Digital Forms Are Reshaping Job Sites
Much like fax machines, filing cabinets are fast becoming a relic of the past. With the rise of document management software, more and more workplaces are switching to digital methods to handle their OHS paperwork. It’s not difficult to see why. Going paperless is not only more efficient and reliable, it saves time and money too. In a world where everyone is constantly connected by software, apps, and devices, it makes sense to migrate to a paperless workplace. Here we take a look at some of the main benefits of going paperless.
1. Fewer Delays
Keeping on top of training requirements is absolutely critical for many businesses, particularly in industries such as building and construction. An employee not having the correct training for a job can lead to all sorts of headaches for an organization, including the possibility of lawsuits if something goes wrong. Manually keeping tabs on who needs what type of training and when can often result in needs being overlooked until the last minute. This, in turn, can mean lengthy delays while an employee undergoes the necessary training to continue or carry out a job. The use of digital forms and procedures means that Health and Safety Managers no longer need to worry about keeping track of training requirements. Automatic alerts will notify them of upcoming expiries so that they can organize the appropriate training before time and reduce any unnecessary delays.
2. Digital Forms Are Easier to Find
Before the world went digital, forms were generally kept in folders which were placed in filing cabinets that often ended up in a basement somewhere gathering dust. Whether it is filed alphabetically or chronologically, physical paperwork still has a habit of going missing from time to time – usually when it’s needed most. Fortunately, computers and document management software have made life immeasurably easier when it comes to locating forms.
Rather than digging through a row of filing cabinets looking for a particular form, paperwork can be easily located on the system with a quick search. Cross-referencing is also a simple matter. This not only saves a huge amount of time, it also cuts down on lost, missing or misplaced paperwork – something which can be disastrous when it comes to OHS forms and documentation.
3. Save Money On Printing
Pre-printed forms are fine until they need changing. Even the slightest amendment can see thousands of forms having to be ditched and replaced with an amended batch. This essentially amounts to throwing money down the drain in terms of printing costs. Using digital forms for paperless policies and procedures does away with all of that. Firms can design their own digital forms to meet their individual requirements and these can be altered or changed as needed. The forms can be completed online via smartphone or other devices which means printing doesn’t even come into it. This saves significant money over the long-term and also means that data is available in the system immediately rather than there being a delay before it is entered manually.
4. Less Administrative Management
Without the help of automation, keeping up with the training needs of a company’s employees can be a daunting task – not to mention a time-consuming one – for Health and Safety Managers. Fortunately, employing the use of a Training Matrix can eliminate the need to remember training deadlines and what training needs to be completed by new hires. With minimal setup, a Training Matrix will take care of all training-related details in a few steps:
- The company’s roles and specific training topics are entered
- Courses which satisfy the training topics are specified
- Training is then allocated to employees as required – these can be designated mandatory or optional
The system will then take care of the rest, delivering the appropriate training to each individual employee.
The Future is in Automation
The use of digital forms combined with a Training Matrix has seen a complete reshaping of job sites around the world. Gone are the days of searching fruitlessly for missing paperwork, losing track of training needs or spending hours on data entry. Utilizing automation to handle OHS forms for paperless policies and procedures can save a company significant amounts of money and time as well as increasing efficiency. It’s no wonder, then, that the future is automated.