Summary: If you’re one of the progressive individuals working hard to reduce paperwork in the office, we’ve got some exciting news for you!
There’s a reason why general ‘paperwork’ has a derogatory feeling associated with it. ‘Staying late at the office again, to finish my paperwork’ ‘working overtime to file this paperwork.’ Paperwork is the epitome of monotony. So why not shake things up this year? Although we at Intranet Connections get excited about online forms and all they can do, (in fact over a third of our office favors the inline forms application over all others!) we realize that’s not necessarily the ‘exciting’ part about it. What is exciting, is all the activities you can do now that you’ve freed up so much time that was previously spent on manual paperwork. Here are 3 reasons to get excited about online forms!
1. Improve Time Management in the Workplace
What’s the best way to manage your time in the workplace? Eliminate manual tasks of course! Imagine what you can do with all the time freed up from filling out forms, calculating costs, recalculating, correcting, resubmitting, leaving forms on your supervisor’s desk to get their signature, reminding your supervisor to sign… it’s exhausting! Not to mention inefficient. It’s time to automate those pesky approval processes to save time and get organized!
“Approval processes that previously took 6-8 weeks, now had the ability to be approved within 1 day.”
SARAH SANTALUCE | Brand Manager, Amica Mature Lifestyles
Get your employees to fill in time sheets online. It’s a simple form that you can easily customize to fit your organization’s requirements. Determine which fields you require your employees to fill out. Set up the first field to automatically pulling the employee’s name, a date field to set the pay period, and a formula field to calculate the total hours. Gone are the days of manually subtracting holiday pay or sick leave. Set up the form once, and you can ever set automatic reminders so you don’t have to nag everyone to fill out their time sheets.
Most organizations use already standardized expense forms that can easily be turned into a workflow that goes directly from their supervisor to accounting, or whoever is in charge of approving finances. Amica Mature Lifestyles reduced their approval processes from 6 weeks to one day by automating their approval process flow with Intranet Connections.
Typical expenses reimbursement forms can use a date field, text box or drop-down menu for the description, file upload for the receipt, and a number field to calculate the total cost. Mileage forms are another good example of moving forms online, and can follow the same sequence of data fields, but can also have a mileage field that uses GPS mapping to automatically calculate distance based on locations.
Tip: Do your employees occasionally go over their allocated expense amounts? Add a trigger to request an explanaition.
2. Go Green! (Cost Saving Tips For The Office)
Did you know that world consumption of paper has grown 400 percent in 40 years? That’s approximately 187 billion pounds of paper from 4 billion trees per year! Help launch a green initiative by switching from paper to online forms. You don’t have to hug a tree to save it!
When you take into consideration the amount spent on purchasing paper, printer maintenance, ink, and postage, paperwork really starts to add up. This is not even taking into consideration the human capital spent on forms. Locating the proper form, writing legibly, presenting the form to the next person, correcting forms passed along to you, reminding your colleagues to review what you’ve left on their desk, then manually filing or retrieving documents, forms, policies, and standards are all time thieves. Eliminate the resource-heavy paperwork and switch to online forms today!
“The return on investment since purchasing Intranet Connections has been astronomical. In one year, we have saved over half a million dollars – and that’s being conservative!”
PETER BARRON | Internet Services Manager, Rio Rancho Public Schools
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3. Streamline Employee Onboarding
Have you ever started a new job and felt lost, or unsure of how to accomplish your tasks in the first few weeks? You’re not alone! Luckily your future employees will never have to know the struggle if you streamline your employee onboarding process. How to do this with online forms? Simple! Set up an employee onboarding checklist with tasks for them to complete during their first week(s) on the job. You can even roll out a ‘preboarding’ plan, where you provide them access to your intranet before they start to brush up on your company culture, vision and goals.
Your checklist can link to a variety of online resources, such as:
- Employee Orientation Registration
- Online Training Classes
- Employee Onboarding Forms & Tests
- Intranet Tutorials
- Intranet Profile Completion
So you see, it’s not what you do with it, it’s what you can do now that you have all that free time! Say farewell to filing and adiós to approval backlog. Start 2018 off with ciao to cost savings! We’d love to hear about the top online forms your organization uses and how we can help. Leave us a comment below!