Mobile Forms Reduce Headaches & Costs in Facilities Management

Ben Howden /

If you work in facilities management then you know how time-consuming it is to report incidents, manage tasks and conduct quality inspections. If you’re a large facilities services provider it’s likely hundreds of sites and thousands of zones that need to be cleaned, secured and assessed on a regular basis.

Think about how many hours you invest in these processes every month. It should be clear that there’s going to be significant cost savings by optimizing these processes with technology.

The legacy method of reporting incidents, completing inspections or checklists is pen and paper, and it’s surprising how many facilities providers are still using this method. Here are the key problems with using pen and paper:

  • Inefficient: pen and paper are inefficient. It takes time to write down details, transfer to a system of record, trigger workflows and retrieve the data;
  • Inaccurate: let’s face it, pen and paper are inaccurate. Important details like location and time can be manipulated and errors are commonplace;
  • Lack detail: pen and paper only allow for data in written format. What if we want to capture a photo? Like the saying goes, a picture is worth a thousand words.
  • Costly: pen and paper results in hidden costs. Printing forms, transcribing written information, clarifying details and producing manual reports all add up.

What’s more using pen and paper has a negative flow on effect for your entire operations. Departments need to be in sync in order for proactive and effective operations. How will everyone else know about the security incident or slip and fall that occurred when it’s written down on pen paper?

When you finally notify relevant departments, pen and paper triggers a waterfall of time-consuming and manual processes:

  • What’s the status of the issue now?
    Were the correct people notified of the issue?
  • Does it take priority over another issue or business as usual activity?
  • Did we collect enough information about the issue to indemnify us?
  • The client is asking for details, where are they? Are they correct?

You get the picture. Using pen and paper is inefficient and results in unnecessary costs to your facilities management operations.

What’s the optimal solution to replace pen and paper?

The best solution is mobile forms, available to workers via an app, that automate data access, collection, and delivery. Mobile forms are the fastest path to reducing headaches and costs across your facilities.

Here are the key benefits of using mobile forms:

  • Unification: the same forms, the same inputs, and the same outputs are used across your entire organization, improving data integrity;
  • Automation: trigger forms at the right time and place. Trigger automated workflows and alerts when a form is submitted;
  • Efficiency: written details like date, time, employee can be automated. Smart form structures can reduce the time it takes to capture details. No need to transcribe into another system, it’s all automated;
  • Rich Data: capture extra details like photos and location;
  • Accessibility: forms are accessible by all workers. Reports are accessible by management and clients.

Looking for a mobile forms solution? is a mobile app that uses IoT sensors and automation to optimize your entire workforce across your facilities.

Our dedicated mobile app uses location, sensor data, and other inputs to trigger content, forms, and workflows at exactly the right time and place. The data generated by the mobile app is translated into powerful reports that help you optimize your workforce.

Streamline your operations with the leading facilities management software.

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