A Beginner’s Guide to Checklist Apps

Posted on by GoCanvas Team

A Beginner’s Guide to Checklist Apps

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Checklists are essential for keeping your team or yourself organized. They are most often used for task management, project management, or workflow optimization.

If jobs at your workplace rely on checklists for the completion of tasks, investing in checklist apps can be a game-changer for increasing your productivity. At a very high level, this means that your staff is leveraging mobile devices (iOS/Apple or Android devices) that have customizable checklists for specific business purposes.

Most apps allow you to start from checklist templates and customize them to fit your needs. You can input due dates, create subtasks, collaborate with co-workers, automate tasks, and take advantage of the other types of advanced features that are included. In a business scenario, there are many benefits to using a mobile application rather than relying on a simple piece of paper.

Continue reading this article for an introduction to checklist best practices, key benefits of using an app for checklists, industry examples, and some free templates to get you started. 

What are the best practices in making a checklist?

To create a well-crafted checklist app, it all starts with making a good checklist. Any time you are collecting data, it’s important to give careful thought to how things are organized and to give specific direction on what’s required. Here are some of the best practices to consider when creating an effective checklist:

Identify your intent  

Clearly defining your intent is helpful for framing the checklist to reflect your specific needs. For example, the checklist may be used as a to-do list, an inspection checklist, a step-by-step guide, a task manager, or a tool to provide you with reminders.

Start with broad categories

It’s helpful to use broad categories when putting together your checklist or task list since there can be a variety of items that need to be included. Within each of those broad categories, checklist items can focus on basic tasks, subtasks, and other items that advance the checklist’s purpose.

Don’t be afraid to get granular

While broad items are an excellent way to start, getting granular in a checklist ensures that people address the specific items or steps when they go to complete the checklist. This level of granularity will help to avoid missing items and making mistakes.

Keep it simple

You should always keep checklists as simple as possible to ensure that your checklists are easy to use for anyone that needs to fill them out. Some use cases will require technical knowledge, but it’s important to remember that the purpose of a checklist is to make it easy for staff to complete. 

Consider extra space for note-taking

Sometimes it makes sense to have extra space on a checklist to add optional notes. This is helpful when people need to provide additional context to a checklist item. For example, people may need to explain why they couldn’t complete an item on the list, they may need to flag something for follow-up, or they may need to flag that a new task item needs to be added in the future. 

Create separate checklists when appropriate 

It’s sometimes tempting to include related lists together. But you should consider keeping separate lists for different purposes, so teams are always using the correct checklist for the right scenario.

What are the benefits of a checklist app?

Now that you have a framework for creating an effective and user-friendly checklist, it’s helpful to understand why a checklist app may be a better option for your business, rather than a regular paper checklist.

Checklist apps and platforms have various functionalities that improve the way teams work. Here are some of the top benefits of using checklist apps for business: 

Availability across multiple devices

With the rise in popularity of mobile devices, everyone is familiar with how to use apps on their phone, and this makes them incredibly convenient for people to access from anywhere.

Checklist apps today are available as mobile apps on both iOS and Android operating systems and through desktop software or web-based platforms. All of the data is securely stored in the cloud, giving teams the ability to work from any device that’s preferred.

Easy to customize

Non-technical staff can easily build and customize their checklist apps, leveraging a familiar drag and drop functionality that doesn’t require help from IT or programmers. You can quickly build checklists and use the drag and drop feature to reorganize the layout based on your preferences. For businesses that want to embrace digital technologies but have limited technical resources, mobile apps are accessible and seriously easy to build for organizations and teams of all sizes.

Advanced features available

Another benefit to apps is that they allow you to incorporate many exciting and advanced features to boost your productivity. This includes things like adding different types of fields into checklists such as calendars, time stamps, required text fields, signature capture, image capture, and much more.

More advanced checklist apps and systems also allow for automating workflows. For example, if a checklist notes a malfunction or problem during that inspection, an organization can send an automated dispatch request to the proper team member. You can see how checklist apps are great for businesses that need to work more efficiently and really streamline their processes.

Access to templates

Not everyone wants to build a checklist from scratch. That’s why checklist apps come with pre-built templates that are put together for specific use cases and they are designed to be customized to fit your unique needs. Some providers of checklist apps will also work with you during onboarding to build the app to your needs, giving you the exact templates your business needs to get started.

Integrations to improve workflows

Another benefit is the ability to leverage integrations to other applications you already use today. This is done by using a pre-built integration, a custom integration using an API, or a connection to a platform like Zapier that allows you to connect with thousands of other cloud apps. This can truly change the way your business operates and checklist items can trigger various automated actions to occur in other platforms.

Many checklist platforms also integrate with commonly used work productivity tools such as Google Workspaces (e.g., Google Keep, Google Tasks, Google Sheets, Google Calendar, and Gmail), Microsoft Exchange, Trello, Slack, Asana, and more.

Collaboration with co-workers

Many businesses need to use checklists that are filled out collaboratively by different team members. Apps allow co-workers to collaborate and share their checklist app submissions in real-time so everyone can be on the same page. This type of syncing capability helps workers and businesses be more productive and spend less time on manual processes.

What industries use checklist apps?

Checklist apps are used by many companies across a number of different industries. Here are some of the top use cases by industry:

  • Construction, Repair, and Improvement companies use checklist apps as components of building inspections, safety inspections, punch lists, maintenance checks, site inspections, compliance checks, and more. 
  • Transportation & Warehousing companies use checklist apps to improve the safety of drivers and vehicles on the road, with apps like the pre-trip driver checklist.  Inspection checklist apps are also used to ensure the longevity of machinery and equipment. 
  • Field Service Providers use checklist apps for contractors and employees that are performing work in the field and they need to ensure consistency with services being provided. These companies also have field service projects that use checklists to perform routine safety checks on jobsites.
  • Manufacturing industry operators use checklist apps to significantly improve workflows, efficiency, and manufacturing outputs. They’re also used to help improve worker safety and the safety of end-users of products. For example, food manufacturers use checklist apps that are geared towards food safety.

GoCanvas checklist apps

Creating a checklist on paper forms often leads to incomplete, inaccurate, or inconsistent data that’s hard for businesses to manage. A better way to manage checklists for your business is to use a mobile app that guides your staff on how to fill in all of the required information correctly. 

GoCanvas is an easy-to-use and powerful platform that enables businesses to create new checklist apps from scratch or take existing checklist templates in the GoCanvas store and tailor them to meet specific use cases. GoCanvas apps can integrate easily with a wide range of third-party providers and tools to increase your workflow efficiency and create opportunities to automate your business processes. The world of technology is easier than its ever been for businesses of all types to leverage these types of cloud applications to work smarter and be more productive at work.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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How Digital Construction Inspections Improve Safety

Posted on by GoCanvas Team

How Digital Construction Inspections Improve Safety

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Why are construction inspections required?

Construction inspections are performed during all phases of a project to ensure that health and safety standards are being met. Employee health and safety is a top priority for construction companies and there are regulations in place set by OSHA to ensure compliance.

