The,Case,For,Mobile,Forms,More business, insurance The Case For Mobile Forms

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More and more, organizations bothlarge and small have critical business processes which involve mobile employeeswho work in the field and capture data using paper forms that are returned tothe head office. There are numerous examples of mobile data collection –retail inspectors go from store to store auditingproduct placements and promotions on paper formshealthcare workers track patient visits in order tosubmit timesheetsfield maintenance workers capture work performedand get client sign-off to allow invoicing to occurbuilding inspectors spend their time in the fieldgoing to buildings, conducting assessments and documenting their findings byfilling paper forms on clipboardsDaily, or every few days the mobileworker drives to the office and drops off the completed forms. A data entryclerk interprets and transfers the data from the paper forms to the company’scomputer systems.  In a time wherebusinesses are ever-more challenged to cut costs and improve time-to-revenue, thisis a slow, error-prone and inefficient process that is crying out for a simpleand cost-effective mobile technology solution. Throw out the clipboard and savePicture a solution that simplifiesand speeds up all of that paper processing. In this new world, the retail inspector moves around the storerecording findings on his BlackBerry™ handheld, noting where each store iscompliant to current programs and notthe healthcare worker captures the start and stoptime on her Windows Mobile™ device, and has the patient sign on the phone toconfirm the details the field maintenance worker updates his work orderon his smartphone and chooses parts from a list that is stored on the PDAthe building inspector enters his findings in anelectronic form stored on his laptop or handheld device, adding photographs,drawings or voice notes as requiredIn each case, as soon as the formis completed, data captured in the form is transmitted wirelessly to theoffice, so that processes like reporting or invoicing can begin immediately.  The process of mobile workforce management isnow significantly simpler.Until now however, adoption of traditionalmobile solutions that replace paper forms and clipboards has only beencost-effective in enterprises with large field workforces. Small andmedium-sized enterprises (SMEs) have often been challenged to justify theconsiderable investment and upfront cost of such deployments. This has resultedin a large pent-up demand for a cost-effective mobile forms solution that canserve as a replacement for paper form clipboards and voice-based exchange ofdata. The Mobile Forms SolutionWith small and medium businesseslooking to manage costs more than ever, the need has never been greater for acost-effective service that allows them to easily design, deploy, and operatemobile forms for mobile data collection.Value to Your BusinessA hosted mobile forms solutionoffers compelling reasons to both management and mobile workers of enterprisesof all sizes. For business owners, the benefits are especially attractive intough financial times:Greater worker productivity: Reduceddowntime enables workers to take on more jobs per day thus increasing thecompany’s revenue, as well as improving the accuracy of captured data and exchangedinformation. Reduced operational expenses:  A mobile forms system allows customers toreduce the number data entry clerks, as well as optimize the management anddispatching of a field force.Reduction of billing cycles: Transmittingdata in electronic form directly from the field allows the billing process tobegin immediately after the delivery of service is completed.Improved customer service: Mobileforms enable mobile workers to meet tight service delivery windows and get thejob done the first time, while enabling the enterprise to react more quicklyand systematically to recommendations and leads generated from the field. The benefits for mobile workersinclude:Greater convenience: Knowninformation on forms, such as customer name and address, can be automaticallypre-filled, making the job of the mobile worker easier.Reduced downtime: Completedforms can be sent wirelessly to and from the field, eliminating the need todrive back and forth to the office.Less paperwork: Paperwork and duplication ofeffort are minimized as forms are completed electronically only once. Thisallows field workers to complete the task they like least – paperwork – fasterand easier.Multimedia capabilities: Mobileworkers can add photographs, signatures, drawings, voice notes, bar codereadings, and GPS coordinates to forms, as needed. They can also print, fax, oremail form data on site.Thanks to these benefits, businessesthat decide to deploy a hosted mobile forms solution today can achieve immediate,tangible savings and revenue growth. This translates to measurable return on investmentand a substantial improvement of the company’s bottom line – a critical concernin today’s challenging economic environment.Things to look for in a Mobile Forms solutionIf you’re interested in exploring how mobile formstechnology can work in your company, consider the following in your research:User-friendliness:  One of the barriers to adoption of mobileforms solutions is the complexity of set up and ongoing administration. Lookfor a solution where mobile workers with little computer experience can learnit in a matter of minutes, which allows you to save on training expenses.Simplicity: When you have little or no IT support, asolution where mobile forms can be developed and deployed in an afternoon, withno coding, and no knowledge of mobile devices is the ideal.Cost-effectiveness: Look for a service where abusiness can get up and running rapidly for a low monthly fee and no start-upcosts. This makes it affordable even to smaller companies that have not beenable to purchase old-style mobile forms solutions.Enhanced data security: You’ll want a solution thatcan maintain data security over diverse mobile devices and wireless networkswithout the need for complex and costly VPN technologies. If your businessrequires it, look for a solution that also has the ability to store datadirectly behind your firewall when confidentiality of data is a particularconcern.Simple back-office integration: As a first step‘zero-effort’ back-office integration option, your chosen mobile forms service shouldeasily replace existing paper processes. The solution should provide simpleconversion tools that allow your business to manipulate the data in commontools, such as Microsoft Excel.  For moresophisticated needs, a solution which allows forms data to be pre-filled,dispatched, viewed, printed and updated by PCs and browsers at the head officeis highly desirable. Expanding on this, your solution should allow completed formsdata to be pushed into the enterprise in a standard format such as XML that canbe manipulated by your back-end system.Pilot friendliness:  Look for a service provider thatencourages you to start small with a pilot, and use this process tomakesure the solution delivers the expected benefits before you proceed with a fullrollout. Mobile Device Management: if you’ve got more thanabout fifty mobile workers, you’ll want a solution that includes a mobiledevice configuration and management module, allowing devices to be configured,provisioned, and updated via a web browser; this avoids you having to purchasea mobile device management software solution separately. Mobile Content Management: as you gain experiencewith mobilizing business processes, you’ll find there additional avenues toleverage your mobile forms solution investment. To build upon your mobile data capture tasks, look for a service that allowsadditional content, such as documents, files and applications, to be pushed tomobile devices using business and network usage policies. Mobilizing paper forms processes helpsbusinesses achieve significant productivity gains and enables them to generatemore revenue while reducing operational expenses. This translates to ameasurable and compelling business case for mobile forms solutions in a rangeof functions including field service automation and support, inspection,healthcare as well as for field sales and sales executives. Hosted mobile formssolutions are now within reach of small and medium businesses and we expect tosee widespread market adoption as these small businesses look for ways toimprove efficiency in challenging economic times.