Discard Paper Processes, Adopt Mobile Applications
On Handheld Computers
and Smart Phones

The cumbersome paper notes, files and documents, stacks of folders and the constant botheration of having to ink data, information or a note, seems such a wasteful exercise in this electronics age when it is so easy to adopt mechanized processes using Smart Phones and Handheld Computers.

Mobile applications empower the man on the move to make the right decision at the right time without any delay and instant communications enhance efficiency levels. Well informed decisions can be made with breaking news reaching everyone the minute any event takes place. Smart phones and mobile computers become the instrument of delivering a world of advantages some of which are listed below:

Time saving

• Precious time does not have to be wasted in typing out the data collected in the field and stored on mobile equipment.
• Secondly, dispatching service tickets from the phone can be eliminated and the same can be sent from the office computer to the field mobile handheld computer.
• Time wasted on communication of information on the phone, can be saved by putting data on the handheld computer and use the wireless network to transfer the information.
• Faster data capture using mobile handheld computers with barcode scanners hastens pace of work.
• Driving time can be saved by using the wireless network to synchronize work orders with the main office.
• Helps to send complete data from the field, and saves precious time that would be wasted in missing information and inadvertently leaving some entries missing.
• Handwriting and typing errors can be avoided and direct storage of data on the handheld computer especially the one equipped with a barcode scanner will help save time. Typing on a laptop would be far more time consuming.
• GPS tracking helps save on travel time commuting from one site to another.

Cost saving

• Reducing fuel costs- Driving costs, fuel expenses and driving time all get saved when driving directions can be sent wirelessly as also work orders that can be synchronized with the office. Paper deliveries to the office every week can be replaced by sending mails and documents electronically. This saves fuel as well.
• Reduction of work force becomes easier since administrative intermediaries will no longer be required if service tickets can be created and scheduled directly from the field. With handheld computers in the field, administrative expenses could be controlled and the scale of business can be improved.
• Lower ownership costs since smart phones and handheld computers are much cheaper and economical in the long run than laptops that can accomplish similar tasks.
• Costs get reduced and profits increased by analyzing real time data collected on handheld computers, saving on time, accomplishing much more during the time frame and thus push profits upwards while costs reduce.
• Handheld computers and smart phones combine the jobs individually accomplished by phones, digital cameras, GPS devices, laptops, barcode scanners and paper forms. This brings down the expense incurred on buying each of these in multiple numbers.
• GPS tracking helps to save money spent on fuel while commuting from place to place.

Synchronization

• A single synchronization platform can automate the whole business by combining various arms of the business including job estimates, inspections, mobile inventories, work orders, and time sheets.
• Synchronization with the office accounting system becomes easier and faster cash collection and management becomes possible. Credit card swipe machines or mobile printers can be used directly in the field.

Efficiency and Better Service

• Improved Customer service- All information pertaining to the customer can be assessed on the handheld computer with wireless connectivity. This helps in providing them with better service as per their requirements.
• Enhanced efficiency- Field data collection with barcode scanners or RFID readers will hasten the process and also assist in rapid asset tracking.
• Transparency in fieldwork and chances of improving it through real-time management visibility, become possible with a handheld computer.
• Accuracy of data entered is ensured by validating answers on mobile handheld PDA forms.
• Computation and data analysis can be done in the field itself with the aid of programmed analysis techniques. Decisions made are quicker and better.

Business Processes

• All kinds of automated business processes can be initiated with the handheld computer, like business functions, computations and analysis, queries and other time consuming jobs.
• Business processes can be effectively enforced and best practices adopted by configuring mobile software solutions for each of these for the field force to follow.

Errors reduced and Invoice Disputes minimized

• Invoicing disputes get minimized due to the ability of handheld computers to audit the work record with GPS, complete with date, time, location and duration of work.
• Probability of human errors and mistakes get minimized with automation of business processes and integration of systems ensures electronic transfer of data with no human participation.
• Errors of interpreting or understanding illegible handwritings get removed with electronic form information getting pre-populated.
• Digital images of documents provide proof of work and invoice disputes cannot arise.
• Loss of data can be avoided, inability to capture data also is a remote possibility due to the efficiency of the handheld computer, which actually transfers data instantly to headquarters.
• Frequent complaints of inventory usage that goes undocumented, time spent but not billed-these disappear since proof of every activity, action and transaction is kept on the handheld.
• Handheld computers help in automatically capturing data about work documentation and inspection times. This prevents invoice disputes and liabilities get limited to a bare minimum.

Inventory, Staff Training and Tracking

• Accuracy of work and time estimates can be checked with clock-in and clock out at jobsites.
• Staff training of inspectors and technicians is possible with video clippings and audio equipment.
• Handheld computers can capture digital signatures and use them for proof of work and proof of delivery.
• Mobile inventory in work vans in the vicinity can be kept to pitch in times of shortages at specific sites. This would save time, fuel and costs incurred in sourcing the product from the main warehouse or office.
• Up selling is possible with the information available on the mobile computers with latest updates.
• The latest shipping status, current inventory levels can be updated while on site with a customer for instant update of records in head office.
  
  

Competitive Advantage

• Mobile technology offers a competitive advantage with instantaneous visibility to work, schedules, account status, inventory and shipping status.
• Helps to convince potential customers about the competitive advantages offered with GPS, date and time stamps, digital images, audios and documents and the ability to synchronize with the main office.
• Reviews and presentation at the point of work by downloading all information, product warranty information and data through the handheld becomes advantageous.

With so many benefits and advantages, anyone not equipped with handheld computers and smart phones would be placed at a distinct disadvantage. The era of papers and files has become a thing of the past having served its purpose and now it is time to shift to the latest technologies waiting to deliver quick and efficient results and compensate for inadequacies and inefficiencies of all kinds.