In addition to the inspections that companies perform, OSHA also performs their own inspections of construction sites that can happen at any time to review compliance and issue any penalties or fines.

With the sheer volume of construction sites, it means that OSHA has to prioritize where they are performing inspections. According to the OSHA fact sheet on inspections, they prioritize based on a specific set of criteria:

  • When they hear of imminent danger situations
  • When severe injuries and illnesses are reported
  • When workers complain anonymously
  • When various agencies or organizations refer potential hazards
  • When workplaces are known historically to be high hazard
  • When they are performing a follow-up inspection

The prioritization of inspections is effective to incentivize employers that follow the rules and implement health and safety best practices. The goal is to have thorough construction inspection processes in place so that you are identifying issues, or your employees feel like they can come to you first with their concerns, and issues can be appropriately addressed. Having these processes in place is good for your employees’ health and safety, as well as your company’s productivity and bottom line.

Benefits of Using Mobile Apps for Construction Inspections

The traditional method for performing a construction inspection has been on paper forms. But anyone who has dealt with paper forms knows how inefficient that process can be. Some of the pitfalls of paper forms include:

  • Lost or misplaced forms buried in filing cabinets
  • Human error when filling out the form
  • Incomplete or inaccurate data that causes issues later
  • Sustainability concerns with heavy usage of paper

The current shift in the construction industry is a move toward digital transformation, where documents live as secure files in the cloud and can be filled out via mobile devices on construction sites. 

You can see how this type of solution solves the challenge of paper forms, ensuring that documents are easy to find, are filled out properly, and are in line with sustainable practices, reducing paper usage. 

With all of this information now available in real-time, another win for construction companies is the ability to analyze the data to understand safety trends and to have the necessary reports available when they are needed most.

Data and analytics have been slow for adoption in the construction industry, but data analytics is quickly becoming one of the greatest assets for improving productivity, ensuring safety and compliance, and tracking and reporting on key elements of business operations.

The Top 10 OSHA Violations in 2021

A recent article from Health and Safety magazine cited data from OSHA that summarizes their annual report of the top 10 health and safety violations. Below is a summary of the data for the construction industry violations in FY 2021:

  1.     Fall Protection – General Requirements (1926.501): 5,295 violations
  2.     Respiratory Protection (1910.134): 2,527 violations
  3.     Ladders (1926.1053): 2,026 violations
  4.     Scaffolding (1926.451): 1,948 violations
  5.     Hazard Communication (1910.1200): 1,947 violations
  6.     Lockout/Tagout (1910.147): 1,698 violations
  7.     Fall Protection – Training Requirements (1926.503): 1,666 violations
  8.     Personal Protective and Lifesaving Equipment – Eye and Face Protection (1926.102): 1,452 violations
  9.     Powered Industrial Trucks (1910.178): 1,420 violations
  10.     Machine Guarding (1910.212): 1,113 violations

OSHA reveals this data to create awareness around the top hazards in the workplace so that employers can proactively address health and safety issues that are very much preventable. In the next section, we will cover how you can improve construction health and safety programs with digital construction inspections that can help to minimize your risk from the top 10 violations cited by OSHA.

Apps and Templates for Construction Inspections

Leveraging digital technologies and the use of mobile apps can help you formalize your safety management programs. It will help you store inspection and training records in case you need to show documentation, helping you to stay compliant and avoid fines.

A benefit of using GoCanvas for your safety management program is that we have hundreds of pre-built construction inspection templates, checklists, and incident reports that your company can leverage and customize to fit your unique needs.

To minimize the most common OSHA violations, check out our list of construction inspection apps and templates that we have compiled for you to get started.

Construction Inspection apps and templates:

Additional templates for construction inspections

In addition to this list on health and safety, there are other types of construction inspections that your organization should be aware of, including ones for quality control, building inspections, and much more. The top 10 list is a great place to start, but if you are looking for additional construction inspections, checklists, or reports, you can find them through the GoCanvas application store.

With the current competitive landscape of construction and the tight margins that exist, every company should prioritize ways to keep their workforce productive. Leveraging technologies like GoCanvas to improve your health and safety programs will lead to lower risk to your company and greater profit margins over time.

Try GoCanvas for free today
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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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16 Construction Safety Stats to Know in 2021

Posted on by GoCanvas Team

16 Construction Safety Stats to Know in 2021

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Why is construction safety important?

The construction industry tops the list when it comes to workplace injuries and fatalities, even with tightened safety regulations over the years. It’s important for companies to prioritize construction safety to minimize these risks and keep employees safe. When employees are safe, it strengthens your company’s reputation, and it leads to greater employee satisfaction and retention over time.

Here are some key stats that put into perspective the importance of construction safety:

  1. About 20% of worker fatalities per year in private industry were in construction – accounting for one in five worker deaths for the year
  2. More than half of the fatalities resulted from what OSHA calls the “Fatal Four” (falls, being struck by an object, electrocutions, and getting caught in or between equipment or objects)
  3. Eliminating construction industry deaths from the “Fatal Four” could save more than 582 U.S. workers’ lives every year, given that the death toll stems largely from non-compliance with safety regulations
  4. Businesses spend $170 billion a year on costs associated with occupational injuries and illnesses — expenditures that come straight out of company profits

How daily construction safety meetings can help

Safety meetings and training will help you keep in compliance with OSHA standards that require employers to talk to employees about safety. Many construction companies are holding daily safety meetings, also known as toolbox talks, that cover the key areas that employees need to be trained on.

By implementing regular safety meetings on different topics, you’ll likely see a decrease in the number of accidents on site. Here are some key findings on how these daily meetings can help:

  1. Companies that host safety meetings once a month have a total recordable incident rate (TRIR, a statistic you can calculate and compare to industry averages) four times higher than those that hold them daily
  1. Holding daily toolbox talks reduces a company’s DART (days away, restricted, or transferred) rate by 66 percent compared to monthly talks.
  2. Implementing a safety program can reduce injury and illness costs by 20-40%.

How construction safety impacts productivity

Prioritizing safety leads to greater productivity in the construction industry. Given the state of the construction industry in 2021, companies will need to maximize their productivity in order to stay competitive and ensure projects are completed on schedule for customers.

Here are some key findings on the impact of safety on productivity:

  1. The productivity lost from workplace injuries and illnesses costs an additional $60 billion yearly
  2. The median number of days away from work because of a job-related injury or illness in construction is 10 days.
  3. Companies with good health and safety programs outperformed the S&P/ASX 200 index in Australia by 24.9 percent. Companies that didn’t have those programs underperformed.

Ensure compliance and avoid costly fines

The construction industry is one of the most frequently inspected by OSHA and they can visit a worksite at any time for an inspection. Employers that have strong safety management programs in place ensure that they are in compliance with OSHA standards, and they are less likely to be fined.

