How are you capturing data when out of the office? Digitally capturing data means you can eliminate paper and streamline your workflow. This is a great solution to help reduce your emissions and save you time and money.
Last week we were out on the road exhibiting at the B2B Expo in Portsmouth. It was wonderful to showcase how effective digital forms are. They are so versatile and can be used in any industry if you need to collect data when out and about. For us on our stand, it was collecting new prospects data. So, while we were busy chatting with attendees our sales team could instantly link up with our visitors to our stand and send them the information they needed instantly. The digital form streamline data straight to where we needed it.
They are so many ways your business can use digital forms and they allow you to go paperless, saving time, money and reducing your carbon footprint. Digital forms are fantastic for workflow and dramatically streamline your data capture processes.
Here are six of our favourites:
Annual Leave Forms
Everyone needs time off to rest, refresh and re-energize to improve efficiency and productivity. When employees’ request Annual Leave and it is manually entered, it leaves room for error, especially if your staff are all working remotely. Digital Annual Leave forms allows management to automatically receive requests instantly and process themselves or sign off ahead of sending to HR. Going paperless offers a smarter way to streamline data to manage employee leave, increase productivity and boost business growth.
Timesheets
When you have multiple employees working remotely, it can be hard to keep up to date with everyone’s hours and locations. Paper timesheets are just not practical. Going paperless means your staff can record their hours, locations, and work via a digital form on their smartphone, tablet, or laptop. When the forms completed you can send it instantly to where you need. Keeping track of work hours and flow is vital for productivity and growth and a digital trail can streamline this process.
Inspection Forms
Inspections on the job can require examining, measuring, evaluating, and capturing images or barcodes along with an awful lot of other mandatory data. With this, inspectors must carry a clipboard, pen, camera, and smart device to read barcodes etc. The digital alternative means you would only need your smartphone or tablet. With predefined fields and auto calculations you could speed up your inspection and be more accurate as the chance for human error is reduced. Digital Inspection Forms can then be received instantly by your admin teams and actioned instantly, delivering you a more effective solutions for workflow.
Risk Assessments
The aim for risk assessments is to evaluate hazards, then remove that hazard or minimize the level of its risk by adding control measures, as necessary, and these need to be completed daily in some industries. With a digital Risk Assessment Form, you can predefine the risks associated with the work to be completed. Every business is different and will need to hold specific Risk Assessments associate with their business activities. Making them digital means you will always ensure your staff have evaluated the hazards and added an appropriate control while on site. You can even add photos, record the location, and time the risk assessment was conducted. A soon as the assessment is completed a PDF copy can be sent to wherever you need it, so it is recorded as part of your workflow.
Quotes
Processing quotes lead to new sales and to boost business growth you need to act with speed and efficiency. Turning you paper quotes digital while out assessing a job for a new prospect can really improve your sales. Creating a digital quote form allows all staff visiting a new prospect to confidently go through all the services, products, and recommendations. With drop down menus, auto calculations, and the ability to capture photos you can easily produce an instant quote on site and then instantly send a PDF copy to your prospect and send one back to your office teams. Your new prospect could turn into a new client within the day and your admin team would then book in the work in double quick time, giving you an incredibly happy customer.
Reports
Conducting daily or weekly reports as part of your business is vital. Digital versions of your reports for things like maintenance, health and safety, workflow or accidents/incidents can provide you with a digital audit trail meaning you always have access to the information when you need it. Completely reports can be a lengthy process, and when you need to include photos or drawings these can get lost from the original paper version. Going digital allows you to embed photos as part of the report form, have sketch fields so you can map out locations or items of interest and include signatures so a report can be signed off straight away. It is so important to keep all evidence, and supporting information together in one report, and the digital reporting form will allow you to do this with ease.
Digital Data Capture
Going paperless and opting for a digital alternative is a fantastic way of streamlining your business when you have staff working remotely. Digital forms can be designed to capture the data you need and deliver it to where you need it. Our clients say, ‘Digital Forms have transformed the way we run our business.’ Click here to read more from our clients and see how they went paperless. From contact forms to registration forms, reports to inspections, worksheets to timesheets, the digital forms can truly capture all the data you require.
If you would like to find out more about paperless technologies and transform your paper forms to digital, then please get in touch. We would love to hear from you and help you streamline your data capture. Contact via email info@banthamtechnologies.com or call +44 (0)20 7698 4447 or via our website here.
