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 and 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. As well, with online forms you can easily generate 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 to make sure they are working according to regulations. For this purpose, an inspector visits a site and runs inspections to go through defined checklists. Simply, 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. For example, 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 site inspections with paper forms

Main challenge here is to manually complete large numbers of questions in paper checklists… Scanning these checklist paper forms or re-typing into a spreadsheet. Then, 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. One 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. Moreover, during their visit they need to make notes of all their observations.

Using paper forms means when they go back to the office. That is to scan documents, and even 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 an inspector to re-type the captured information in spreadsheets and reconcile them. Subsequently, this can take long time and much effort.

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

One of the key aspects of managing site 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.

Similarly, 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. That is, 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 site inspections is to ensure that work is being done properly to the highest quality.

Digital site inspection checklists can be achieved with an online forms and workflow software like the one Kianda offers. 

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.

Inspectors can complete the checklist on a tablet or smartphone on site. As well, they can 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. 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.

Data can help you with your inspection strategy and make better decisions. That is, with the right digital solution, such as online forms.

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

Moreover, working with a digital solution means the records of site inspection tasks and results are saved. Particularly 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. All the while, optimising the process and collaboration between the teams.

With online forms, reacting fast can be a major advantage for companies of any sizes. Simply, to save time and resources immediately.

3- Attach pictures and signatures on the go

Mobile online 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 digital signatures from client’s and inspector’s. As well as generating a PDF report instantly on the go.

4- Look for flexible inspection checklist solutions

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

You can always start with a site inspection 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.

Flexible reporting dashboards that allow exporting data into a format you need are important. Specifically, 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?

Or let us show you witch a free customised demo what else Kianda can do for you.

Request a live demo

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.

 

Make your holiday request form an easy to manage digital process

holiday-request-form

Managing your leave or holiday request form processes with manual tools or legacy systems can be quite the headache. Particularly for those in the HR department. But also, for the employee who submits the request. Moreover, many potential issues can arise in your leave management processes. That is, when using inefficient methods. 

The issues that arise simply lie within the quality of the leave management systems and manual methods used. Hence why it is critical for businesses to implement and use a sufficient digital leave management system.

As technology continues to evolve, many organisations become less reliable on defective leave management systems. But rather, switch to more advanced workflow automation systems like Kianda platform.


Challenges of manually handling your employee holiday request form

Using paper-forms, emails and spreadsheets to carry out a holiday request form is inefficient and unreliable. Because there is no way to centralize the data, there is no way to see who approved what and when. And, that is just one example.

Let’s have a look at some very common problems with an inefficient leave request process.

Leave request gets lost in thread of emails

email-for-holiday-request-formThese issues happens way too often. An employee sends their manager an email requesting annual leave. But, receives no response. Managers are busy, some more than others. However, holiday request forms still need to be completed and on time.

However, when a manager has hundreds of emails to get through, it is very easy to miss some. Even the important ones. As a result, holiday request forms become lost or convoluted in email threads. This is a prime example of how leave requests can easily go unanswered.

Or worse, they could go down the road of being approved and forgotten about. This brings us on to our next big issue with a manual holiday request form.

Rushing decision making when approving leave requests

The whole point of having a structure on leave management is to be prepared and organized. To grant employee annual leave, managers must consider many factors in their decision making. An example would be when an employee is out of work for a day or more. Employers need to ensure that there are enough staff to cover. So, in this case, specific information needs to be acknowledged. More clearly, required information might be dates or person/employee role. As well, number of annual leave days requested and even priorities.

It is difficult to pay full attention to these factors when all of this information is in multiple locations. But, because of this, it is easier to rush decisions and tick approvals off your list. Consequently, you end up short staffed. 

For instance, David the marketing manager actually needs to work 2/5 of his requested dates for the launch of a campaign. But, the manager who rushed his request into approval status is unaware. As a result, David ends up being absent from the launch of an important campaign.

Sound all too familiar? 

