Going paperless in your office is quite easy, as there are many solutions out there to help you create digital forms and documents. Going paperless while you are out in the field, however, can be a more challenging transition.
Collecting data on paper forms is long and inefficient, so it only makes sense for you and your employees to search for a bettter solution. Here is how you can use forms for apps to collect the precious data your business needs.
1. Build your forms for apps
Forms that can be used on mobile devices, even in places where there is no wifi signal available, will allow you to easily collect data and to bring it back to the office where it can be organized, used and shared.
Search for a software or an app that can help you build your forms for apps, and take your time to build forms that integrate well with your other business applications. Complete your forms for apps with the features you will need to collect data.
2. Pre-fill your forms
Typing on a phone or tablet can be slow and difficult, especially if you are trying to complete other tasks at the same time. You want your employees to use your forms for apps to collect important data, but you don’t want them to have to type more than what is necessary.
As you build your forms for apps, try to pre-fill them with the information you already know. For example, you could pre-fill an address, a price estimate and the description of the job to be done. Your employees would only have to type information to confirm that they have completed the job, and to collect some additional data.
3. Use the functionalities of your mobile devices
Mobile devices have touch screens and built-in cameras, and your forms for apps can certainly make the most of these functionalities. If your forms need a signature, you can add a feature that will make it possible to sign them, using your mobile device’s touch screen.
Your mobile device will also let you scan barcodes and QR codes, which can be a great addition to your forms for apps. You will also be able to take pictures of your inspections or of the work you have completed, and to add them to your forms.
4. Add GPS and time stamps features
Your employees will visit customers and inspect different sites. Your forms for apps can use a GPS feature to capture the exact locations visited by your employees, so they don’t have to type them down on their phones or tablets.
Another feature for your forms for apps can collect time stamps, so you will know without a doubt when your employees arrived at the site of their inspections, how long it took them to complete their job, and when they left.
5. Share your collected data
If your employees are filling out their forms for apps offline, the forms will save on their mobile devices and will send automatically as soon as they have access to a network again.
Forms for apps will simplify the job of your employees on the field, but it will also make everything easier for everyone in the office as well. The data collected will be accessible by your employees almost immediately, and they will be able to share it and to organize it instantly.
Compare this to the way your collected data has to be carefully catalogued when you are using paper forms, and you will see how using mobile forms will benefit your business.