Paperwork equals pain
Many systems today can reduce paperwork and wasted time, writes Nigel Tooth
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.