We live in a time when unprecedented amounts of information are being collected, but much of this data is often isolated and ignored. Developing a coherent strategy for standardizing and accurately reporting new or changing information is critical for any company wanting to improve its efficiency. For construction companies, it can also significantly increase profitability and maximize legal compliance.
Top 5 Benefits of Inspection Software
There are many reasons to adopt inspection reporting software in the fight against obsolete or incomplete information, especially considering how much time is typically invested in ongoing assessments and tracking results. We've listed five key benefits below, and we'd also love to hear your thoughts on other benefits.
How many times have you cursed your company's filing systems while fruitlessly searching online directories or paper filing systems for a document? Inspection reporting software provides a unified location for any property-related documentation, combining contemporary and historical reports in a single location. There is no misfiling of paperwork, no inconsistencies as employees change roles, no searching in office A for documentation stored in office B.
Inspection reporting software automatically classifies and archives any uploaded documentation. Its cloud-hosted nature also ensures that records will not be erased if a device crashes or malfunctions. There will always be a backup, so you can comply with relevant legislation (and avoid fines for non-compliance) by maintaining appropriate files. This is especially valuable considering the overlapping regional, national and global legalities that any construction company has to navigate.
2. Documentation is accessible anywhere, anytime
Again, how many times have you been on a windy construction site, searching through a pile of papers for the only hard copy of a specific document? In comparison, inspection software can be accessed on one screen from anywhere in the world as long as you have an internet connection and the appropriate login credentials. One-click sharing means junior colleagues, subcontractors and even industry regulators can have reliable access when needed, without violating data protection regulations.
If an inspection reveals a problem, it can be recorded and acted upon instantly. The correct details are entered at that time, rather than relying on someone's handwritten notes (or memories) later. This is more reliable and also faster, which means it's more cost-effective for things like model issues or crash reports. There are huge efficiencies in entering data just once – correctly and permanently.
3. Everything is standardized
Even with consistent training, one staff member may interpret one inspection form very differently than another. It's easy to miss key fields that may not be evident at the time, and a generic form may not cover issues that arise later. Tasks may be interrupted if someone only does partial work or if work is not transferred from people who are sick/on leave/otherwise employed.
If you standardize your inspection software, you can simplify your colleagues' lives with features like drop-down menus and checkboxes. If a field isn't filled out, it's easy to flag it or request revisions. Scheduling is standardized and completed much faster than would be possible manually.
4. All forms of media can be stored and viewed
You are not restricted to recording paperwork when you invest in inspection reporting software. You can upload work orders for issues that need to be resolved with notes on how and when certain things should be done. You can also upload images, creating indisputable visual records of conditions and status with indisputable dates.
Photographic records support ongoing portfolio management, identifying changes or wear and tear much more comprehensively than any paper report ever could. Photos are also not subjective: While one inspector may describe and prioritize a known problem very differently than another, a date-stamped bank of photographs provides unambiguous evidence. This puts you in a stronger position to negotiate a cost-effective outcome.
5. Reports can be generated automatically
Being able to present a dossier of information is often vital when negotiating prices with construction companies, renegotiating a tenant's lease or arranging ongoing maintenance for a subcontractor. Inspection software can quickly and accurately compile reports showing everything from wear and tear to the standard of renovations. This allows you to present the knowledge you gain in a dashboard-style overview without requiring hours of painstaking research.
Providing a client or contractor with a detailed report or to-do list ensures that your own performance is optimized. They will benefit from insights, awareness and information they would not otherwise have access to from paper reports or subjective personal opinions. These efficiencies can even help reduce costs over time.
