Moving Paper Processing To A Mobile Platform

by Neil Jones on 2011-01-07

Technology has made giant strides to make life and work easier for the common man both on the personal and professional front. Besides adding convenience and saving time, it has helped to do away with tedious paper work, and stacks of files, which always needed assistants and staff to manage, and as businesses expanded, so did the paper work, with need for more space cropping up regularly. Then came the computer, and things began to change.

The next step was mobile phones followed by smart phones which are set to make computers also redundant. This is because mobile applications are making smart phones even smarter and leaving the user with access to all information, updates and documents wherever he is and whenever he wants. Thus paper processes are neither necessary nor indispensible. For those who have not switched over already here are some solid reasons to do so:

1. Field data can be entered directly while collecting it, rather than wasting time retyping it in the office. The use of a barcode reader and RFID scanner further enhance efficiency levels and there is no scope for data being lost.

2. The data can be computed and analyzed on the handheld itself for faster decisions.

3. Automated business processes can be configured on the handheld.

4. Service tickets that have to be dispatched can go straight from the office computer to the handheld computer in the field. Administrative intermediaries are not needed.

5. Fuel costs can be reduced since the field staff does not need to return to the office to complete the paper work.

6. Mobile workers can go from one location to the other by receiving directions to the sites and save fuel expenses and time. GPS tracking is an added facility.

7. Wireless synchronization of work orders saves driving time.

8. Customer service gets enhanced since the smart phone allows access to customer records and information.

9. Field visits become a one-time event instead of having to be repeated for follow up or handing over documents or returning with equipment.

10. Quality of work improves with accessibility and accountability while in the field.

11. Instant invoicing possible for quicker cash collection at the point of sale or service instead of having to use the office for generating them.

12. Undocumented inventory use and improper billing due to a worker’s forgetfulness gets ruled out.

13. New workers get on the job training with all the resources being stored on the handheld.

14. Time schedules become precise and accurate with the mobile computer clocking reporting time and signing out time.

15.  Digital signatures can be captured and saved.

16.  Mobile inventories in the workers’ vicinity helps to save time and deliver prompt serive to customers.

17.  The handheld can save and store information on all the products and services and these can be displayed on the handheld as and when a potential client appears.

18.  All data and time captures help avoid authenticity disputes.

19.  Customers are impressed with efficiency levels and the access to all the latest techniques.

20.  Handheld computers are cheaper and easier to carry on the job than laptops.

21.  Help to save money and lower ownership costs.

22.  The handheld is an all-in-one-mobile computer, phone, GPS device, camera, barcode scanner, and paper forms.

23.  The scale of business appreciates with lower costs of ownership and higher returns due to time saved and better inputs.

24.  The phone and mobile computer can work simultaneously for quicker actions.

25.  Helps to maintain better schedules and eases the process of automation.

The benefits can go on endlessly, but these mentioned, have been delivered over the years ever since the handheld smart phone appeared on the global horizon.