Filling out forms is a necessary step in many lines of work. Educational facilities, delivery services, contractors, medical personnel and an ongoing, near limitless list of other businesses each require a variety of paperwork to be filled out and interacted with regularly.
Paperwork is often viewed as a chore to complete, but an important one nonetheless. Good documentation is a vital part of any organization, and developing new and interesting ways to make the process of filling out papers more convenient and engaging is a great idea.
1. Eliminates paperwork
Paperwork carries with it several disadvantages, which aren’t entirely necessary given the modern technology available to most individuals. Documenting forms generates a substantial amount of paperwork, which requires sorting and storage. Technology, however, has provided the opportunity to eliminate paperwork all together, by going digital with documentation.
Forms apps are extremely powerful tools for a variety of reasons, not the least of which is the convenience they provide. Forms applications allow a business to eliminate physical paperwork entirely while continuing to maintain great documentation practice. Aside from simply eliminating classic paperwork, there are other considerable benefits worth examining.
2. Forms on demand
Digital forms have the distinct advantage of being available on demand, as needed. If a business requires it, its possible to deliver digital forms through smart devices in order to fill them out off-site. Rather than carrying several writing tools everywhere, alongside a series of papers, simply carrying a smart device or work laptop provides an employee with all necessary documentation at the push of a button.
Digital forms aren’t simply a technology limited to smart devices, however, as traditional computers are free to access and fill them out as well. No matter which device is chosen, it’s easy to pull up the required documentation and conveniently complete it. The convenience of the medium helps to ensure that employees are correctly filling out details, as well as adding additional notes and information where needed. An additional benefit of convenience lies in the fact that employees can pull them up quickly as time becomes available, rather than seeing forms as an end of the day working chore.
3. Digital is cost effective
Eliminating paperwork in favour of digital forms is a significant and noticeable cost-saving measure, as well as a step towards a greener business. By reducing the amount of paper being consumed, as well as removing the need for physical storage space, a business can reduce overhead. Aside from saving on space and supplies, however, businesses benefit from reducing man-hours required to read, organize and store physical documentation.
Digital forms provide a convenient method of automatically organizing and filing forms appropriately as they’re submitted. By setting parameters, the software can direct completed forms to specific teams or employees, in order to ensure that they’re available to the correct parties. Digital forms are stored on inexpensive computer storage, which can be backed up to prevent any loss of data. Furthermore, forms that contain valuable information are secure in their digital environment.
4. Easy recollection of data
The key reason that good documentation practice is necessary, is so that data can be recalled as necessary by finding the related documents. While paperwork presents organizational challenges in that aspect, digital forms are easily recalled by simply typing in a name or related term. The simple fact that digital forms are nearly impossible to lose, and immediately available without searching through large quantities of paperwork makes them a more reliable option for most businesses.
Digital forms are dated by default, down to the minute they’re submitted, which helps to keep track of when a task was completed. It’s possible to assign roles to individuals within the software, exposing additional data to certain users, and making sure that only the required forms are available to each employee.
Ultimately, digital forms are a mighty tool and significant improvement over their paper counterpart, and organizations could benefit from examining the software’s applications thoroughly.