Does Your Company Still Use Paper Checklists in this Digital Age?


This question is not intended to reproach your practices but to help understand why. It is totally possible that some businesses still depend on paper checklists because that is the process they have been following for years. Either the staff doing the check-ups is resistant to change or there is no clarity on how to make the transition, especially if it is a large-scale business.

The ongoing pandemic has made many businesses realise the importance of adopting technology to help in their day-to-day operations. Yet, it also comes with its own set of challenges. This article explains the pros of moving to digital checklist apps. Also, learn how you can climb through hurdles with the right setup and vendor support.

Why is a Paper Checklist Part of the Bygone Era?

If you still use paper checklists to update inventories or carry out physical check-ups, you already know the disadvantages. It is almost impossible to avoid some of them even if you have your own, more efficient process. Some drawbacks include:

Susceptible to Human Error

This is one of the biggest cons of using paper checklists. An inventory professional can miss out on counting packs of toilet rolls and that can influence the final numbers. Small gaps can be fixed later in the process. However, it becomes a problem when there is a big variation, more so if it is connected to a supply chain.

No Real-time Visibility

You have to manually update the checklists every time. This can paralyse processes and prevent you from staying on top of your business operations.

Poor Staff Productivity

Paper checklists take a lot of time to create, update, and maintain, especially in supermarkets and large restaurants. This can lead to overworked staff and a general drop in productivity.

These issues have plagued businesses for a long time.Yet, there is this peculiar hesitancy to adopt better solutions. Today, app-based checklist tools have revolutionised this activity. They provide a smarter way to inspect physical stores, file reports, and record data for easy auditing. The simplicity and transparency that they provide have made several businesses leave old methods behind.

Embracing Digital Tools to Save Time and Improve Efficiency

One of the most noticeable positive trends of the current times is the active adoption of technology. Businesses, small and big across industries are finally realising the true potential of technology. This gradual shift to adoption of digital checklist tools is a sign of that realisation.

Moreover, when you start using app-based inspection and audit software, they often surpass your expectations. This mainly stems from the presence of practical features such as:

  • Possibility to create all types of checklists.
  • No need for coding knowledge or experience
  • Easy creation using spreadsheets and photo-based OCR
  • Intelligent and logic-based auto checklists
  • Templates for easy kick-off
  • Data analytics to aid in decision-making and overall development
  • Geo-tagging and function to click photos to prevent data tampering

Whether you run a department store in a metro city or a fast-food restaurant, inspection and auditing have become critical in this age of coronavirus. With social distancing and other safety measures still mandated by the government, it might be a good idea to start experimenting with a shift. A complete transition will take time depending upon the scale of your business. However, tough times call for smarter decisions. Moving to digital checklists is one such wise decision.


It is when you weigh the cons of paper checklists against the pros of digital tools that you realize the significance of emerging technology like artificial intelligence and machine learning that are the backbone of such enterprising solutions.