If you’re a business owner or team manager struggling to gain control over a mountain of paper-based data for performance inspections, you’re probably also battling disorganization, low productivity, and poor compliance. 

Legacy inspection systems are what square pegs are to modern businesses to round holes. Read on if you’re curious about making a switch to a more robust performance inspection system. We tell you who needs it, why they need it, and how quickly they adapt to a better business solution. 

Are You in Need of an Update?

Firstly, business owners and managers must accept that there is indeed a problem or even a scope for optimizing business functioning. 

As an individual in a leadership position, if you resonate with any of the business woes listed below, now may be the time to implement a more efficient solution. 

1. Low-performance levels and slow reaction times 

If you struggle to have broad but in-depth oversight of performance levels and maintain accountability, your current inspection system is not meeting the mark. 

You may also be facing delays in error reporting, root cause analyses, and the rectification process, all of which are exacerbated by poor performance levels.

Also read: How much can delayed incident reporting cost you?

2. Compliance and regulatory defaults

Have you fallen into the trap of paying non-compliance and penalty fees? Are you frequently falling short on maintaining regulatory requirements? The losses incurred are not only financial but reputational. Not delivering according to standards tarnishes the image of your business and negatively impacts the end customer. 

3. Lack of quantifiable and trackable data for analysis 

Process inspections are all about consistently analyzing results, but it becomes incredibly difficult without organized and referenceable data. Sorting through reams of paper often riddled with unintelligible observations is time-consuming and detracts value from inspections. 

The Solution: Paperless Inspection Systems

Digital inspection solutions cover a plethora of bases when it comes to tackling the usual suspects in failing performance evaluations. Going paperless arms you with a multipronged solution.

1. Cost-effectiveness and time efficiency

Traditional inspection systems are an incredibly error-prone maze of paper. As a result, reports, past and present, are frequently illegible, lack visual evidence, and are missing critical data such as date, time, and location stamps. 

Critical criteria are overlooked either due to disregard or because they may be hard to track about changing regulations. Automated inspections allow for the usage of a standardized checklist, which auto-fills basic data such as time and date stamps, as well as GPS coordinates. 

Furthermore, performance inspection software facilitates quick observational recording and allows attaching visual proofs to reports. Collating and referencing data at any point during the inspection is uncomplicated while also drastically reducing storage needs for physical copies,  saving both time and money. 

2. Data accessibility and security

Physical copies of reports are cumbersome to store and keep track of, as they are more vulnerable to theft and physical damage. Data loss renders the inspections and data analysis process practically useless in either event. 

With paperless inspections, all data is encrypted and stored on a cloud, accessible to those who have the authority at any point in time but is safe from possible data breaches. Do not underestimate the power of secure and readily available data.

3. Higher returns on investment  

Adopting digital solutions is an excellent operational management practice and allows for more extensive coverage for inspections of company happenings. In addition, high ROIs are usually visible a few months after implementing the new software. 

The benefits are far-reaching:  the eco-friendly solution drastically cuts storage costs, while real-time assessments and solutions reduce instances of non-compliance, thereby reducing penalty fees. 

Additionally, the adaptability of paperless solutions allows for dynamism in the face of changing regulations, as well as more straightforward analytics, reducing time and effort in redundant tasks. Employees have also proved to be more receptive to a streamlined inspection process.

4. Risk mitigation

Opting for paperless inspections provides real-time error tracking and assigns tasks and deadlines, which keep employees accountable and faults to a minimum.  

This mitigates risks by ensuring that corrective actions are taken immediately, ensuring that regulations are respected. In addition, a healthy work environment is created as a positive side effect, which simultaneously boosts morale and productivity levels.

5. Data and report accuracy

Reports generated after paperless inspections are much more detailed and reliable. These reports can be easily sorted and cataloged according to requirements and can draw upon data from previous reports to help in performance tracking and retrospective analysis.

How Should You Go About Updating Your Inspection System?

Choosing the right software to meet your business requirements can be difficult, but that’s why we make it easy for you here at Pulse. We help you transition by offering support from the get-go and providing guidance while importing and digitizing your current reports to create a database. 

We also help set up and customize your workflow, which you can do either with our range of pre-existing templates or with new ones you create from scratch.

If you’d like to get a feel of how it would work, book a demo today.