healthy Relationship with your Provider 

Sustaining a collaborative relationship between you and your vendor requires more than periodic updates. It’s about remaining proactive: tracking how well the solution supports business goals, integrating user feedback into future releases, and evolving alongside changes in regulations, technology, or company structure. 

Strong providers maintain momentum through continued training, evolving features, and by directly involving customers in shaping product roadmaps. Meanwhile, engaged clients contribute insights, participate in beta testing, and treat their provider as a core part of their team. This two-way investment fosters not only better results, but also a shared sense of ownership over the platform’s success. In this stage, collaborative innovation truly comes to life through value delivered over time. 

Finally, relationships can break down when the provider is not delivering long-term value. Software should help businesses improve efficiency, enhance workflows, and stay ahead of industry changes. When a solution stops evolving or no longer aligns with business goals, companies are forced to reassess whether continuing the partnership makes sense. The most successful vendor relationships are those that prioritize innovation, transparency, and an ongoing commitment to improvement. 

The Boston Beer Case: A Story of True Collaboration Between Providers and Industry 

A standout example of collaborative innovation is the partnership between Boston Beer, Benchmark Gensuite, and 3Motion AI. 

In 2023, Boston Beer was facing a critical workplace challenge: reducing musculoskeletal disorders (MSDs) among employees. Their traditional ergonomic assessments were time-consuming, taking up to 60 minutes per task, and inconsistent, often varying by evaluator. Despite their efforts, the results were not impactful enough to reverse injury trends. 

Recognizing the need for a faster and more reliable solution, Boston Beer partnered with Benchmark Gensuite and 3Motion AI to implement an innovative, AI-powered ergonomic assessment solution. The collaboration combined the strengths of Benchmark Gensuite’s Ergo Evaluator software with 3Motion AI’s computer vision technology, resulting in a transformative solution tailored to the realities of the workplace. 

With the new solution Boston Beer was able to: 

• Reduced assessment time from 60 minutes to just 5 

• Increased accuracy by 10 to 20 times compared to manual evaluations 

• Delivered more visual and engaging communication of ergonomic risks 

Most importantly, this solution empowered Boston Beer’s teams to identify high-risk tasks faster and take meaningful action to protect their workforce. 

This wasn’t just a tool built for one company—it was designed with scalability in mind. While Boston Beer’s operational needs shaped the solution, it’s now being leveraged by other organizations facing similar challenges. That’s the power of collaborative innovation: co-creating something with specific needs in mind, but ensuring it has broad, long-term impact. 

Collaborative innovation is not just about solving a single problem, it’s about developing forward-thinking, flexible solutions that create long-term value across the board. 

Read the full Boston Beer success story here. 

Final Thoughts: Building Stronger Partnerships Through Collaborative Innovation 

A strong vendor-customer relationship isn’t built on transactions, it’s built on trust, shared goals, and a commitment to continuous improvement. When choosing a provider, companies should look beyond technical capabilities and ask: are they truly invested in our long-term success? 

At Benchmark Gensuite, we believe that innovation happens through partnership. That’s why we don’t just deliver digital solutions—we collaborate closely with our subscribers to build lasting relationships that evolve with their needs. 

Through programs like our Executive Advisory Group, subscriber innovation work groups, and user forums, we maintain open, two-way dialogue to shape our solutions together. And with our annual IMPACT Conference, we create space for our global community to connect, share insights, and influence the future of EHS and Sustainability. 

Want to see how collaborative innovation drives real results? Explore our case studies and discover success stories from our partners.