3 Ways Mobile Forms Drastically Reduce Conference Calls
By Shannon Corgan, Director of Marketing
Most field supervisors fill out daily progress reports to keep all the project stakeholders on the same page. It’s usually a handwritten or typed up report with project status updates to address so everyone knows the current status of the project. Typically, this text-only written report is followed up with multiple phone calls and conference calls to get everyone on the same page to make sure everyone understands the current project status. Then there are even more conference calls to address any issues once everyone knows where the project stands. Have you ever thought about how embedding photos, sketches, and videos into your forms could improve this process? A picture is worth a thousand words, but it’s even better if you can visually communicate something faster and better in fewer words, right?
Here are some facts about visual communication:
- Visuals are processed 60,000 times faster than text 
- 65% of people are visual learners 
- 90% of information transmitted to the brain is visual 
- The brain can retain only 7 bits of information at a time. 
- Our eyes can register 36,000 visual messages per hour. 
- Visual aids improve learning by up to 400 percent 
Now that you know using mobile forms with more photos, videos, and sketches improve communication, here are three ways that they will reduce your conference calls:
Reduce Conference Calls Between the Office and Field – Recently, I had a chance to talk to one of our electrical contracting customers, R.J. Wolfarth of Service Electric and Control, Inc. and he shared the difficulty in getting accurate information when it is passed from the field to the office and up the chain of command using paper forms without photos, videos, sketches, or photos with markup.
“Using paper and not incorporating specific project details in forms to capture the true, real-time information is like playing Telephone. We received inconsistent information from the project managers on a daily basis because we weren’t getting the information directly from the source.” said R.J. Wolfarth, Vice President of Construction, “By utilizing WorkMax mobile FORMS, we eliminated the need for a project management role on all of our smaller scale projects. We found that the project managers actually hindered our job-specific milestones due to inaccurate information regarding overall progress. WorkMax mobile FORMS now answers all of the questions and delivers the information more accurately than we have ever seen.”
Reduces Status Update Calls to Clients – RJ also likes to share the photos, sketches, videos, and photos with markup with clients. The mobile forms are available at his fingertips to quickly share any daily progress updates with them. His clients don’t have to open a bunch of photo and video attachments and wonder what the picture is of or what part of the report it’s referencing. The photos and videos are all in one documents along with any written descriptions.
“WorkMax mobile FORMS enables us to keep the customer fully updated with no gray areas. They no longer require weekly conference calls because we answer their questions with WorkMax mobile FORMS. We can devote our time to answering specific questions or troubleshooting for the customer versus trying to identify what has actually happened,” said RJ Wolfarth, VP of Construction for Service Electric and Control, Inc.
Reduces Conflict Resolution Calls to Clients – Building clients’ trust takes time. Clients can be skeptical when you let them know about issues that arise on your projects, especially if the project isn’t in the same town they live in. It’s not always feasible for your clients to drive to the job site or jump on a plane to inspect the issues in person. This can lead to lengthy conference calls with your clients if they don’t understand or can’t see what is causing the budget increases or schedule delays. When you use mobile forms with photos and videos, you can send your clients marked up photos and videos to see what’s going on with the project without being on the job site. Seeing is believing. You can visually communicate information more clearly and quickly to be on the same page with your clients. It also doesn’t matter where the project is and doesn’t matter where you or your clients are. Everything is available to all your project stakeholders anywhere, anytime, and on any mobile device with WorkMax mobile FORMS.
Watch a video or see a WorkMax mobile FORMS demo to improve how you manage your communication from the field to the office to the clients.
 Burmark, L. (2002). Book Visual Literacy Learn See. Assn for Supervision & Curriculum. https://www.amazon.com/Visual-Literacy-Learn-See/dp/0871206404
 Jensen, Eric. Brain-Based Learning (Revised). p 55. CA:The Brain Store, 2005.