The move from paper to digital job sheets is a significant step forward for mobile workforce management.
By removing the limitations of paper documentation and manual processes, it unlocks much more effective and flexible ways to collect and record information from remote workers.
Here’s a look at ways to make the best use of a mobile job sheet.
How does a mobile job sheet work?
A mobile job sheet replaces paper documentation with a digitised equivalent. With cloud-based data, it allows job information to be accessed and collected via a handheld device.
Rather than a static document, a mobile sheet can be used as part of an interactive process with fieldworkers guided through job-specific workflows.
This can include the use of on-screen notifications, checks and reminders. The information collected can range from text entry and option boxes to digital signatures, images and videos.
All of the information that’s collected remotely is instantly accessible to managers and office staff, removing the need for data to be manually transferred.
What kind of information can be recorded on a mobile job sheet?
Digital handling of job information makes it possible to share and collect any kind of data. This includes:
- Job information
- Digital signatures
- Vehicle checks
- Risk assessments
A mobile job sheet can replicate any of the information collected on paper forms. Instead of information having to be hand-written, details can be recorded using on-screen lists and options.
This provides a much simpler, faster way for mobile workers to collect the info required and to remove the errors and inefficiency caused by reliance on handwritten notes.
A digital workforce management system such as MyMobileWorkers allows customer and client signatures to be easily recorded. A smartphone app is used to allow a signature or initials to be collected in a matter of seconds.
It provides a reassuringly professional way to document that a product or service has been properly delivered. It helps to reduce paperwork costs and improve logistical efficiency.
A major benefit of mobile job sheets is the ability to record digital images. These can be integrated into the workflow and used to show anything from proof of delivery to the state of a job site before and after maintenance work.
With MyMobileWorkers, there’s also the option to add text notes and markings using a drawing tool. It’s a simple and effective way to record information that goes beyond the limitations of handwritten notes.
When a still image is not enough, video records can be integrated into a mobile job sheet. Using a smartphone app, it’s easy for a mobile worker to record a clip to show completed work or as part of a risk assessment.
It’s also a way for a fieldworker to quickly record additional information via a video message that would be too time-consuming to record as a text note.
Trying to ensure that proper vehicle checks are carried out has always been a challenge for mobile workforce managers. With a mobile job sheet, it can become an essential requirement that must be completed before a vehicle is used.
If any issues are highlighted during a check, the information is instantly available to managers. By ensuring effective checks, you can improve safety compliance and operational performance.
The nature of the role means that mobile workers are constantly having to assess the risks of new locations and work sites. A mobile job sheet allows recording risk assessments to be a simple and streamlined process.
With a digital workforce management system, this data is automatically collated along with the rest of the job information. It provides an audit trail to show exactly when and where safety checks have been carried out.
How do you choose the data to record?
If you are moving to mobile job sheets from a traditional approach then you already have a starting point. Any info that’s currently being recorded can be translated into a digital equivalent.
This delivers a much faster and more efficient way to handle information, significantly reducing and admin burden. But you should also look at how to make the most out of the additional benefits of a digital process.
Areas to focus on include:
Collecting the right data can help improve the performance of your workforce. Whether it’s keeping track of completion times or quantitative ratings of tasks, it provides the accurate data you need to improve operations.
Making sure you have a timestamped data trail of safety protocols helps to reduce risks and maintain effective compliance policies. Integrating safety tasks into a mobile job sheet ensures they get done.
A digital approach can radically improve the way that information is communicated between remote workers and managers and admin staff. The ability to record images and videos allows you to go beyond the limitations of handwritten notes.
Want to know more about mobile job sheets?
Find out more on how MyMobileWorkers integrates mobile job sheets into a complete management workforce solution.
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