December 19, 2022 . 5 min read . Sean Huang

Digitizing Your Field Service Paperwork

Digitizing Your Field Service Paperwork

Digital transformation is changing how we operate businesses for the better, especially in the field service industry. Classic ways of documentation and reporting involved numerous paper sheets, copies, and places to store important information. Accessing and recording data in the field can be cumbersome and human error or lost forms can mean lost time and money. Field service software offers a sustainable and accessible way to record data in the field and share it with stakeholders. The internet of things (IoT) connects digital solutions to existing software which means collaboration is instant and manual tasks are now streamlined and easy. Now more than ever, increasing efficiency and removing unnecessary administrative work are important solutions to save billable hours and lost revenue. Digitizing your reporting means more compliant projects and not having to redo work or chase down information. Field service management software can provide a solid foundation for your documentation in the field that will save you time and money. 

It can be daunting to update existing manual processes. With digital forms, you will gain security through cloud storage, which means no lost forms or delays in accessing information. Accurate reporting allows for important compliance documentation to be completed and human error reduced. Digitizing your field service paperwork is possible with software solutions that offer real-time visibility for those in the field service business. Field service management software offers mobile applications with digital forms that eliminate the need for paper reporting from a job site. This means your field technicians can easily access customer history, digital paperwork, and checklists from their phones in the field. Data is easily collected from the field in real time and immediately accessible to the organization. Let’s explore how digitizing your forms can bring serious benefits to your organization and streamline your operations.

Updating Your Manual Procedures

Paperwork is constantly moving from the field to the office and requires long-term storage. Manual records are prone to human error and inefficiency and can lead to lost hours, compliance fines, and reduced revenue. Updating your manual procedures can be a quick way to boost productivity and efficiency in a way that can add revenue and improve profits. This is achieved by improving existing systems in a way that eliminates redundant administrative work saving billable hours. Perhaps you already use a spreadsheet or other software to organize important information, but it has to be recorded manually and inputted again later. With the right field service software, your team will be able to input data into a form the first time without needing to revisit or manipulate the data later. It can then be easily exported if you need it, but the collection is done right the first time.You’ll be working with data as soon as it is inputted in the field, with no unnecessary transcription tasks. Updating your manual procedures is an easy way to start implementing digital change and streamlining your operations.

Avoid Errors in Your Reports

Manual reports and paperwork are easier to lose and prone to human error or translation mistakes. A forgotten decimal point or incorrect metric can go unnoticed and cause serious delays. Paperwork often needs to then be organized or input a second time into a spreadsheet to then manipulate or analyze the data. With customizable digital forms, important data isn’t left in the field and can be securely inputted immediately and saved to the cloud. A digital form can prompt for specific metrics and there is nothing lost in translation. You’ll then be able to organize and export data to analyze later. This means technicians can spend more time actually completing their assigned tasks instead of traveling to the field and transcribing data. Digitizing your field services ensures you don’t have to deal with errors or issues and can focus on the work itself.

Easily Stay Compliant

Keeping certifications and maintaining standards requires that your team is consistent in maintaining records. Staying compliant doesn’t mean just having records for a current job, but also being able to readily access past reports and documentation. When field technicians input data into a digital form, you’ll have access in real time to important compliance metrics. Through secure storage, your reporting will be easily accessible for past work as well. Customized templates and forms for your projects mean inspections and documentation on your mobile field service app will populate exactly the information you need in the correct metrics. This will ensure that no data is in the wrong format or forgotten. Consistency is key, so let a digital process handle the reporting and reminders on recurring tasks and forms.

See Updates in Real Time

Think about the time we spend looking for information. If what you need exists in different locations or you need to include a colleague, this can take valuable time and delay a project’s progress. Digital transformations in fieldwork give instant insight into any project, anywhere in the world. Quick insights mean being able to share information immediately with customers, consultants, and stakeholders, but also having quick information to make fast decisions. For field technicians, customer information, job history, and reports are available from a desk or mobile device. Easily accessibility of information about a site or client means field technicians have a clearer picture of the job itself. Real-time updates in the form of inspection reports, site documentation, or budget information, we have a clear picture of exactly the status of a project. Digital reporting provides an accurate foundation of information which can inform important business decisions. Stop asking for information in long email threads, and start accessing and collaborating with a field service management platform.

Get Started Today with Matidor’s Intuitive Software

Enjoy customized reporting and digital forms that include the data your business needs without the stacks of paperwork with Matidor. Matidor is a field service app that allows you to input data into a digital form without an internet connection from the field. Matidor is a project management platform that gives your field technicians real-time location information and visibility into their projects. The most efficient way to collect data in the field is when you only input it only once. With Matidor, you’ll input the data in the field and be able to focus on more high-value tasks like analysis and easy exporting and reporting. No long email threads to find information or collaborate with colleagues.

Big mistakes, and even fines, can result from small reporting errors. Matidor helps you keep track of the small details so you stay compliant and past documentation is easily stored without taking up large amounts of physical office space. Digitizing these processes will save you valuable time and resources while reducing human error and redundancies. Give your field service teams the full picture in the field with customer history, operational notes, and customized digital forms and prompts. Contact our team today and let us show you how easy it is to get started with Matidor.

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