Best Practices for Managing Safety and Maintenance Reports of Your Field Team

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Best Practices for Managing Safety and Maintenance Reports of Your Field Team

Every company in Construction industry deals with numerous reports on a daily basis: safety reports, maintenance reports, accident report and “whoknowswhatother” reports. All of them are mission critical for day-to-day operations and have great impact on revenue generation. However the industry is still doing things in an old-school way – on paper or via e-mail. And here are just some of the problems that are in the air:

– Human Errors.

Here’s a story: a technician fills out a report, delivers it to the office and leaves back to the field. If there’s a mistake, he will have to go back to the site and collect data again instead of visiting the next customer.

– Turnaround Time.

Field professionals need to manually deliver documents to the office. Which means either driving back and forth every day or visiting the office once a week or so. As a result your company either spends tons of money for trip reimbursements or office gets all the information with big delays and response time becomes much longer than it should be. Days are spent on activities that should take hours.

– Document Losses.

Once a technician needs to carry binders on paperwork every day there is always a risk that a paper document will be lost or damaged somewhere on the way.

– Storage Overhead.

Every document is still a piece of paper that should be physically stored somewhere. And this problem is getting only worse every year.

– Accessibility.

Some sites need to be visited periodically and technicians need to refer to history of visits every time. With paper documents it takes effort and time to find previous reports when you need them.

– Money.

Every time you print or copy your company spends resources with 0 ROI, even worth, you’ll have to spend more resources on managing, storing and delivering that paperwork.

I’m sure you don’t want to waste more team time on struggling with inefficiencies. Let them do things in a new way and concentrate on activities that actually matter. Here are 5 simple steps that will bring results right away and increase your billable hours significantly:

– Documents.

Make all of your reports fillable PDFs: this way all data will be delivered to the office in a unified way and will be very easy to analyze and handle.

– Devices.

Equip your team with iPads: these devices are still the most adopted tablets in business. Intuitive interface, stability and long battery life are beneficial for field teams.

– Processes.

Create clear and intuitive processes: the easier it is for the field team to complete the document, the faster they will be able to move on to the next assignment. They should be able to pull up a new report and deliver it to the office with one tap.

– Solutions.

Use cloud-solutions to easily distribute templates and collect filled out reports: cloud solutions are accessible at any time from any place, this means that your team will always have everything they need at hand to complete their job fast.

– Access 24/7.

Use centralized repository to keep all completed documents: all previously completed reports should be accessible for field and office teams for further reference at any time.

We’ve built efficient and easy-to-use document flows to multiple companies across your industry. Want your team to be more efficient as well – let us know and we’ll share some best practices with you. Or try it on your own – it’s free.

Stay tuned! We’ve covered Time Cards, Work Orders and Expense Reports management in our previous posts. Tips on more efficient processing of Inspection Reports, Contracts are coming.