Colin Yates, chief support officer at WorkMobile explains how paperless systems can transform the construction industry
Amidst rising inflation, raw material costs and supply chain shortages, the construction industry has been among the hardest hit by the current economic struggles. Recently, ONS figures revealed that corporate insolvencies increased by 40% between July and September compared with the same period last year. Worryingly, construction accounted for 19% of the total and has experienced the highest number of companies unable to remain solvent.
As many of the current challenges cannot be controlled, it is essential that construction managers minimise internal inefficiencies. Although the sector at large has been somewhat reluctant to embrace technological advancements, digital transformation is one of the most effective ways to achieve this goal. New technology doesn’t have to require wide-scale investment to make an impact. Indeed, simply replacing the company’s paper-based systems in favour of paperless processes can make a significant difference to its operational efficiency.
From better workflow management to cost savings, let’s take a closer look at how businesses can benefit from moving from paper-based processes to digital data capture solutions.
Escalation prevention
Digital data capture solutions can play a significant role in minimising disputes. Some in the construction sector, such as plant hire companies, can see vehicles or equipment returned in an inferior condition or with damage. For damage that may result in serious health and safety issues if the equipment was to be used in its depleted condition, corrective action can cost plant hire businesses thousands of pounds. Given the current economic uncertainties and insolvency risk, companies cannot afford to lose this revenue.
When pursuing a claim, hire companies will only be successful if they have sufficient evidence – including inspection reports, photographs, and signatures – that the equipment wasn’t supplied in this manner. However, it is a difficult and time-consuming task to gather and store this information when relying on paper-based processes. Even if this evidence has been gathered, in practice, it is possible that documents will be misplaced or damaged and hard to trace if not filed meticulously.
Digital data capture solutions eliminate this possibility by storing essential documents in one cloud-based location. Construction workers, contractors, and managers can each share this documentation between one another from any location with an internet connection, without the risk of vital information going missing or being destroyed. Therefore, should a situation arise where companies need to pursue damage escalation, paperless processes ensure businesses are provided with the required documentation to succeed.
Boosts productivity
As construction workers are often spread between different sites, simple communication can become a difficult task. When companies rely on traditional, paper-based methods of data collection, communication difficulties are amplified. For example, if a worker collects vital documentation but is stuck in traffic on their way to the site, they may only realise on arrival that the details are incorrect and must be rectified before equipment can be released or work can begin.
Mistakes like this slow down the workforce and have the potential to waste hours of productivity. Although this has a damaging effect through project delays, it has also been shown to result in costly overruns that impact on the company’s financial health. However, by digitising these processes with mobile forms, the data collected can be imported and stored directly within a cloud-based database. This means that any permitted employee can rectify document discrepancies immediately and with ease, preventing any costly project delays or reputational harm.
Reduced scope for error
Everyone within the construction industry is aware of the importance of compliance, but the key to remaining compliant is to keep thorough and accurate documentation. However, as the nature of the industry means that workers often rush from one site to another, documents are often inefficiently logged or misplaced.
Storing documents in a tangible location, such as construction offices, always runs the risk of essential information becoming damaged or being destroyed. If compliance processes are breached as a result of this occurrence, companies may face legal costs if professional standards have been infringed.
On the other hand, digital data capture solutions can greatly enhance the company’s data integrity by collecting accurate information, ensuring all forms are fully completed, and minimising inconsistencies that threaten compliance. The ability of mobile forms to capture evidence such as timestamps, dates, and client notes helps managers to analyse data that is almost impossible to accurately collect without digitisation and increases employee accountability.
Why now?
The construction industry is being stretched to its limits for a variety of reasons, but inefficient data processing doesn’t have to be one of them. By making this simple change, companies can maximise employee productivity and workplace communication whilst reducing the possibility of financial ill health. The sooner businesses implement digital data capture solutions, the sooner they can eliminate avoidable mistakes and gain a real competitive advantage.
