Using Mobile Forms to Improve Compliance Efficiency

Complying with local, state, and national regulations requires a paper trail--it doesn't matter if you’re in compliance if you can’t prove it. Paperwork, unfortunately, is notorious for its ability to get lost, misplaced, overlooked or forgotten, leaving you without the documentation you need when you need it. 

A Mobile Forms Management System greatly improves your compliance efficiency by swapping physical paperwork for digital documents. Doing so makes collecting documentation easier, improves data collection, and emphasizes employee accountability.

Collect Data on the Go

Chasing down employees to fill out forms and secure signatures is one of the biggest hindrances to compliance efficiency, especially when your workforce is scattered across multiple locations. A mobile form system automatically emails needed documentation to employees to fill out, sign, and resubmit. Managers save time playing tag with hard to track down employees, freeing them to focus on more important tasks. 

Process Improvement

By facilitating real-time responses to compliance issues, mobile form systems allow managers to quickly identify employee knowledge gaps and safety issues. With physical documentation you have to check paperwork to see if an employee is qualified to operate a particular piece of equipment. With a mobile form system, you can pull up that information instantly and push notifications and instructions to workers based on what the system reveals. 

Rich Data Collection

Running data analysis with paper documents is a herculean task--so much so that many organizations balk at the time and effort required. With all information stored in a mobile form database, audits and other data analytics can be compiled much faster. Safety issues that would once have been overlooked are easily identified by examining historical data, improving compliance efficiency.

Real-Time Risk Reports

With mobile forms, employees can gather risk data in real-time, submitting it to managers for review. A simple, easy-to-submit report form can be very effective when it includes:

• The date of the risk.
• The employee’s department.
• The name of the employee submitting the risk.
• A summary of the risk event.
• Suggestions for how to address the risk and move forward. 

Such forms can also include a 0-10 risk impact score to indicate the severity of the risk and a risk likelihood score. Receiving such reports in real-time can prevent injury and even save lives. 

More than Text

Mobile form systems need not be confined to text. Employees can make full use of their mobile device’s camera, submitting photos or videos as well as written notes. For technicians in the field, the ability to show head office a photo of damage or a video of equipment in operation is invaluable. Visual media can also be used to communicate with clients or customers in the field, improving customer service. 

The best way to understand how Mobile Forms can impact your facility operations is to see it in action. Schedule a personalized demo of the Mobile Forms Management System with a TPC Workforce Management Solutions consultant today.