Here are some important stats on OSHA violations and fines:

  1. OSHA’s maximum penalty for a “serious” violation is $13,653 per violation
  2. The OSHA fine for a “willful or repeated violation” is $136,532 per violation
  3. The fine for a violation that causes an injury but not a death (what OSHA defines as an “other than serious” violation) is $13,653. In the tragic event that an employee’s life is lost, violations become criminal offenses and can carry fines of up to half a million dollars.

Impact of safety on insurance premiums

Another benefit of focusing on safety is that you avoid more accidents, which in turn can lower your company’s insurance costs. Workers’ compensation premiums are calculated by taking the rate that is set based on the class of employee and multiplying it by an experience modification rating (EMR). The EMR adjusts premiums based on your previous three years of injury records.

Lowering the number of incidents will help to keep your costs down, and here are a few noteworthy stats about insurance premiums in the construction industry:

  1. Employers in the construction industry spend about $1 per hour per employee on workers’ comp, compared to the national average of $.45 per hour per employee for all other industries
  2. Employers pay almost $1 billion a week in workers’ compensation costs alone
  3. A small improvement in your EMR can translate into a 10-20% reduction in insurance premiums.

There are also many indirect costs of claims, including lost productivity, cost to hire replacement workers, and administrative costs to handle the claims.

Comprehensive safety management for construction

The data makes it very clear that construction companies and their employees benefit when the organization is invested in safety programs. Investing in a solution like GoCanvas makes it easy for companies to track and report on their safety programs in near real-time.

Our safety management solution is customizable to meet your business needs and it includes several pre-built safety forms, including Toolbox Talks, Incident Reports, and Job Safety Analysis.

One interesting (and final) stat to share is that GoCanvas customers report reducing their risk and liability by 18%. You can get started for free with GoCanvas to see how mobile apps and forms can make your safety program more effective.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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We’ll help you put together the right solution for your needs.

Let’s Build A Plan Together

What are the Main Stages and Processes of Incident Reporting?

Posted on by GoCanvas Team

What are the Main Stages and Processes of Incident Reporting?

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Incident reports are effective tools to promote safety in the workplace. You want to do everything in your power to fill out your incident reports as professionally and effectively as possible. We have compiled a thorough list of the main incident reporting stages so you can ensure you’re taking every step to foster a culture of safety in the workplace. Here are the main stages and processes to consider for incident reporting: 

1. Initial response and disclosure 

You should begin the process of incident reporting as soon as an incident or near-miss occurs. Your initial responses should include administering any medical aid that’s necessary, containing spills, and calling the authorities if needed.

You should also contact your company leadership team so they’re aware of the situation and can begin reporting protocols right away. Your leadership team will ensure other team members have left the danger zone and are out of harm’s way.

You can then begin formal documentation once you’ve secured everyone’s safety and notified supervisors. 

2. Preserve and document the scene 

You will need to start your incident reporting by getting formal and accurate documentation immediately after the event has occurred.

You will first want to make sure that your teams have shut down any equipment and that any hazards or spills have been contained. As soon as it’s safe to do so, you will need to preserve the scene of the incident and begin recording the details of the event by taking photographs and videos of the scene.

You will want to begin your documentation before equipment or other materials have been moved for clean-up purposes so that you are getting an accurate picture of the scene. In some instances, you may also want to use tape or cones to prevent team members from compromising the scene before you have had a chance to fully document the incident. 

It’s critical that you record as many details as possible so the investigative team can have the most complete picture of what happened and what led to the event. Here are a few important details that you will want to include when surveying the scene:

  1. Equipment involved in the incident
  2. Cleanliness of the area as well as obvious hazards, such as spills
  3. Weather conditions 
  4. Lighting and noise
  5. The presence or lack of safety guards and safety equipment
  6. General location, date, and time of the incident

3. Gather witness testimony 

Gathering witness testimony is one of the most crucial components of incident reporting and interviewing witnesses in a timely manner will increase your chances of acquiring accurate details about the event. You can move toward collecting information from witnesses once you have finished documenting the scene of the event.

Contact the supervisor to get the names and contact information from anyone that was present and promptly begin interviewing the witnesses. You don’t want to delay these interviews because it’s possible that the memories of witnesses can become blurred with the passage of time – particularly in the case of a traumatic accident or near-miss.

To help you maximize your witness interviews, here are some helpful tips to consider:

  • When possible, conduct your interviews at the scene of the incident to help witnesses remember some of the more minute details of the incident. 
  • Assure witnesses that your job is to gather information and not to place blame. Emphasize that their honesty is crucial to the safety of the workplace and that incident reporting helps to prevent future accidents.
  • Allow witnesses time to think and retell the incident. Ask open-ended questions. 
  • Interview witnesses privately. This gives them the opportunity to recall their own memories of the event and not fall under the influence of another witness’s testimony. 

You should record all this information as thoroughly as possible. In addition to written notes, consider using an audio recorder or filming witness interviews so you don’t miss any crucial details.

It’s best to discuss interview methods with supervisors or leadership before you begin. After an incident, workers might be afraid of providing their testimony, so you will want to make sure they feel safe and supported throughout the process.

4. Complete the form 

You should compile a formal incident report once you’ve gathered all of the pertinent information. OSHA requires workplaces to file incident reports on accidents, injuries, and even near-misses. The administration also provides helpful forms to ensure you record and submit your incident reports correctly. 

5. Report to the authorities 

In certain cases, you will need to submit the report to the appropriate authorities once the report has been completed. For example, this would apply in instances where there’s been a fatality, a hazardous spill, or any other major event where there are statutory requirements for you to disclose this information to the proper authorities. 

6. Determine the causes 

After you file your incident report, you now must work to determine how and why the incident occurred in the first place. This process of investigating a workplace incident is often referred to as a root cause analysis.

You or your investigative team will need to conduct a root cause analysis to locate the gaps in your safety protocols and systems so that you can determine the “root causes” of an incident. OSHA provides a helpful guide for determining the root causes of an incident and this guide outlines helpful questions to ask when executing your investigation.

This guide can help you to consider the incident from multiple viewpoints and ensure you are performing a thorough examination of the incident. 

7. Implement corrective actions 

Once the investigation has been completed, you can start to take steps to prevent a similar incident from occurring again in the future. Your team can implement the corrective actions that are needed to cultivate a culture of workplace safety that’s in the best interest of the organization and its employees. 

The first place to start with your corrective action plan is to understand the safety and quality standards for your workplace. Once you have a solid grasp on these standards, you can begin to plan specific ways of preventing future harm and educating team members on how to practice workplace safety. 

For example, this could be anything from stressing the importance of wearing safety gear to dedicated training on safe equipment use. Your corrective action plans should be tailored to your specific workplace and the weaknesses that you uncovered in the incident investigation. 

Creating a safe and productive workplace

Incident reports are an important part of creating a safe and productive workplace for all your team members. When you take the necessary steps to complete the incident reports, you’re enabling the company to take the appropriate corrective actions, and this will allow the company to be more prepared going forward. At the end of the day, it’s all about doing everything you can to foster a safer working environment for everyone.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Smarter, Faster, Safer: Improving Safety Compliance with Mobile Technology

Compliance, there are many ways we talk about it. A necessary evil, a chore, a struggle, or a critically important part of business. We all know how crucial it is, helping save…

Read the eBook
Woman reviewing information on a tablet.

