How to manage site inspections efficiently, while easing the process and raising the standards

Site inspection checklist
Site inspection checklist

Are you managing your site inspections with Excel sheets?

Then it is time you consider digital site inspection checklists to ease this process for you.

Many inspectors, auditors or site managers use traditional ways to run their inspections jobs. Hard to manage paper forms, emails, scanned documents with signatures can easily become a cumbersome work…

Modern technologies that are available today, have made it far more efficient to capture and track site inspections. From scheduling a visit, sending automated alerts to capturing information and pictures and generating rich PDFs on the go…

First of all, let’s have a look when site inspection checklists are used?

Construction, engineering and industrial companies are required to keep sites, staff and assets safe and make sure they are working according to regulations. For this purpose, an inspector visits a site and runs inspections to go through defined checklists to assess risks and to report their observations.

Construction site inspection
Construction site inspection

These checklists are defined based on the type of an inspection. Such as is it an internal inspection or an external one for a client? Or is it a scheduled or emergency one and so on…

What are the current challenges companies are facing today when it comes to managing their inspection jobs?

There are three main challenges companies are facing regularly:

1 – Managing inspections with paper forms

Main challenge here is to manually complete large number of questions in paper checklists… Scanning these checklist paper forms or re-typing into a spreadsheet, uploading and emailing them, back and forth.

If an inspector has to rely on paper forms and documents for their job, then this becomes a complicated process that can increase compliance risks.

An inspector needs to make sure that they have all the right tools and documents they need before their visit. During their visit they need to make notes of all their observations.

Using paper forms means when they go back to the office they have to scan documents, and sometimes re-type all the info. And, all of this take up a lot of valuable time.

2- Document management and unreliable reporting

Pulling together an inspection report can be extremely time consuming. Conventional ways require inspector to re-type the captured information in spreadsheets and reconcile them, which can take long time and effort.

In addition, this data will need to be transformed manually into graphs and charts to achieve insights, which is not ideal…

One of the key aspects of managing inspections is making sure that there is accuracy on reporting.

It can be frustrating for everyone involved in the process if the reports are not reliable.

3- Not being able to handle pictures and signatures on the go

Traditionally, an inspector would take pictures on site, then go back to office download these pictures and store in company systems.

It can be time consuming trying to attach the right pictures to the right logs within inspection reports.

Simplify site inspections by taking as many pictures you need on the go.

In a similar way when signatures are required from clients, subcontractors or owners, they are often taken on papers, then scanned back in the office. This whole process can be slow, error-prone and not easily accessible for searching.

To modernize your site inspection checklists, you should consider going mobile and paperless for higher control, compliance and simply for faster outcomes.

Here are 4 important tips on how you can transform site inspections and ease the process

1- Digitalise your inspection checklist and eliminate paper

Site inspection form
Site inspection form

After all, it is not efficient to rely on papers, emails, phone calls when the most important aspect of inspections is to ensure that work is being done properly to the highest quality.

Digital site inspections can be achieved with an online forms and workflow management software.

This speeds up the entire procedure. Inspections can be scheduled on a regular basis and automatically assigned to inspectors.

Automated notifications and reminder alerts can easily be sent to inspectors to remind their schedules.

Inspector can complete the checklist on a tablet or smartphone on site, attach photographs, media evidence and annotate them when needed.

Then, final reports can be shared and made available in real-time to anyone who needs to see them.

2- Use data reporting to increase quality and compliance

Data gives us the ability to see and understand progress of things. There is no doubt that it is crucial to provide clear overview of the job progress to project managers or other decision makers.

It is important that inspector flags issues on time to avoid any project delays.

With the right digital solution, data can help you with your inspection strategy and make better decisions.

By using real time reporting not only data can be shared easily, also any delays, bottlenecks can be spotted and dealt with in a faster manner.

Working with a digital solution means the records of site inspection tasks and results are saved for future reference and auditing purposes. And it can be very valuable when a hand over to another inspector is needed.

Ultimately, you will be able to manage tasks in real time and review progress from your browser, tablet, or mobile device at any time.

You will store the key data, not just scanned documents, while optimising the process and collaboration between the teams.

Reacting fast can be a major advantage for companies of any sizes to save time and resources immediately.

3- Attach pictures and signatures on the go

Mobile forms that allow you to take pictures, annotate and attach them to the form instantly is a must have. This eases the way pictures are attached to the reports. 

They can also, capture digitally client’s and inspector’s signature, generate a PDF report instantly on the go.

4- Look for flexible inspection checklist solutions

When you are looking for digital solutions to manage site inspections, you must consider solutions that allow you to customise checklists, flow, rules, alerts and more. Nowadays only capturing data is not enough.

You can always start with a template but it is vital to have the ability to make changes… big or small depending on your own needs.

With a tailor-made approach, a comprehensive site inspection delivers a better user experience.

Also, reporting should be provided in a flexible way. Different managers might have different needs.

Flexibility around reporting dashboards, exporting data into a format you need are important to help you achieve business goals and save time.


At Kianda, we build modern process apps that are both flexible and user-friendly.

Why not try our Inspection Checklist Process App today?

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.

Kianda Technologies Wins The Best Start Up / New Business Award

Kianda-best-startup-award
Kianda-best-startup-award

Kianda Technologies won the Best Start Up / New Business award at the Fingal Dublin Chamber Business Excellence and CSR awards 2018.

