Job sheets are a key tool for mobile workers, helping them to complete jobs efficiently and report their work accurately. When a business creates proforma or pre-printed job sheets for mobile workers, once they’re in use it’s often presumed that they fulfill requirements without further updating or occasional review. It might seem as if everything is going smoothly unless a particular problem occurs.
Job sheets maintenance should not be neglected. A form design that is continual use must not contain errors or become outdated with regard to current working practices. They are a vital part of the workflow, keeping these up to date can help to maintain productivity, staff effectiveness and in many cases ensure regulatory conformity.
So how often should you update your job sheets, and what should you be doing to ensure they deliver as much value as possible?
Reviewing your job sheets at least once a year should help you to keep them as relevant and useful as possible. Doing it more often could also be a good idea, but be careful about overdoing it. Change them too often and it could be confusing for everyone. Getting the balance right and knowing what changes to make will help you make the most of your job sheets. Next time you update your sheets, use this 10-step checklist as an aide-memoire.
1. Get feedback from workers
The staff who are continually filling out job sheets are a great source of knowledge. Collect feedback from them on usability and design to make sure your job sheets are effective as possible.
2. Review completed sheets
Take a look at sheets that have been completed in the past checking for any missing or confusing information. Missing information, not enough detail or crowded data entry could indicate a design and usability issue.
3. Keep up with compliance
Legislation and industry regulations change often, Health and safety safety being an example of a primary issue. Stay informed on legislative matters so that you can implement and track compliance accurately.
4. Go digital
If you’re still using paper, it’s time to reconsider the digital alternatives.. Pre-printed paper forms are costly, time-consuming to complete accurately, require considerable transport and particularly involve storage maintenance costs. Digital job sheets using mobile devices eliminate the need for paper and data can be shared and stored with ease when combined with centralised data storage. Updating current form templates across a workforce becomes an effortless and low-cost process.
5. Allow space for customer feedback
Job sheets are a good tool for gathering feedback from customers, but you might not be collecting enough of it. Allowing space for client comments, ratings or even complaints can be helpful.
6. Remove surplus fields
Some job sheets are simply too long. Irrelevant fields slow down your mobile workers, and might just end up left empty anyway. Review your job sheets to identify fields that aren’t important.
7. Give access to all who need it
Digitising your job sheets makes sharing and collaboration easy. Check that everyone who can benefit from access to them has it; this will save time and improve productivity by reducing unnecessary communication between colleagues.
8. Allow for easier processing
Once job sheets have been completed, make sure they’re easy to manage and organise. It should be quick and simple to find a specific historically completed sheet if you needed..
9. Ensure up-to-date branding
Your brand image may change with time and marketing needs . Digital job sheets make branding effortless, remember to update the organisation’s logo, fonts and colour schemes as they evolve
10. Fill out a job sheet yourself
Before approving an updated job sheet, complete one yourself to check for usability issues. If you find it frustrating or inadequate, you won’t want to pass it to your mobile workers.
Update your job sheets at least annually to maximise productivity and secure the most relevant information for each job.