Business man wearing blindfold trying to hit targetsLack of transparency and visibility in leave management system

Tracking, monitoring and recording annual leave are necessary and useful steps. Simply because they influence decision making. In other words, they assist managers in making correct decisions, based on whether to approve or reject employee holiday requests. When your holiday request form process is deployed using multiple tools, decision making becomes difficult. More clearly, it is impossible to have a clear overview of all leave requests and approvals.

Decentralized systems can cause chaos when it comes to managing a holiday request form. The knock-on effect from invisibility more or less provides a blind insight into the entire process.

In short, the lack of transparency makes it difficult to make decisions. As well as that, it is time-consuming and confusing trying to multi-task between emails, paper-forms and spreadsheets. By the time you have analysed your spreadsheet of who is on leave the same day Mark requested off, you forget where you put the paper holiday request form.


Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out using of workflow software. With the use of technology, managing tasks digitally has increased significantly. However, some organisations are still caught up with using outdated methods. And, or legacy leave management systems.

Many HR departments face challenges with manual processes. Even with simple tasks like holiday requests. Employee expectation of digitally managing tasks continues to rise. Simply due to increasing use of digital tools that promote mobility. 

Therefore, HR departments need to learn to adapt to new trends that assist them in meeting employee expectations. Also, they need to consider productivity increases from using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies. By simply automating processes like leave / holiday request management, organisations can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, managers take up a chunk of time just to carry out leave and holiday request processes. And by way of retaining this time, it can be dedicated to other aspects of the business. Resulting in completing operations at a much faster pace, ultimately scaling productivity.

Needless to say, optimising holiday request forms largely reduces administrative burden. So, along with improving quality in processes, work can be less stressful for many. Moreover, completing tasks with less challenges is much more motivating. And subsequently, a lot more rewarding.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Want to see what Kianda can do for you?

Request a live demo


4 reasons why you should adopt a digital holiday and leave management system 

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

Moving to a digital solution eliminates inefficiency and error-prone outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails. For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place.

Annual leave, sick leave, maternity or paternity.

Whatever the case may be. Leave of any form will not affect business operations when using an efficient digital leave management system. Digitally managing and tracking leave makes the process easier for managers and employees.

Manual holiday request management can take a significant amount of time to organise. Therefore, it is important to deal with these requests proactively. Especially when it is holiday season or when sick leave requests increase significantly. For example, due to an outbreak such as COVID-19.

Holiday approval form

To calculate sick leave requests made by the entire company for a given year requires spending hours or even days. And that is to just go through papers. Not mentioning distributing data or information to other relevant personnel.

On the other hand, if the information is in a digital system, it will only be a click away. To improve the efficiency, the first step is to move from paper to online forms.


A digital leave request form can do many things

With an intuitive digital approval workflow like Kianda platform you can manage and approve all requests in one place. As well as that, you can easily track all requests in Kianda customisable dashboard.  In other words, you can tailor your dashboard to your organisation’s unique needs. In doing so, you gain a crystal clear overview of everyone’s requests.

As a result, you can take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

Optimising your holiday request form process quickly ensures a fair and transparent management to the staff. Consequently, improving employee satisfaction.


leave-request-form-templateHoliday request forms simplified

In a single platform, staff request annual leave by simply providing details and submitting. Then, managers approve and a record is saved in the system. This gives you full visibility and overview of all requests.

The flexibility of the form enhances collaboration and communication between relevant departments. Subsequently, allowing the process to flow smoothly and rapidly.

Access to the correct information is provided clearly. Therefore, you know when your staff is on leave, allowing you to prepare in advance. Employees can easily view their balance of remaining days and raise their requests. Managers get notified and they simply review and approve requests.

Managers can reject or ask for modifications from staff. As well, scheduled reminders are set for when a manager does not approve on time. As a result, approvals are submitted in a timely manner, allowing the process the be swiftly completed. Additionally, the reminder notifications prevent requests from building up or going unanswered.

It’s as simple as that!

Remove the hassle of paper leave requests with the use of an automated workflow software. 


Let us show you with a free customised demo what Kianda can do for you.

Request a live demo


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Travel Request Form