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Waiver forms are a type of legal protection used by businesses to reduce their liability and risk. This type of agreement between a business and its customers is used…

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We’ll help you put together the right solution for your needs.

Let’s Build A Plan Together

Incident Report Examples & Templates

Posted on by GoCanvas Team

Incident Report Examples & Templates

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Knowing how to effectively file incident reports is a critical component for companies that want to cultivate their culture of safety at work. Incident reports are designed to document the important details surrounding an accident, incident, or near miss that happens in the workplace. 

These reports are incredibly useful for informing companies on the real gaps that exist in their safety protocols, ultimately allowing them to address these issues by implementing new policies and protocols to prevent future incidents from occurring. 

In this article, we cover three of the most common incident report types and the corresponding report templates that you can use. Continue reading for examples and templates to use when these types of incidents happen at your workplace:

  • Basic Incident Report
  • Field Incident Report
  • Construction Accident Investigation Report

Basic incident report template & sample

If you need a basic template to get started, make sure to check out our basic incident report template that’s free to get started with using the GoCanvas app store. Our template includes the most common information to include in a basic incident report and it can be fully customized to meet your company’s specific requirements.

Picture of an incident report template

What are basic incident reports used for?

Basic incident reports work for a variety of types of incidents, giving you a flexible template that can be used for different types of accidents, near misses, or injuries. A basic incident report template should include all the essential details that you and the investigative teams will need to fill out following the incident. 

How often basic incidents occur 

Wondering how often basic incidents occur? If you look at the most recent findings from the Bureau of Labor Statistics, it shows that the rate of recordable incidents in the private industry was at 2.8 percent among full-time workers. The data shows that nearly 900,000 incidents resulted in lost time when looking across all of the reported incidents in a given year.

Key info for basic incident reports

A basic incident report needs to include all the details the investigative team will need to evaluate during their review, including: 

  • Location, date, and time of the incident
  • Witnesses and their contact information 
  • Witness testimonies 
  • Those involved in the incident
  • Actions that were taken post-incident 
  • Injuries incurred
  • Medical treatment administered 

Field incident report template & sample

When an incident happens in the field a report must be filled out and sent to the proper authorities. Get started for free on the GoCanvas app store, using our field incident report template that allows your field teams to use a mobile device or tablet when submitting their reports.

Picture of a field incident template

What are field incident reports used for? 

You will need to use a field incident report for any work-related injuries that occur offsite or outside of company property. Field incident claims are typically more complicated than claims filed for an on-site incident. With that in mind, you should make sure to be thorough when collecting the details of a field incident to ensure that claims are efficiently processed.

Key info for field incident reports

In addition to all the information included on a basic incident report, field incident reports should also include the location of the accident and the address of the workplace.

Construction accident investigation report template & sample

The perfect tool for any construction company is available through the GoCanvas app store using our construction accident investigation template. Use this resource so that your construction company is prepared when a workplace accident occurs.

Picture of a construction accident template

What are construction accident investigation reports used for?

You know that the construction industry presents a wide range of hazards and dangers. Construction accident investigation reports are crucial to identifying weak points in safety protocols and they can actually help your business establish better safety practices. These reports can help your company and they can also help inform the entire construction industry on how to better minimize injuries on job sites. 

How often construction accidents occur 

If you look at data provided by OSHA, you will see that construction accidents are the most common type of reportable incident and about 20 percent of fatalities in private industry are in construction. The most commonly violated OSHA standard is fall protection, which falls under the construction sector. 

Key info for construction accident reports

In addition to all the information required on a basic incident report form, a construction accident investigation report should also include the name of the contractor, the name of site foreman, and any violations that were issued. 

Additional templates available for all your use cases

Documenting incidents and injuries is crucial for promoting a culture of safety in the workplace. With incident report templates on hand, you’ll be able to document any accidents when they happen, and your team can work to improve its protocols for a safer workplace. 

If you’re looking for additional incident report templates that we didn’t cover in this article, be sure to check out more examples of incident reports in our app store. We have hundreds of pre-built forms to help you get started and our product has a variety of features that will fit all your business needs.

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GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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Form Builders and Templates – What You Need to Know

Posted on by GoCanvas Team

Form Builders and Templates – What You Need to Know

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Forms can be complex and many times they can be more nuanced than you might expect. But with properly designed layouts, you can improve workflows, facilitate automation, and enable your business to customize and enhance its data collection practices. Continue reading this blog post for:

  • Information about forms
  • A summary of different types of forms on the market today
  • Examples of industry use cases for forms

What is a form?

A form is a tool that has fields where individuals can write text or select from various options. The end use of forms can vary significantly, but most often they function to register for something, fill out a statement, create a request, or submit an order.

Forms may also be multi-purpose by design, and they can even lead end-users to different outcomes based on how they respond to the form fields.  While most forms are provided blank, some form designers may also leverage placeholder content in digital forms that can prompt users to provide certain types of data.

Forms can also have advanced features like dynamically populating content using data that is being referenced from a database, often referred to as reference data. Reference data can help pre-populate form fields, simplifying the process for people filling out the form by leveraging data that is already known.

The benefit of using forms to collect data is that they help to make data consistent and uniform for storing, processing, and analyzing the data. One common example of using forms is when businesses need to collect data from their customers to store inside a Customer Relationship Management (CRM) system.

Integrating the form with the CRM database allows a business to dynamically populate the form fields based on the data they already have from the customer. It then allows them to collect a standard set of data fields from customers, ensuring that they are bringing in consistent and standard data that can be used when creating reports and performing analysis.

What are the different form builders on the market, and how are they used?

There are different types of form builders available to the market today. Some of these form-building tools have more niche-specific uses, while others have a broad set of use cases. Here’s a quick overview of some of the different form builders on the market today:

Mobile App Forms

Mobile app forms are specialized forms that function as mobile apps. GoCanvas is a leading firm in developing mobile app forms for data collection and sharing. Users can access the form builder to create custom apps that can be used on tablets and smartphones or through a desktop app available on Windows and Apple computers. 

The data from these forms is stored in the cloud and it can help businesses reduce their paper usage. The functional capabilities of GoCanvas apps include GPS location capture, photos, custom form fields, signature capture, and reference data, among others. Users can share form submissions through a .csv file or a PDF report. 

GoCanvas also integrates with a wide range of platforms, including Quickbooks, Salesforce, Dropbox, Google Drive, PulseM, Netsuite, Zendesk, and much more. Through Zapier, GoCanvas can integrate with over 3,000 apps to automate workflows and increase workplace productivity.

WordPress Plugins

There are countless WordPress plugins available that form writers can use to develop and deploy forms accessible from websites. Some of the most popular ones include Gravity Forms, Formidable Forms, WPForms, Jetpack Forms, and others. These form builders are drag-and-drop plugins that are dynamic in their applications. It is relatively easy to embed these forms directly into websites designed on the WordPress CMS. 

