Pa­per­work equals pain

Many sys­tems to­day can re­duce pa­per­work and wasted time, writes Nigel Tooth

ABC (Australia) - - TECHNOLOGY - Nigel Tooth App de­vel­oper

Bus op­er­a­tors and pa­per­work go to­gether hand in hand. They have done so for decades. Back in the ‘hand­writ­ten’ man­ual days, back in the type­writer days ... and scar­ily, still in to­day’s com­puter era. But it doesn’t need to be this way!

Pa­per­work is painful enough for an op­er­a­tor with three buses – so imag­ine if you have 50 or more! So much pa­per­work and so lit­tle time, right? Imag­ine if you could have a sys­tem that al­lows your staff to sign on and off with­out us­ing a pen or piece of pa­per? Com­plete their pre-de­par­ture checks and end-of-shift checks elec­tron­i­cally, rather than phys­i­cally tick them off on pa­per that then has to be re­turned to the of­fice for ver­i­fi­ca­tion.

Driver man­u­als con­stantly need up­dat­ing. In­struc­tions and pro­ce­dures can change sev­eral times within a year. There­fore every time this changes, the man­ual needs to be up­dated and signed off on. It would be great if you could make that change and al­ter it once to a mas­ter file on your com­puter. Then, when your staff log on elec­tron­i­cally, th­ese changes take ef­fect and a sim­ple check­box is marked to ac­cept th­ese al­ter­ations. The same can be said for your emer­gency pro­ce­dure guides (EPG), safety man­age­ment sys­tems (SMS) and other con­trac­tual re­quire­ments. Store, edit and post elec­tron­i­cally rather than via the old pa­per method. Then you can quickly and eas­ily re­port on all of this in­for­ma­tion at the press of a but­ton rather than flick­ing through moun­tains of files when an au­dit comes around.

As bus op­er­a­tors, we need to be smarter with our time. Re­duc­ing pa­per­work makes com­plete sense, and us­ing tech­nol­ogy to do so is the an­swer. Af­ter read­ing this ar­ti­cle, have a think about both the amount of pa­per­work and the the time it takes to or­gan­ise for your staff and your­self. I will guar­an­tee it will be hours rather than min­utes if you are en­sur­ing ev­ery­thing is con­trac­tu­ally sound.

There are many sys­tems in the mar­ket­place that can help re­duce pa­per­work and wasted time, but the se­cret is link­ing this from the of­fice to the driver and the bus. Many op­er­a­tors baulk at the ini­tial cost of in­vest­ing in such a sys­tem, yet this in­vest­ment will save you dol­lars over time.

If you feel you are ready to save your­self time and pain, give me a call or shoot an email – we have the sys­tem and se­cret to take your pain away.

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