BlogDigitize your paper-based Inspection checklists

Digitize your paper-based Inspection checklists

Gayatri on December 02, 2019

Companies are not intangibles. They are made up of the people, processes, plants, location, products and services they make. These elements, if left unchecked, may lead to cause major issues or downtime. If risks are not understood, tracked and tackled, recovery can get pricey. Companies working with machinery, natural resources, external technology, and a large workforce are always running the risk of unforeseen downtimes, product failure, defective production, exceeding budgets, compliance issues and more. Each of these negative outcomes is almost always dependent on inadequate monitoring and management of the resources. 

As this is the case in most industries, it’s not always easy to identify and track risks and compliance issues faced by the workforce. While this may be caused by several reasons, the easiest to fix reason is tracking of risks and compliances with regular, stringent inspections and using the information to instantly address the issues and transform the workplace.

Problems with paper-based inspections

Many organizations have and still use paper-based forms and checklists to keep track of activities, safety requirements, site evaluations, equipment performance, staff safety and actions necessary to keep employees and workplace safe. This has been going on for decades. Pen, paper, and camera to capture evidence. Naturally, with more paperwork comes more trouble:

  1. Redundant, time-taking data entry
    One person completing the inspection and another (or the same) person then feeding this data into a spreadsheet or reports, taking up staff’s time that could be put to better use on other tasks.
  2. Inconsistency
    Different inspectors can describe a similar problem or a fault in different ways. Inconsistent information can lead to improper analysis and reporting while trying to identify preventive measures.
  3. Illegible
    The content on the paper form can vary due to factors like the inspector’s handwriting, the effect of wear and tear of the paper, the impact of weather on the ink. Errors can accumulate while transcribing documents.
  4. Loss of data
    Paper forms end up in huge stacks and piles. Their journey starts from the inspector’s desk to data-entry clerks to repair manager to manager’s desk to a filing cabinet. Multiple touchpoints result in loss of sensitive information as well as the paper form itself.
  5. Inefficiency
    The time-commitment in form-filling, data entry and report generation increases inefficiencies impacting the net substantial savings in staff time and is impractical in a workplace setup.

Paper vs. Digital Processes

By using digital inspection checklists for inspections, employees can record data in real-time, capture images, with all information getting automatically updated to a central repository of data. Enabling teams with the right tools like a mobile/web inspection checklist can mean easier, quicker, less tedious inspections and cultivating safety habits as an additional outcome. 

Data getting collected in the inspection checklists can be controlled to make it consistent with the norms and making it easier during report generation and analysis. The data gets deposited immediately into a digital database and key stakeholders can receive automatic notification/alerts on issues, patterns, problems to quickly remedy the issue. 

With the right set of digital inspection checklists implemented, inspections that took employees multiple hours or days to conduct and the process can get streamlined, speeded up and stored in one place, all in real-time.

With inspections, right data collation is vital

The biggest, most time-consuming tasks with inspection checklists is ensuring the information getting collated to identify patterns and problems. When conducted digitally, it can save time by automatically uploading the data into a predefined central repository and enabling the managers to see if all planned tasks are being completed. It also gives supervisors the ability to drill down into the data and identify issues, trends and probable sources, in turn making better correction strategies for improvement faster in comparison to doing it on paper. 

The instant access to data helps in boosting workforce and equipment productivity by enabling to quickly take action and make correction changes to be more efficient and effective.

Transitioning from paper to digital

Companies that transitioned from paper inspection checklists and spreadsheets to digital forms and dashboards have started experiencing boosts in productivity and insight finding, making the workplace safer by raising the safety bar with instant updates, auto-assigning of tasks and regular inspections. 

 

Digital inspection checklists stand out when it comes to:

  1. Saving on storage costs
    The cost to maintain inspection applications are lower is compared to annual paper-printing and filing costs along with the costs of the entire logistics and bureaucratic processes going in the handling of information. It becomes more effective, cheaper as well as reliable.
  2. Instant access to information
    With information getting updated in just a single click on the digital inspection form, instant access to the findings and reports is possible, accessible from any part of the world, any time.
  3. Ability to take actions quicker
    The inspection cycle can be designed in the way most suitable to the organization to confirm processes getting completed within controlled limits. Planning and monitoring become easy with automatic alerts on inputs from inspections.
  4. Standardizing inspections
    Standardized inspection forms help organizations in bringing uniformity across their work locations. Bringing uniformity is an extensive task that can be aided by giving the right checklist to the right workforce.
  5. Bringing transparency
    Facility compliance audits, safety reviews, hazard assessments, inspection processes and all things in between demand complete transparency. Facts and figures need to be accessible at any moment. The right inspection tools prove their worth in situations like these.

 

Digitizing inspection and audit checklists with DronaHQ

To help businesses devise the right digital inspection system for their operations, DronaHQ comes into play.

With DronaHQ, you can take your inspection program to the next level using drag & drop checklist builder to add the right input elements to your checklist and standardize data collection. It is incorporated with options to implement your custom business rules and get complete control over the data getting collected from the checklist app. Add the exact UI modules you require for taking down the information and along with workflows for immediate and effective actions using notifications, assigning of tasks, getting approvals, updating the records and even triggering events easily in other enterprise systems using API integrations. 

You get access to build customized analytics and dashboards with the data collected to transform it into insightful information. 

DronaHQ empowers the business user to design checklists and deploy them without having to go to the IT or DevOps. These checklist apps built once can run on Android, iOS or Web devices with pre-built configurations that handle the setting up of the app and allowing users to conduct inspections at their convenience. 

Reduce risks and downtime costs. Manage inspections with inspection checklist apps that let you control the entire operations at a click of a button. 

 

You can start building Inspection Applications without coding. Get Started for Free.