Most often, people use these types of forms as a contact form, registration form, or marketing form to collect information for email marketing campaigns. These forms can also function as a submission tool for file uploads or a payment authorization tool that can integrate with PayPal or Stripe systems.

Form data collected through these plugins are typically accessible in various formats, including an online dashboard or exportable format through .csv or XML format. Users can customize these forms by using more advanced CSS or HTML code to define specific looks and functionality.

Email Marketing Forms

Most email marketing campaigns will use lead capture systems and CRMs for marketing and sales purposes. Some of the most well-known email marketing providers include Hubspot, Mailchimp, and Constant Contact – all of which have forms that can integrate with various types of websites, mobile apps, or through stand-alone systems.

In general, these forms are somewhat limited in their capabilities, although it is possible to automate workflows based on inputs and conditional logic. Most commonly, these types of forms are meant to collect basic information that can inform marketing and sales teams about interested customers or prospective customers.

Survey Tools

Google Forms and SurveyMonkey are two popular tools for sending out free or low-cost surveys.  These types of forms can be built with conditional logic, automation, and other capabilities to collect data from groups of all sizes.

Reporting dashboards are also available in these platforms so that users can generate actionable and insightful data from results. Google Forms integrates directly with Google Sheets so that these forms can quickly aggregate data into a cloud-based Google Sheet.

Use cases for different form builders

Given the various types of form builders available to the market, it may be helpful to compare the different uses for each form builders we’ve covered in this article. Here’s a quick summary:

  • Mobile App Forms are helpful tools for businesses that require checklists, reports, data collection tools, evaluations, guidelines, and other tools for recording, reporting, or sharing information.
  • WordPress Plugins can be used in various use cases but are often deployed for contact capture purposes, as registration forms, contact forms, and other somewhat simplistic use cases. 
  • Email Marketing Forms are niche purpose forms, mostly related to capturing contact information for users. 
  • Survey tools are great for collecting responses from respondents and aggregating data into easy-to-understand insights such as charts and graphics. 

How different industries can use forms effectively

Nearly every industry today uses forms to improve its business processes and outcomes. Here are some of the innovative ways that companies are using mobile forms to streamline their operations:

  • Work orders for companies in the construction, repair, and improvement industry may be generated through a form builder to integrate with systems such as Quickbooks so that accounting departments can approve expenditures or authorize work quickly. 
  • Building inspection forms can utilize conditional logic and automation to rapidly dispatch the correct maintenance personnel depending on the nature of an issue during the inspection.
  • Estimate sheets can be used to help businesses to bid effectively on projects, using calculations that can be performed automatically through the form.
  • Time tracking can be automated for staff when companies may leverage GPS capabilities integrated into forms to ensure that inspectors are at the correct job site at the right time
  • Field service reports can streamline communications between workers and their offices, ultimately minimizing miscommunications and improving service outcomes. Field service technicians can use technical service orders to automatically request specialized service types while including pertinent details such as images of problem areas, GPS coordinates of where a problem is, and much more.
  • Forms for Human Resources departments to effectively track employees’ time, ensure proper training sessions are attended, or even authorize vacation and time-off requests with ease.
  • Compliance and safety management for organizations that need to comply with OSHA requirements. These companies use forms for inspection checklists to maintain employee health and safety by ensuring that facilities are in compliance and that proper safety inspections are occurring regularly.

Mobile apps and forms can make an impact on businesses of all types and sizes. If you are looking for other types of forms to use for your business, GoCanvas has done the work for you already – we have over 20,000 mobile app forms that are pre-built for many different industries and use cases to help you get started for free.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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What are Safety Data Sheets (SDSs)?

Posted on by GoCanvas Team

What are Safety Data Sheets (SDSs)?

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What is a SDS and what is its purpose?

The term SDS refers to a Safety Data Sheet that is used by chemical companies to stay in compliance with the regulations set by OSHA in the Hazard Communication Standard (HCS). Companies that manufacture, distribute, or import chemicals are required to provide Safety Data Sheets to inform workers of the hazardous materials they are handling.

The main purpose of a SDS is to provide companies with a standard template they can use for communicating critical information about their hazardous materials for the safety interests of their workers. 

SDS Information You Should Know

In 2012, OSHA updated the HCS to be aligned with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS). It’s important to point out that Safety Data Sheets are part of the legislative process at OSHA, meaning that they can change over time and new amendments can be enacted by the administration. 

The changes that occurred in 2012 were enacted in part to reduce trade barriers globally for American companies and to provide consistent standards for communicating and classifying hazardous chemicals. As part of these changes, the long-used material data sheets (MSDS) also became obsolete, and companies were forced to move to the new 16-section SDS format to stay in compliance and avoid any applicable fines. 

What’s included in the current 16 section SDS format?

OSHA structures the Safety Data Sheets into 16 sections so that all companies have a standard template to keep things consistent. Each of the sections has a distinct purpose for classifying hazards and below we have included a high-level summary provided by OSHA’s website of what’s included in each section of the Safety Data Sheets.

Sections 1 through 8 

OSHA states that “Sections 1 through 8 contain general information about the chemical, identification, hazards, composition, safe handling practices, and emergency control measures (e.g., fire fighting). This information should be helpful to those that need to get the information quickly.” 

  • Section 1: Identification
  • Section 2: Hazard(s) Identification
  • Section 3: Composition/Information on Ingredients
  • Section 4: First-Aid Measures
  • Section 5: Fire-Fighting Measures
  • Section 6: Accidental Release Measures
  • Section 7: Handling and Storage
  • Section 8: Exposure Controls/Personal Protection

Sections 9 through 11 and 16

OSHA states that “Sections 9 through 11 and 16 contain other technical and scientific information, such as physical and chemical properties, stability and reactivity information, toxicological information, exposure control information, and other information including the date of preparation or last revision. The SDS must also state that no applicable information was found when the preparer does not find relevant information for any required element.”

  • Section 9: Physical and Chemical Properties
  • Section 10: Stability and Reactivity
  • Section 11: Toxicological Information
  • Section 12: Ecological Information (non-mandatory)
  • Section 13: Disposal Considerations (non-mandatory)
  • Section 14: Transport Information (non-mandatory)
  • Section 15: Regulatory Information (non-mandatory)
  • Section 16: Other Information

Why are sections 12 through 15 labeled as non-mandatory?

As we mentioned earlier in this article, the 2012 changes to the SDS format were designed to bring more consistency between the SDS format and the globally recognized GHS standards. That’s why sections 12 through 15 are now included in the template and marked as non-mandatory.

It’s important to note that OSHA “will not enforce the content of these sections because they concern matters handled by other agencies.” While these sections are not mandatory to be in compliance with OSHA standards, it makes sense to use these sections if your company works internationally and also needs to comply with the GHS.

Can a SDS be stored digitally?

