Categories: Distribution Management SystemWorkforce Management System

Do You Need a Paperless System for Your Field Activity Reports?

Over the past few decades, the distribution and service industries have relied on paper works. Starting from attendance, visit schedules, customer addresses, and visit reports, such as stock levels and sales orders, are written on paper.

Switching to paperless is not just ‘not using paper’, this process refers to the use of all digital and centralized records, as well as the automation of operational activities. The purpose of this automation is to reduce inefficiency, streamline operations, minimize errors, and maximize resources.

Manual process constraints

The benefits of paperless in field activity reporting

1. Make it easier to navigate report files

The risk of error and inefficiency is very high when reports are recorded on paper. From wrong records, messy file placement, and lost information. These will make operations slow and ineffective.

In addition to reducing paper waste, electronic reports will be much easier to find and track so companies always have easy access to all information. This can speed up the handling of potential cases and minimize delays in the sales and delivery process.

2. Eliminate data transfer from paper field reports to enterprise systems

Transferring data from paper documents to the system is prone to human error, time consuming, and tedious. Storing the archive also drains resources because it takes up space. Therefore, electronic reports make the reporting process faster and more accurate because it eliminates the process of transferring data/data entry.

3. Speed up inspections and simplify field task monitoring

With increased visibility, supervisors and managers can easily check task results and monitor job updates via the web portal. If there is an error in the task, the company can find out which party is responsible, because all operational reports are recorded orderly in one system.

Advotics paperless data collection

Every field worker is equipped with a mobile application. Every time they visit the store, they can record information and evidence directly from the application. At the same time, supervisors in the office can check the task and if needed, can even adjust task schedules quickly through the web portal. Supervisors don’t have to wait for reports to arrive at the end of the day to check their staff’s performance.

The initial cost of transitioning the process to paperless will be heavy, especially for smaller companies and MSMEs. However, digital transformation is an investment for the future so that companies can compete in the long run, accelerate operations, increase efficiency and transparency, so as to meet all customer demands.