3 Ways Mobile Forms Transform Businesses

3 Ways Mobile Forms Transform Businesses
By Ryan Remkes, CEO

You’ve heard about the vast benefits of implementing mobile forms, mobile technology and paperless process within your business, but like any core business process, there’s never “a good time” to tackle taking your business paperless.

Lack of time and fear of change is likely what holds many companies back. After years of dealing with on premise software installations and painful software implementations, the “new business solution fear” is very real and let’s face it… everyone is busy and 9 to 5 time is incredibly precious.

Still, the thought of paperless data collection intrigues you. Results are proven and you’ve heard about the many e-forms and paperless benefits other businesses are realizing. Capturing real-time, rich, accurate mobile forms data is the first step to going paperless. Sharing accurate forms data that streams into your business systems from mobile, remote and local teams throughout the business day is the next step.

Gaining accurate forms information that provides visibility allows employees to make confident decisions, execute and move quickly. Digital data makes your business more agile and more competitive. Mobile forms data can also CYA and can protect your business with searchable, powerful documentation.

Still, do you have the time? Does implementing a true digital forms solution justify the pain and the effort? Will your mobile employees, remote workers and office staff all adopt a new paperless, mobile forms solution? Most importantly, will it produce tangible business results and a return on investment for your particular business?

Implementing business-grade mobile forms solutions and going paperless is one project that is absolutely worth doing. Here are 3 key ways mobile forms can transform your business:



 SPEED. Solutions and platforms have changed rapidly over the last few years. Today in 2017, the reality is there are business-grade cloud-based mobile forms solutions that you can fully implement (in your business) in a single afternoon. Yes, it’s true, you can do this today! The best paperless solution providers have eliminated lengthy, costly, traditional software implementations. Mobile app stores also make the mobility chore much simpler so you can download the mobile app and sync up to your new forms in minutes. The entire process really can be as easy as sign up, set up, build your forms in the cloud, sync up and go. By this time tomorrow, your team could be capturing rich, accurate mobile and mobile forms data.





SHARING. Capturing accurate data in your mobile forms is step one. It eliminates manual process, human mistakes and is superior to paper and spreadsheet processes in every way. Mobile forms deliver great benefits but do not overlook the power of easily transferring and sharing your paperless forms so effortlessly. Cloud-based mobile forms solutions provide your teams with nearly instant access to business data that used to take days or weeks to scan, email, Dropbox (or whatever storage flavor) and share with coworkers. The best mobile forms solutions allow completed forms to be automatically organized in your cloud account, they can then be accessed, downloaded, reviewed, printed and emailed from anywhere. Some solutions even provide intelligent alerts and notifications. Imagine getting an email as your critical forms are submitted. 





 EXECUTION  What are you doing with the data your employees are required to capture? Where is it? Easily searchable? Do you ever feel like your business is bogged down in the process, running in quicksand? Going paperless can help you capture and transfer information across city, county, state and national lines within mere seconds. Imagine moving your business data, project pictures, client or employee signatures, field notes, tables, calculations and other forms data from the field, into your office in virtual real-time. Simple data collection, rapid transfer and anywhere access helps your best and brightest to make better decisions for the good of the business, much quicker. Return on Investment comes from using the data to execute and grow.



When it comes to choosing a mobile forms solution, a general understanding of the platform’s features is enough to make a sound decision that will take your business to an entirely new level. There is a wealth of information easily accessible and available today, the competitive edge for your business tomorrow will be with those that most efficiently capture, share, review, process AND execute on critical business data. These are the three keys to choosing a solution that will pull you from the quicksand and rapidly propel your business growth in the mobile information age.

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Top Reason People Resist Change
By: Shannon Corgan, Director of Marketing 

We are always looking for ways to increase productivity and efficiency in all areas of our businesses. Technology is a great way to achieve maximum productivity and efficiency. With the explosion of the mobile device market with tablets and smart phones, your business cannot afford to miss out on using the power of technology.

As you are researching ways to improve your company’s productivity and efficiency, you’ll want to start by looking at any manual or paper processes that could be automated. The top two inefficient paper driven business activities are paper time cards and paper forms. Replacing paper time cards or spreadsheets with an automated employee time tracking solution will not only increase your productivity and efficiency but will significantly increase your bottom line. When it comes to forms, you want the data and signatures on the forms, not the actual paper. Let’s be honest; most people didn’t get an A+ in penmanship, so it can be quite a chore to decipher the handwriting on the forms. Another indication of how inefficient paper forms are is to wander around your office and see the piles of papers sitting on employees desks. Why? It seems that there is never enough time to the get those paper forms filed. The bottom line is that paper slows down your business.