As more companies invest in digital transformation initiatives, it means that companies are moving towards housing much of their critical information in secure, cloud-based platforms. When it comes to SDSs, OSHA indicates that safety data sheets can absolutely be stored as digital documents. OSHA just requires that these SDSs are easily accessible for all employees who need to understand the hazardous chemicals that are being used for their job site. 

Another best practice can be to assign a person or team to manage the SDSs and make sure that they are always accessible and up to date. Having these documents stored digitally and made available through a mobile application will help your team manage the documents and ensure that your workers know where to find the latest version of the SDS. 

In the rare case of a power outage or emergency situation, it makes sense to have a hard copy of your SDS available for workers. But otherwise in today’s digitally connected world, it’s going to make sense to have digital copies available for your SDSs that can be readily accessible in a secure mobile device on-site.

Covering SDSs in Safety Toolbox Talks

Toolbox talks are a great way to educate your workers on best practices in the workplace by sharing everything they need to know on staying compliant with regulations for jobs and projects. You can use these daily safety meetings as an opportunity to review the SDSs, covering how to find them and how to interpret the information that is provided, making sure to highlight the potential risks involved with chemicals on site. 

Your leadership team may also want to consider implementing a safety management solution to help manage compliance with OSHA and to ensure your employees have access to the latest data sheets.

By moving these processes online, it will also allow you to analyze which employees and job sites have actually completed the training programs, so you can identify and address any potential issues before they result in an accident or fines.  

Safety Data Sheet examples and templates

If you are looking for free SDSs sheets, you may be interested in the GoCanvas app store where we have built out safety data sheet examples and templates that you can use as a starting point.

Companies that deal with potentially hazardous materials are starting to implement chemical management programs and mobile applications have proven to be effective for tracking and managing these programs. 

Our safety data sheet templates can be used to contain a range of information about chemicals and materials being handled. They are meant to communicate to the reader any protective equipment needed when handling the chemicals or materials, hazard communications such as signage or pictograms, information about hazardous substances that may make up component materials or ingredients of the subject of the SDS, and how to handle spills or exposure to hazardous material.

Construction companies that move to GoCanvas have found that it helps them track and report on their safety programs in real-time, giving them a better place to manage their SDSs and helping to improve the health and safety initiatives at their workplaces.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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How Timesheet Apps Benefit Your Business

Posted on by GoCanvas Team

How Timesheet Apps Benefit Your Business

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Timesheet apps represent the newest iteration in how businesses and contractors track their time. So what do these apps do? What makes a good timesheet app? How do these work with financial systems? What ways are different industries using these apps? Continue reading this article for answers to these questions and a high-level overview of how timesheet apps can benefit your business.

What does a timesheet app do?

Hourly employees, contractors, or other workers who are paid on an hourly basis typically use timesheets to track time worked for payroll calculations or for invoicing billable hours to a client.

Businesses and contractors can also use timesheets to gather data to ensure accurate pricing for services or products. This allows them to optimize their processes by understanding how long it takes to perform specific tasks. Other examples include freelancers or consultants that are required to submit time entries to their clients for billing purposes.

Timesheets can vary in how they look or function. Here are some common examples:

  • Punch cards or time cards use either a time clock that may physically punch a card or a digital clock-in/clock-out system that creates the timesheet.
  • Point-of-service (POS) systems are used by businesses for employees to log in and log out for timesheet purposes.
  • A physical piece of paper is a basic way for employees to write down the hours worked
  • Excel spreadsheet or .csv files are basic time tracking tools that can either be processed manually or imported into time management or payroll systems.
  • Mobile apps are a way to use smartphones or other devices for employees to complete their timesheets digitally.

As smartphones have grown in popularity, more companies are moving away from traditional forms of time cards, and they are moving toward mobile apps that are more convenient for collecting timesheet data from employees.

Using the native functionality in Android and iPhone mobile devices, employers can engage in real-time tracking of team members’ time. This can also enable their organization to automate additional functions like payroll or paying contract consultants/employees. Mobile apps also open up an opportunity to use new technologies, like the ability to use GPS locations or geofencing that can monitor and track the employee hours spent at a physical job site.

Technology is empowering businesses to become more efficient and many companies are starting to realize productivity gains by moving toward mobile apps for their time tracking.

What are the best elements of a time tracking app?

There are several timesheet apps and time tracking software platforms on the market, but not all of them are created equal. When evaluating your options, here are some of the top features you will want to have in your timesheet app:

  1. Having multiple employee types is an important feature that lets you differentiate between employee time tracking and contractor time tracking to ensure detailed and accurate billing.
  2. GPS integration and geofencing capabilities allow your business to automate the time tracking of workers at job sites.
  3. Security features that are native to iOS and Android, like facial recognition, can be used in timesheet apps to ensure the correct individual is logging time.
  4. Integrations with your core systems (like payroll or accounting platforms) can help to minimize the effort of processing payroll and paying invoices.
  5. Flexibility to track time both in real-time and through manual entry (and differentiating between those tracking methods).
  6. Accessibility on different devices is incredibly important for employees to be able to use both Apple/iOS and Android phones/tablets, as well as web browsers or desktop applications.

When selecting a timesheet app, your business should carefully determine what requirements need to be met for tracking people’s time and select a timesheet solution that is easy and secure for collecting and managing your data.

How can timesheet apps integrate with payroll and accounting systems?

Timesheet software and time tracker apps are most effective when integrated directly with payroll and accounting systems such as ADP, Quickbook, Xero, and others.

By leveraging these integrations, companies ranging from small businesses to enterprise-level clients can automate time tracking processes.

Consider an integration with your payroll and accounting system if your business needs to improve business operations and cut out manual processes. Integrations can significantly help your business save time, effort, and money, while also increasing payroll accuracy.

What are the benefits of digitizing and automating time tracking with a timesheet app?

Moving to a digital strategy for tracking time provides many benefits to a business. Here are three of the top benefits of timesheet apps for business:

1. Streamline project management

From a project management perspective, understanding the allocation of resources is critical to managing businesses’ workflows. If a worker takes more time on a task than expected, it can cause missed deadlines, cost overruns, and other problems. Understanding task timing is critical for keeping projects on time and it gives you the ability to forecast budgets and project estimates more accurately in the future. Timesheet apps will streamline your business processes and improve project management.

2. Avoid losing track of time

Employees and contractors are not always perfect and missed time happens. Timesheet apps can help your business avoid losing track of time. This can be done by automating time tracking with systems that help to ensure that all the billable hours are captured. Advanced capabilities like geofencing or the ability to retroactively validate time can help employees capture all their time worked.

3. Simplify the process for staff

Timesheet apps and digital time tracking platforms make managing multiple employee timesheets or project timesheets a breeze. The insights from having multiple employees or projects aggregated in one location can help to ensure that everyone is billing accurately. For example, if one employee in a group does not have time logged while the others do, there may be missed time. Tracking timesheets for multiple employees and projects at once also streamlines the effort required to process timesheets.

