Most common paper-based inspections challenges

Companies that are still performing inspections in the traditional paper-based system are confronted with many limitations and risks. We have repeated the risks of paper-based inspections many times due to the safety risks.

Worksites are often dangerous places to work in surrounded by heavy machinery, equipment, plus all the people moving around.

Businesses from all industries are constantly looking for methods to prevent mechanical hazards or work accidents. 

Work inspections require a proactive approach especially when they are performed daily. Modern technologies or software tools have only recently become part of an inspection routine. Many companies nowadays are still using manual checklists, excel spreadsheets, and/or paper-based forms which are not only disrupting organization collaboration but can cause many other negative outcomes.  

Below are the four most common paper-based inspection challenges companies face regularly.

1. Human Error. 

Human error is inevitable when conducting paper-based inspections, mainly due to limitations or harsh working conditions. The costs of performing an incomplete or incorrect inspection are huge.

When an inspection is incorrect or incomplete, the operator has to travel back to the work-site. That implies another round of budget allocation, assured transportation, and valuable time. While still conducting paper-based inspections, operators are having a difficult time supporting information with objective data.  

Have you experienced human errors in your inspections? 

2. Time & Costs 

When processes run smoothly and without interruption, businesses experience an increased uptime. How much time and money do you think you would save if operators could see issued and rationalize alarms, all in one place? 

As long as the operators do not have instant access to the checks that have been carried out before, and can't overview what important matters emerged from those checks, the communication between them and the other departments will be slow and difficult affecting all the departments within the company. 

Data Access. Slow and Difficult.

Is communication among operators and other departments bridged within your company? Have you ever measured how much time is spent communicating data within the company with all the people responsible for the projects you run? 

You should consider the optimization of the work processes e a top priority in order to overcome the present-day challenges and communication disconnections. 

Are you considering building a seamless integration between the office and the field operators?

Audit Trail

How much does one worksite visit cost your business? When performing paper-based inspections one error is enough to force the operator to go back on the worksite. These are costly, time-consuming and in some cases involve very complex logistics. 

For a clear and concise understanding of the impact of digital inspections on your business, you can read How can your organization make the most of digitizing operator rounds? Case Studies. 

We understand the magnitude of the industry's risks by conducting operator rounds and inspections in the traditional, highly-time consuming way. Our clients have chosen a mobile solution and support system like Smartflow because of the high necessity to revamp workflows, data collection, task management, maintenance management, production tracking, and compliance. 

Smartflow is a platform that helps businesses accelerate the execution and compliance of Operations, Maintenance, and SHEQ workflows by offering a single solution for all mobile workflows. It enables field engineers to smartly capture and visualize data. Smartflow provides various field service-related business solutions that are easily accessible and at the same time scalable and adaptable to local preferences. It acts as a front-end of the EAM, where the EAM system still remains to be the single source of truth.


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