Now that you recognize the need to make changes in your business, you will want to know that the top reason employees resist change is the fear of the unknown. Deciding to make a change to an employee time tracking or mobile forms solution will affect most if not all of your employees. Time tracking solutions will have the most significant impact on your hourly employees and those who manage them. You don’t want this change to be perceived as a negative. Most of all you don’t want “push back” from your employees which could potentially derail the success of the new software.

People do not like change. Most people’s mindset is “If it ain’t broke, don’t fix it”. Once you understand that the fear of the unknown is the biggest reason for that mindset, it will help you as you start researching employee time tracking and mobile forms solutions.

You will need to automate your business process as much as possible to have scalable growth. In addition, it's critical to have your employees on board when you're automating mobile forms or employee time tracking for it to be successful.

You can be successful at rolling out a new employee time tracking and mobile forms solution by communicating with all of the affected employees well in advance of the changes. Employees need help in understanding what the changes will be and how it will affect them. It’s critical to share with your employees why changes are being made, and how it will impact them. When you are thinking about replacing paper forms and time cards with mobile forms and an automated employee time tracking system, there will be an effect on your employees. Change is often thought of as negative. With the right approach it doesn’t have to be.

To learn more, view our video, Putting People First to Avoid Implementation Pitfalls or check out our blog next week to see example email templates that help to overcome the fear of the unknown when implementing employee time tracking solutions.


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5 Integration Pitfalls to Avoid

By Kory Tanner, Chief Technology Officer

Today is the day your company gets to roll out the brand new shiny cloud-based employee time tracking solution! The products are supposed to make your team’s life easier and more efficient. You’ve spent several weeks researching an employee time tracking solution down to the last feature. You have done your due diligence and finally clicked “Get Started”; and you’re ready to roll.

The first few days have come and gone and you’re feeling like you have this under control; you are feeling great about the cloud-based employee time tracking solution you picked. However, that temporary feeling of joy and excitement ends abruptly when Pam from accounting swings open your door and asks how this new software will connect to her existing accounting system. After you wipe the sweat from your brow, you realize that you’ve got this. This employee time tracking solution product has seamless integration!

What exactly is seamless integration? PCMag.com describes it as, "An addition of a new application, routine or device that works smoothly with the existing system. It implies that the new feature or program can be installed and used without problems." I personally love to hear the words “works smoothly with the existing system” and sure enough your due diligence included that bridge to Pam’s accounting system. As I said, this cloud employee time tracking product has seamless integration!

Cloud companies today are spending significantly more resources on APIs than ever before. With this extra commitment also comes more streamlined communication. These APIs also include a far-reaching breadth of data and have many more access points. With communication technologies such as JSON, it’s making implementing these much simpler and with less headache. With that said, I believe with these modern API’s, Pam from accounting can get nearly all of her integration needs met without major effort.

Switching gears for a moment, let's look at the five pitfalls I’ve run into over the years to help us better understand what it takes to achieve maximum success.

1 Green White Grey A lot of times during an integration we find data hasn’t been fully filled out or entered into one or both of the systems correctly. I found that companies that have used Pro Advisors or System Experts on the setup and maintenance of their accounting system have the greatest success.

2Users that don’t manage old data. For example, API’s rely on being able to pull from status fields like Open, Closed, Deleted, Active and Inactive. If the user hasn’t managed these fields, these items of the integration can really slow things down.

3Two systems don’t always match structure one for one. For example, one system may have an email field for the employee while the other does not. As you can guess, this sometimes requires manual entry into the other system to make sure all the necessary data is syncing in both systems.

4Understanding the concept of a Master System - When hooking up integrations, you want to establish which system will be the Master of what data. For example, most people enter employees directly into their accounting system. The accounting system should be the master and should be the place to enter employee data. This means that you’ll want to sync operations of the API insert, update or delete any of the fields to the secondary system. When you have an API between an employee time tracking solution and the accounting system, your employee data in the accounting system would be the master record and you would sync any changes (new hires, employees on leave, terminated employees) to the employee time tracking cloud solution.

