data collection, barcode data collection system, mail room tracking software, asset management software

It’s Time to Replace Paper Inspection forms in the Field with Mobile Apps

For years, paper inspection forms were the way for enterprises and SMBs to collect data in the field. While limited in capability, alternatives to paper forms were either unavailable or too expensive. However, with the advent of smartphones and tablets, mobile inspection forms have now emerged as a more productive, more efficient in-the-field option. Paper forms have proven to have numerous flaws such as errors in transferring data and extremely time consuming.

Luckily, there is an alternative to the old fashioned pen and pad: mobile apps. With a mobile app such as OmniCheck, all data can be entered in real time and synced in the app, so that it may be viewed instantly from any other device, from any location.

Let’s take a look at what makes this software based system far more effective than paper inspection forms.

  1. Efficiency

With paper and spreadsheets, information has to be recorded in the field, copied to a spreadsheet and then sent for review. If there are any issues with the data, it has to be sent back and forth between supervisor and field personnel until everything is correct. Also as paper forms are not overly durable by nature, there’s always the possibility of a form being torn, smudged, stained, etc. In addition, paper forms can also be misplaced or lost entirely.

With a mobile app, this multi day approach can be reduced down to a 20 minute process. Field personnel add data in real time, which can be reviewed by a supervisor remotely on a separate device. There’s no need to transfer data or send spreadsheets, as everyone can access the same information through the mobile app from any location at any time.

  1. Better Customer Service

Faster review also means a faster turnaround. Your clients can receive same day results, instead of waiting extra time for documents to be checked over. Corrections are just as easy and can be made in real time, without sending out for updated copies or spreadsheets.

  1. Accuracy

Because data can now be reviewed immediately, any errors or issues in the data can be addressed straightaway, while the team is still on location. This shaves days off a project’s timeline, reducing the possibility of having to return to a site to gather more information.

Also for the most part, paper forms are filled in by hand, increasing the likelihood of human error. Moreover, as paper forms then require transcribing, the possibility of information being misread or illegible also exists. Mobile App eliminates these issues immediately.

  1. Reduced Costs

A mobile app does not only save your company valuable time, but significantly reduces labour and data entry costs as well. Copying, transferring, and correcting data all take up significant time when only one person can view and edit a project at a time. On a mobile app, however, everyone can make changes and view the same project data, eliminating the need to transfer or send files around.

  1. Corporate Responsibility

In an age of green movements and environmental initiatives, it has never been more important to promote sustainability and strive to be more eco-friendly. This could not be easier than going digital and removing paper from your business’s daily activities. Using a mobile app removes the need for paper documents and spreadsheets, helping both the environment and your ecological footprint.

  1. Adaptability

With a mobile app like OmniCheck, the software is fully customisable and scalable without programming, allowing you to tailor the app to your needs. This makes the software sustainable and long lasting; there’s no need to buy new software, you can simply adapt the existing model to current requirements and receive updated over the cloud.

  1. Simplicity

With mobile apps, you can make sure data collected in the field is consistent with your standards across all teams. When clients’ needs shift, safety regulations change, and engineering guidelines evolve, you can make updates across all platforms and ensure best practices at any time.

No copying. No transferring. Real data in real time. You choose the parameters of your software, allowing you to use only what you need. Simple, straightforward design allows for easy use, minimises the risk of error, and makes corrections a breeze.

  1. Compatibility

Mobile apps can be configured to work across all devices, whether you want to integrate them into your current hardware or add them to new technology. Also, apps can always be updated to match new versions of laptops, handheld devices, etc., making for the most versatile option in data collection and inspection forms.

A paper form has a standard printed framework. Conversely, mobile forms have several options that can immensely improve an enterprise’s workflow. Features such as photo/signature/barcode captures can be entered seamlessly into a mobile form. Other mobile inspection form features include geo and time stamps, to better track field worker efforts and secure proof-of-delivery.

Replacing paper forms and spreadsheets with OmniCheck mobile app for field inspections can reduce labour costs by 30%, improved data accuracy and customer service, and eliminates the need for paper forms and spreadsheets all together. OmniCheck mobile solution is completely customisable and scalable.