How Digital Inspection Workflows Reduce Paperwork and Workload for Administrators and Field Workers Alike

You’ve likely heard that digital inspection workflows reduce paperwork. But why is this? In this article, we’ll explore the factors of digital inspection workflows that contribute to the reduction of both paperwork and work in general.

How digital inspection workflows reduce paperwork

Digitizing literally reduces paper by replacing it with digital forms. After all, if field users are recording inspection data on either an app or a handheld device housing inspection software, there’s no need to record that same data on a paper form as well.

Not only do digital inspection workflows reduce paperwork in this way, they also eliminate the need to complete so much paperwork in the first place. Since digital inspection records are securely stored in the cloud and regularly backed up, the number of inspections that need to be redone due to lost or damaged sheets drastically drops. Along that same vein, digital systems allow for data to be validated as it is entered and for required fields to be marked as such, guaranteeing form accuracy and completion.

How digital inspection workflows reduce workload

Going digital enables companies to lighten the load of field users by utilizing tools exclusive to software systems. For example, automation allows for certain user-specific information to be saved. Fields for information such as user name, location, and assigned asset can be auto-filled to save time. Automation can also be used for the following:

  • Creation of recurring inspection schedules and assignments
  • Performing calculations
  • Generatings reports
  • Suggesting, scheduling, and tracking follow-up actions for failed inspections

Other such tools include dropdown menus, photo capture, and conditional logic (a feature that filters which questions appear to users based on answers provided to previous questions). 

All of these tools eliminate unnecessary steps, meaning that forms take significantly less time to fill out digitally than they do on paper. Thus, digital inspection workflows reduce paperwork, regardless of whether or not that work is actually done on paper. 

In order to reap these benefits, however, digitization must be done correctly. Many companies are sitting in an awkward limbo where some of their checklists are digitized while others are still on paper, which often causes even more mayhem and confusion than just using a completely paper-based system (and that’s saying something!). Rather than trying to build a 1:1 recreation of your paper system in a software, take full advantage of the technological benefits digitization offers. Be ready to do some rethinking and reorganizing of inspection procedures and information flow.

Additional benefits of digital inspection workflows

It is true that digital inspection workflows reduce paperwork, but that is only one among a whole host of benefits digital systems offer.

Such benefits include:

Digitizing allows you to put the days of rifling through binders behind you, as all records, including inspections, reports, proposals, and invoices, are stored in the cloud. Knowing exactly where to get information makes it easier to make informed decisions by replacing guesswork with real-time insights.

Platforms create the most efficient workflows possible by simplifying the processes of connection and collaboration between different departments, offices, teams, and employees.

Since analytics dashboards are updated each time new data is entered into the system, accurate and updated reports are ready to be generated at the drop of a hat. Additionally, progress on tasks can be tracked, harboring an environment of individual accountability.

Digital inspections ensure that workflows remain the same, regardless of who is conducting inspections, when and where they are being conducted, or what equipment is being inspected.

Digital systems are infinitely easier to scale than paper ones and can be configured for the needs of each company department, office, and team.

Conclusion

Digitizing is a process that pays for itself time and again. Digital inspection workflows reduce paperwork, which in turn decreases the workload of administrators and field workers alike, and the cycle continues on and on.

This all sounds fine and good—great, even!—but it also sounds more a bit complicated; after all, are you expected to replace cheap paper with expensive handheld devices? Well, first off, paper systems end up being more costly in the long run. Also, luckily, buying a new device for every single field users is not a requirement—if you have the right software. InspectNTrack’s inspection software is compatible with any Android, iOS, and Windows device—from phones to tablets to computers.

However, having some handheld devices might be useful when it comes to certain digital capabilities, such as Bluetooth scanning. So, in addition to software, InspectNTrack sells an array of devices, including:

If you are ready to see how digital inspection workflows reduce paperwork for yourself, request a demo from us today!

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