Digital registration

Digitize forms, why should you?

Digitizing forms is limited at many organizations to filling out Excel lists or a simple fill-in form form formatted in a Web page. Chances are, employees see this as mandatory fill-in exercises. Especially if this also stems from obligations around ISO9001, safety or other inspection rounds. But smart digital forms support the daily work and ensure organic growth of knowledge and skills within the organization. Good information management is the key to success here.

Smart digital recording is the foundation

No matter how well employees in organizations do their best, unexpected deviations will always occur. In internal business processes, this can lead to delays, waste of resources, unsafe situations, as well as annoyance. External sources are customer complaints, deviations in external audits by certifying bodies or customers and even problems with deliveries from suppliers. Often this is resolved in the delusion of the day and people move on to operational matters. The real cause is not looked at and thus there is a high chance of repetition.

“The solution is not to collect everything in lists but to record smartly with a plan. This is a very simple way of continuous improvement!”

A tsunami of reports, now what?

As an organization, you want all discrepancies to be reported. However, analyzing and following up on all reports is very labor intensive. Therefore, as a company, determine which criteria necessitate an investigation. Examples include expenses, lost production time and/or type of safety incident. With a workflow system, all reports can be reviewed automatically and only the major deviations are immediately followed up with an investigation. However, the reports that do not meet the criteria are stored in the system and periodically assessed together for a negative trend. These may therefore still warrant further investigation at a later date. In this way no registration -and thus knowledge- is lost!

PDCA method

Larger deviations can be handled through a standardized PDCA work process. After registration, an investigation is initiated to determine the cause of the deviation. Corrective actions(CAPA) can then be implemented. In doing so, do not forget to check whether the action also has the intended effect in practice. Because this data is all stored in a central place, it is easy to keep track and one also immediately has a large digital database. In fact, good digital registration systems also have reporting and search functionalities.

• Simple configuration within LeanForms allows you to accommodate almost all types of deviations in 1 digital form with different options for handling and investigation.

• You can also combine data from registration systems with data from other applications and make them insightful with interactive Power BI dashboards.

• With AI technology, you can also use this data for forecasting in the near future.