KIANDA – Best Start Up/New Business 2018– sponsored by The LINC @ IT Blanchardstown

“It was the first time Kianda has entered to this competition and we are delighted to win such a prestigious award.” says Osvaldo Sousa – Co-founder of Kianda Technologies.

The prestigious black-tie Gala Awards Presentation Evening this year took place in the Crowne Plaza Dublin Airport in Santry on Friday, 9th November 2018. The event was sponsored by Fingal County Council and hosted by RTÉ’s Marty Whelan.

The Best Start Up/New Business award was open to entrants who could show how their start up/new business has been successfully established within the last 2 years. The judges were looking for evidence of strategically planned growth, clear vision for the future and current measurable achievement.

“Kianda identified a need to make digitalisation simple for businesses and have developed key points of differentiation to make them stand out in a space that is cluttered with bigger competitors. Resilience and commitment secured them significant contracts with two large corporations in Ireland. There is a strong plan on place for a sustainable future.” Judges from the competition.

Fingal Dublin Chamber organises this event every year to create awareness of, and highlight business excellence across all business sectors, private, public and charity within the Fingal Dublin Chamber region for their accomplishments in Business Excellence and Corporate Social Responsibility.

 

How Construction Industry Can Benefit From Digital Process Automation

Kianda – Easy digital process automation for construction

Digital Transformation in Construction and Engineering

Construction and Engineering industries are changing at a rapid pace. They experience a significant digital transformation in several areas.

Digitizing business processes is one of the areas that is expected to support companies in enhancing their processes and decreasing costs.

Technology driven innovation for construction has been delivering real benefits to the industry in the recent years.

And there is no doubt that the companies who adopt the latest technologies, software innovations, equipment and business process automation will be more likely to succeed.

Digital Process Automation solutions are technologies that help companies to run their operations smoothly. They minimize manual and time-consuming tasks with streamlined processes that reduce operating costs.

In a simple way, they provide ways to build online forms and automate workflows to handle certain actions such as capturing data, task assignments and scheduling notifications. This applies to any business process that is required to be digitized.

What’s in it for you?

As an example, you can have more time to spend on your valuable commercial relationships rather than chasing after manual project approval processes. Therefore, you can focus more on revenue generating activities.

Time-sensitive key commercial decisions should not be delayed due to inefficient communications

manual process

Today many organisations still use excel and email communications to manage their processes such as Bid Proposals and Contract Management. They store data in spreadsheets, print and approve manually and communicate via email.

This is mainly due to the lack of technical staff or amount of time that is required to digitize such processes. This laborious process can cost companies a lot of time and money when they grow beyond small sized company.

Especially when companies are dealing with business-critical bid proposals or contracts. Time-sensitive commercial decisions should not be delayed due to manual processes and inefficient communications channels.

Most importantly, no company can ignore possible losses that can be caused by risk and error-prone manual processes. 

Certainly, the level of transparency and efficiency that can be achieved via process automation software is significant. An online approval process can eliminate inefficiencies and become central point for approval tasks and decision making.

New technologies can easily transform any manual processes from paper to digital.

Using new technologies to automate construction processes have many benefits in the long term.  This is because they can easily transform manual processes from paper to digital. As a result companies generate less paper, manage their processes online and become more efficient.

Everyday chaos caused by piles of paper and manual work in the office or on the construction site can be minimized significantly.

What are the real benefits of digital process automation for construction?

  • Key business decisions can be made more efficiently and without any delays.
  • Digital documents / online processes are easier to track and manage.
  • Admin tasks can be automated, more work can be completed on time and budget.
  • Better project and data management.
  • Collaboration becomes easier between people involved in the workflow regardless of where they are.
  • Higher visibility of the progress and easier analytical reporting.

Construction processes such as:

construction-process-automation

  • Approval to start a project
  • ESHQ Management
  • Incident Reporting
  • Bid Proposals
  • Document Control
  • Action plans 
  • Administrative tasks
  • Employee onboarding and induction
    or simply sending automatic notifications on-the-go can all be digitized and improved. In addition, allowing web and mobile access to staff from any location becomes more important for companies with remote workers across different locations.

Clear understanding of company performance

Moreover, process automation solutions bring a very clear understanding of the performance of a company via detailed analytics and reports through customizable dashboards. These dashboards can be tailored based on each department’s requirements, helping them with their productivity.

Easy project management for construction

For instance, all necessary information about a project, communications between people involved in the process and live monitoring can be centralized in a single place. Even more, this can be made accessible online or offline from anywhere and any device.

Finally, new technologies are here to help organisations to spot bottlenecks faster, make decisions on time and operate efficiently.

Business process automation solutions can help construction companies to bring quality and standardize processes. Ultimately help them to increase their competitive advantage in business.

process-management-engineering

Read Case Study: How Mercury Engineering streamlined project approval process, enhancing compliance and agility with Kianda forms and workflows.

Irish Engineering company introduced Kianda to simplify and improve their project approval process called “Authority Matrix”…

Learn more about digital process automation solution that can help you achieve greater outcomes, eliminate in-efficiencies for construction and engineering.

About Author:
Osvaldo Sousa – Digital process automation innovator with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.