Examples of time tracking apps for business

Now that we’ve covered how you can save time and money with digital time cards, you can start to check out some of the time tracking app examples available today. GoCanvas timesheet apps are accessible right from your mobile device and help businesses to:

  • Eliminate data entry and re-entry errors, missing timesheets, and fraud with mobile time-tracking
  • Provide visibility into who’s working, who was late, and how many hours have been clocked
  • Access time cards anywhere with instant access to digital time tracking apps

With the option to get started for free, you can see how GoCanvas fits your business and consider how it can help you streamline your processes for time tracking and business operations.

Industry Use Cases of Timesheet Apps

Timesheets are used by many different industries. Below are some common examples of how different industries use timesheet apps:

Construction Services

Companies providing construction services use a combination of employees, contractors, and subcontractors on job sites. These individuals are often generating billable events by merely being at a specific job site. By using time tracking apps with geofencing capabilities, construction services can accurately track workers’ timing and hours in an automated fashion.

Construction Timesheet App Template

The Construction Timesheet mobile app helps contractors, sub contractors, trade specialists and others fill out construction timesheets to track when they start work each day, which project they are working on, their lunch break and the ending time. This employee timesheet app is designed for companies that focus on a certain type of work and don’t need to break it down by job phase or category. Additionally, this app calculates the employee’s time automatically (i.e. an in-app time clock), and has the ability to enter and track multiple employees as well.

Field Service Companies

Like construction companies, field service companies often use a combination of employees and contractors to provide services. Time tracking apps can help these workers bill for services more accurately as different types of installation, repairs, maintenance services, or even specific clients can have special pricing or service rates.

Field Service Timesheet App Template

This Field Services Timesheet App makes it easy for workers to access an employees time clock from anywhere in the field. Instead of using complicated time clock software or standard time tracking machines, this easy to use app is accessible using a smartphone or tablet. Perfect for small business owners and others who manage employee time and attendance, this easy to use time tracking app will simplify your payroll processes each month.

Transportation Companies

For businesses that provide transportation services, coupling time tracking with travel distance can help provide accurate billing. Using these apps also helps ensure that drivers who may be subject to transportation regulations and restrictions are not driving more hours per day than is legally allowed.

Transportation and Logistics Timesheet App Template

This Transportation Timesheet App is the easiest way for truck drivers, trucking services and vehicle transportation companies to track all the most important details of short haul long haul trucking jobs. With the truck driver time card app, you don’t have to worry about losing any of the important daily log details. This app covers a record of the work completed, including dates and times, load details, and road conditions. The truck driver daily log also includes a safety list to ensure that all trucking industry professionals have the right gear on board before hitting the road. 

transportation timesheet app example

Professional Services

Providers of professional services, such as lawyers, accountants, and consultants, live by the billable hour. Making time tracking as easy as possible to reference different projects or clients can significantly improve billing accuracy and maximize revenue.

Professional Services Timesheet App Example

This professional services timesheet app allows you to track every detail necessary, including company details, consultant information, hourly rate, hours worked, and authorized signatures. This consultant timesheet template documents billable hours through tracking time each day. This time tracker app is an ideal component of effective project management, where this info can be pulled for invoices and weekly timesheets.

professional services timesheet app example
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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Inspection Checklist Examples & Templates

Posted on by GoCanvas Team

Inspection Checklist Examples & Templates

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Inspection checklists are designed to improve the inspection process by providing staff with an easy-to-use template on the best practices to follow for that inspection. You will see that many different industries use inspection checklists when performing their evaluations and assessments required for the job.

This blog article covers some of the top use cases for inspection checklists and we have included links to the corresponding template you can use to get started for free. Here are some common examples covered in this post:

  • Home inspections
  • Commercial vehicle inspections
  • Building inspections
  • Safety inspections
  • Equipment inspections
  • Operational inspections

Home Inspection Checklists

Certified home inspectors use checklists in their inspections that guide home buyers and real estate agents when making real estate decisions.

The home inspection is a critical part of the home buying process. It helps ensure that all parties in a real estate transaction are confident that a home is in good condition. It also provides existing homeowners with an opportunity to make home improvements to avoid any deal breakers.

An inspection that reveals serious problems such as termites or asbestos can trigger an inspection contingency that provides potential home buyers with the opportunity to back-out of the purchase of a home.

The inspection will typically check many areas and elements of a home, including water heaters, downspouts, crawl spaces, HVAC systems, electrical systems, radon levels, water damage, and much more.

In this example, the purpose of a checklist is to help the home inspector by providing a process to follow when performing the inspection. This helps to ensure that the inspector can identify all potential problems and doesn’t overlook something important.

Home inspection checklists sometimes also have subtypes that are designed to help with more specialized and niche evaluations.

For example, a general home inspection checklist may briefly cover roofing, HVAC systems, or electrical systems. But a roofing contractor may have a more specific inspection checklist that helps evaluate the state of the shingles on the roof. An HVAC contractor may check for items such as airflow. An electrician performing an inspection may check wire splices, light switches, and other more specific items.

There are many different types of home inspection checklists depending on the use case, and you can find all of these examples and templates available in the GoCanvas app store.

Commercial Vehicle Inspection Checklists

Another important category of inspection checklist is for the commercial vehicle business. These checklists help companies that operate semi-trucks, motorcoaches, shuttle buses, limousines, fleet vehicles, work vans, and other commercial vehicles.

Commercial vehicles come in many different forms and have specific requirements related to what inspections need to be evaluated or the frequency in which inspections need to occur.

Checklists help these vehicle operators to ensure that:

  • Maintenance occurs regularly
  • Early warning of problems occurs
  • Vehicles can operate on the road safely

These types of inspections look very different, depending on the type of vehicle. For example, a fire truck inspection checklist will include very different elements than a motorcoach checklist or limousine checklist. GoCanvas has many free examples of vehicle inspection checklists in our app store that can be used for your business as a template to get started.

Building Inspection Checklists

Inspectors of non-residential buildings or multi-family residential buildings use checklists for various purposes and at different stages of the building’s life.

Some building checklists are most effective during the construction process or immediately following the construction of the building. These ensure that vital elements of a building are working correctly, and everything has been built properly. Here are some common examples of building checklists:

  • Electrical inspections use checklists to ensure the proper installation of electrical panels or sprinkler systems’ operational ability.
  • Regular maintenance use inspections on air conditioning systems or septic systems for functional buildings.
  • Exterior inspections are performed for items such as rotted wood to ensure facades are visually appealing to visitors.
  • Safety and equipment inspections occur for things like fire safety inspections to check exit doors, exit signs, fire extinguishers, first aid kits, sprinkler heads, and other important safety elements.

You can find more examples and templates of building inspection checklists here.

Equipment Inspection Checklists

Inspection checklists are used by different kinds of businesses that operate equipment. This applies to businesses that are using heavy equipment or expensive, mission-critical equipment.

Inspection checklists promote the equipment’s long-term viability and operation, while also ensuring the safety of workers and equipment operators.