5Many times, data in a third-party system have individual fields locked down and is a roadblock when syncing data between the systems. When integrating multiple systems, make sure you are including all of the administrators for each of the systems during the integration process. You will save a considerable amount of time when you have the administrator that controls the security of these third-party systems present and able to give the privileges needed for accessing the desired data for a seamless integration with your new employee time tracking solution.

These are just some of the items that can cause an integration to have some setbacks. I hope it at least gets users thinking about what they can do to help prepare. Users should also use this time to re-evaluate the data in their accounting system and do some spring cleaning if there is any garbage data. Cleaning up the old or bad data will not only help with future accounting integrations, but it will help speed up day-to-day tasks without all the clutter.

Cloud Integrations are a big part of this ever-changing software world and while a lot of them run quietly in the background, they make a huge impact on day-to-day operations. Understanding even the basics without a doubt will help your business tremendously and keep Pam in accounting happy as well.

Learn More about WorkMax's powerful integrations and get started today on a successful employee timekeeping, mobile forms, or asset tracking integration today. 

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EMAIL Header 5 Reasons to Move to the Cloud

Top 5 Reasons to Move to the Cloud for Employee Time Tracking, Forms Automation, and Asset Tracking

By Shannon Corgan, Director of Marketing  

When purchasing software for employee time tracking, forms automation, or asset tracking some companies stick with purchasing software in the same way they have done in the past, but that is not what the most innovative companies are doing. The most innovative companies are looking to achieve their time to value as quickly as possible with the least amount of resources to accomplish it. As a result, these innovators are turning to cloud-based solutions for employee time tracking and forms automation. Check out our Top Five Reasons to Move to the Cloud for Employee Time Tracking and Forms Automation:  


1.Total Cost of Ownership

When looking at the cost of a cloud solution for employee time tracking, mobile forms, or asset tracking compared to on-premise solutions, you have to make sure you’re comparing apples to apples. Many times companies only look at the license cost for the on-premise software and compare it to the SaaS recurring subscription costs. They fail to take into account the annual supports costs that average 18% - 20% of the license cost. Most folks tend to forget to include the costs for hardware and technical staff to support the software. With cloud solutions for employee time tracking and forms automation, many of the additional on-premise costs that are often not included in the total cost of the purchase are included in the subscription costs. This typically leads to a lower total cost of ownership for cloud solutions.


IT Resources

2. IT Resources Needed

Gartner estimates that IT organizations devote more than 75 percent of their budgets solely to operating and maintaining existing systems and software infrastructure. In addition, Gartner found that companies can spend up to four times the initial software license cost to own, operate and manage applications. With cloud solutions for employee time tracking and mobile forms, there are no additional costs for technical support or any additional servers that need to be maintained by IT staff. This is all included in the annual or monthly subscription fee.  



Rapid Implementation

3.  Rapid Implementation

On-premise implementations can take several months to deploy and some extend beyond a year while cloud-based employee time tracking and mobile forms solutions can be implemented within days. Not only are cloud deployments much faster, but they are also much less expensive. On-premise implementations can be quite costly and professional services fees can be up to 3X of the initial software purchase price. Cloud solutions are much easier to implement because they don’t require coding to get up and running and have many out-of-the-box accounting systems and business application integrations. It's also easy to for non-coders to personalize employee time tracking or mobile forms solutions in the cloud to improve user adoption and accelerate the time to value. Cloud vendors provide self-service portals with videos and step-by-step instructions to get users up and running quickly. 


Frequent Innovation4. Frequent Innovation

Cloud solutions for employee time tracking and mobile forms usually provide improvements to their software on a frequent basis and require no action by the user or company’s IT department. The new features are instantly available and can be accessed as they log into the software. Cloud users are also always on the most current version of the software and can start using the new features to become more efficient. This is a stark contrast to new feature enhancements for on-premise software that are typically done annually and can be disruptive to customers. On-premise software upgrades often require IT staff to upgrade other software or servers to support the new version of the on-premise software. This can require many IT resources to accomplish this. 



Vendor Accountability

 5. More Accountable Vendors with Cloud

Many cloud vendors offer month to month licenses, so they have to earn their customer’s business every month and keep them happy by providing top-notch technical support and high levels of customer satisfaction. Cloud vendors are financially motivated to keep their customers happy. They must continue to provide new innovations and improvements to keep their customers happy. In contrast, traditional on-premise software vendors sell the license and move on.



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