Technicians or workers use equipment inspection checklists at regular intervals (e.g., daily, weekly, monthly, or annually) to stay ahead of equipment malfunctions and failures. They help experienced maintenance personnel perform inspections and they also help less experienced technicians that don’t have specialized training and need to be prompted to check various items.

Equipment inspections can also help businesses identify when equipment may need to be replaced. Since specialized equipment can often take days or weeks to replace, it’s very helpful for businesses to know in advance so they can plan for any downtime that will occur.

For businesses that deal with expensive or sensitive equipment, these inspection checklists are critical for ensuring the longevity and reliability of equipment.

Safety Inspection Checklists

Safety inspection checklists are designed to check key elements that improve public safety and worker safety. These may sometimes overlap with commercial vehicle, building, and equipment inspection checklists.

In general, safety inspection checklists are meant to provide users with an opportunity to evaluate tools, personal protective equipment, fire extinguishers, forklifts, work areas, and other elements for potential hazards or mitigators for hazards.

There are many different types of safety inspection checklists that exist, but here are a few familiar examples:

  • Hotel pools
  • Overhead cranes
  • Facilities inspection
  • Food preparation and production

Safety inspections are powerful tools not only for promoting the safety of workers and the public, but they are also important tools for businesses to mitigate legal exposure and reduce risk. These checklists can highlight warning signs for businesses, prompting the installation of safety features such as guardrails or handrails, generating a need for evacuation plans, or helping to identify other corrective actions.

Operational Inspection Checklists

For some businesses, there are operational considerations that warrant regular inspections and checklists. Here are some common examples of operational checklists:

  • Hotels and housekeepers use inspections to ensure rooms are properly cleaned and set up for guests.
  • Supervisors for building janitorial workers use inspection checklists to ensure that cleaning items have all been conducted.
  • Swimming pools and spas use inspection checklists to ensure that various maintenance procedures occur regularly.

There are countless examples of how businesses might use an inspection checklist to serve their needs. GoCanvas is a great option for creating your checklists. The platform is highly customizable for all types of businesses and the ability to create mobile forms will eliminate paperwork and streamline your operations.

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GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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How Work Order Apps Streamline Operations

Posted on by GoCanvas Team

How Work Order Apps Streamline Operations

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Work order management is the process of ensuring that a work order process is in place for organizations. This entire process begins with work requests and ends with either a denial or approval and the subsequent work that happens.

The workflows surrounding work orders leave many opportunities for errors and inefficiencies. But with the use of fire work order apps, organizations can easily streamline the work order process to improve maintenance teams’ performance and improve overall workflows for their business.

This article will highlight some of the top challenges with work orders using paper-based forms and we will explain some of the top reasons why companies are switching to mobile apps instead.

Problems with traditional work orders

The standard work order has typically been a paper-based form, but there are several pitfalls and problems that can arise with paper-based work. Here are some of the problems that exist when using paper-based work orders:

  • Lost work orders: Losing work orders can become a real problem when you are dealing with paperwork orders. It’s common for papers to get lost, they can also be misfiled by accident, or they can sometimes even be thrown away inadvertently. These potential problems can lead to the need for multiple copies or submissions of work orders, ultimately delaying maintenance tasks and impacting metrics that matter to organizations focused on responsiveness and efficiency.
  • Illegible handwriting: Illegible handwriting can be a significant problem with all sorts of paper forms. This can happen if workers are at a job site and they happen to be holding a tool bag while trying to write up a work order or if the worker is in a hurry to get to their next appointment. No matter the excuse for the messy handwriting, this seemingly minor issue can lead to real problems. For example, if a field technician is filling a work order, messy handwriting could lead to misunderstanding the intent, overlooking important details, or struggling to find the correct location.
  • Calculation errors: For work orders with integrated pricing and parts costs, field service technicians or maintenance workers may need to calculate costs for supplies quickly. Not everyone will have the time to check their math and paper work orders that require manual calculations can create cost overruns for companies or cause the ordering of the wrong quantity of supplies.
  • Misinterpretation of information: Intent can sometimes be difficult to convey clearly. If a work order requires information in a narrative or long-text form, then misinterpretations can easily occur. Likewise, paper-based work orders do not allow users to attach annotated photos without physically printing images, which hinders the real-time fulfillment of a work order. 
  • Increase in downtime: Paper forms require users to either scan them in and email them or physically deliver them. In the work order management process, this can be a significant hindrance to efficiency. 
  • Inability to automate: Businesses cannot integrate paper forms into software applications without additional steps, which makes incorporating automation into the work order process difficult. Without automation, the submission of work orders cannot kick off specific steps such as scheduling maintenance follow-ups, invoicing parties that may be required to pay for work performed, or changing maintenance schedules as a result of escalated maintenance work.

Benefits of using work order apps

For mobile apps used to generate work orders, there are many benefits that maintenance teams and workers can realize. Here are some of the top benefits of using work order apps:

  • Expanded functionality: A mobile app that works on iOS or Android platforms can create robust and detailed mobile work orders, by utilizing the native functionality of the phone, such as its camera, GPS, accelerometer, and touch screen. This functionality also allows users to include photos of areas that require maintenance or work and users can even annotate specific regions on an image to show exactly where work is needed. GPS also allows for location-based service requests to be issued and provides evidence that a service request has been fulfilled. Additionally, software on mobile devices that allow for push notifications means that service personnel can immediately see work orders in real-time.
  • Improved workflows: Efficiencies in work order management or field service management can create significant cost savings for organizations. Through the use of work order apps, users can submit work orders through the mobile device, which then triggers a series of automated events, resulting in the dispatching of a maintenance team without any human intervention. 
  • Standardized work orders: Apps used to submit work orders can utilize standardized templates so that work orders are consistent. This consistency reduces the likelihood of errors such as missing a critical field.
  • Ease of use: Mobile devices are relatively ubiquitous, and most people are comfortable with using them. Facility managers or maintenance departments can customize a mobile work order app to be incredibly user-friendly and intuitive. Ultimately, this ease of use improves the completion rate of work, while also making the entire workflow surrounding a service request much more efficient.
  • Improved asset management: Organizations with assets requiring regular maintenance can use work order apps in conjunction with work order management software. This combination allows users to schedule preventive maintenance automatically, maintain upkeep of equipment, and generate warnings if maintenance requests to mission-critical equipment or assets are submitted.

How work order management impacts different industries

Many industries can benefit from improving work order management by using apps for submitting maintenance work orders. Some examples include:

  • HVAC companies can use work order apps to escalate problems or broken systems so that technicians can more rapidly complete work on HVAC systems, which can be a matter of public safety in very hot or cold climates.
  • Small businesses can benefit from efficiencies usually reserved for larger companies through a robust and scalable work order management system coupled with work order apps.
  • Property management companies can ensure that the proper scheduling of preventative maintenance occurs and that tenants receive status updates related to the work performed.

Ultimately, the benefits of using a work order app and management software can be significant and highly beneficial for organizations that need to streamline their operations and reduce their reliance on paper-based forms for collecting data.

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About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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