Embracing a paperless workflow in construction projects is no longer just a trend—it's a necessity for efficiency and sustainability. At Paperless, we aim to make this transition as smooth as possible. Here’s a detailed guide on how to go paperless using our platform, complemented by an infographic that simplifies the process.
Step 1: Register and Create a Project
The first step towards a paperless workflow is registering on the Paperless platform. Once registered, you can easily create a new project. This initial setup is straightforward, ensuring that you can get started without any hassle.
Action Points:
- Visit Paperless and Book a Free Trial.
- We will aid you in your first project setup.
Step 2: On-board Users
After setting up your project, the next step is to bring your team on board. Paperless allows you to invite users and assign them specific roles. This ensures everyone involved has access to the necessary information and tools.
Action Points:
- Invite team members via email.
- Assign roles and permissions based on their responsibilities.
Step 3: Upload Documents, Briefings, and Checklists
Centralise all your documents by uploading them to the Paperless platform. This includes project briefings, checklists, and any other relevant documentation. Having everything in one place ensures easy access and organisation.
Action Points:
- Upload project briefings, toolbox talks, documents and plans.
- Create and upload checklists and forms for various tasks.
Step 4: Record Timekeeping and Complete Briefings and Checklists
With all your documents in place, you can now use Paperless to record timekeeping and ensure all briefings, checklists and forms are completed. This step is crucial for maintaining an accurate record of activities and ensuring compliance.
Action Points:
- Undertake assigned tasks, briefings, toolbox talks, forms, checklists and other site records.
- Once completed, the records will automatically sync to the cloud as complete.
Step 5: Automated Data Collection and Reporting
One of the significant advantages of going paperless is automated data collection and reporting. With Paperless, all your data is collected in real-time, providing you with instant audit trails and reports. This feature not only saves time but also enhances accuracy and compliance.
Action Points:
- Monitor real-time data collection.
- Generate and review reports to keep track of project progress and compliance.
Benefits of Going Paperless
- Enhanced Efficiency: Streamlining various functionalities into one platform reduces the need for multiple software applications, saving time and simplifying workflows.
- Improved Data Integration: Seamless integration with core client solutions and third-party applications ensures a unified data ecosystem, facilitating better decision-making and project management.
- Cost-Effectiveness: Reducing the need for multiple software subscriptions can lead to significant cost savings.
- User-Friendly Experience: A single interface for all construction management tasks improves user experience and minimises the learning curve.
- Real-Time Collaboration: Centralising data and processes enhances collaboration among team members, leading to more efficient project execution.
- Compliance and Safety Management: Integrating health and safety compliance tools helps in maintaining regulatory standards easily.
- Sustainability Tracking: Features for environmental sustainability tracking help in aligning projects with eco-friendly practices.
Conclusion
Transitioning to a paperless workflow with Paperless is a simple and efficient process that brings numerous benefits to your construction projects. By following these steps and leveraging our platform's capabilities, you can enhance productivity, ensure compliance, and contribute to a sustainable future. Embrace the digital revolution with Paperless and transform the way you manage your projects.
Step into the future of construction safety with Paperless.
View our online Demo now to discover more about our solutions and how they can add value to your projects.
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Before the Paperless app was rolled out, poor quality record-keeping could go unseen, whereas with the app in place, you have a record that's live, visible, and transparent - it's effortless to see if people haven't done what has been asked of them.
Duncan Jenkins - Operations Manager
Eurovia UK
We clearly saved cost in terms of paper, printing, processing and storage, but the engagement and environmental benefits were the most rewarding. There was an investment in the hardware required, but that's a worthwhile one to take moving into a greener, digital world
Duncan Jenkins - Operations Manager
Eurovia UK
because the tool is very intuitive and easy to use, uptake was quick and simple, with the team immediately seeing the benefits – which drove its use.
Duncan Jenkins - Operations Manager
Eurovia UK
Prior to Paperless, there was a risk of losing records; there was a risk of people not doing what they were supposed to do and not storing documents appropriately. But if that happens now, it's obvious to everyone because there's an immediate gaping hole in the audit trail.
Duncan Jenkins - Operations Manager
Eurovia UK
I can sit in my office, log into Paperless and know immediately what is happening on the project. I can do it on my tablet or any device because it's synced across all devices. It's accessible from anywhere - all of which means we're achieving our digital objectives.
Duncan Jenkins - Operations Manager
Eurovia UK
I know a few companies that claim to be paperless, but the Paperless app is by far the best solution I've tried, and it saves me about 2 hours a day.
Sean Chapman - Site Supervisor
Eurovia UK
We couldn't live without it !
Sean Chapman - Site Supervisor
Eurovia UK
With Paperless, I know whom I've got on-site and who's briefed, it saves me carrying around a lot of paperwork and helps with social distancing. And, in fact, the closest you need to be to someone is about a metre away to scan their QR code – everything else is paperless.
Sean Chapman - Site Supervisor
Eurovia UK
The Paperless app is by far the best solution I've tried, and it saves me about 2 hours a day. You've got all the records you need, stored on that little device and it makes perfect sense.
Sean Chapman - Site Supervisor
Eurovia UK
Since Paperless, I haven't used a sheet of paper. I've not changed the way I do the job, Paperless has changed the way we do the job, and for the better.
Sean Chapman - Site Supervisor
Eurovia UK
With the ‘paperwork’ taken care of, I can now focus on really adding value whilst out on-site – looking at new ways of working and engaging with local people to make a difference to the quality of our work.
Dan Ferneyhough - Contract Manager
Eurovia UK
It’s physically impossible to do the job now unless it’s paperless as processes prohibit anything else. So, our ability to monitor who’s on-site, who attended briefings and who is trained is significantly better than it’s ever been before.
Dan Ferneyhough - Contract Manager
Eurovia UK
The Eurovia Contracting Salford project is 97% paper-free whereas, a few years ago, there would have been lever arch files everywhere
Dan Ferneyhough - Contract Manager
Eurovia UK
The decision to adopt Paperless has catapulted our operations into the 21st century, preparing us for future challenges and opportunities.
Kate Rainsbury - Senior General Manager
GS Moore Roofing
Our commitment to safety was significantly enhanced by the digital capabilities of Paperless, allowing us to conduct thorough site audits and briefings with unprecedented ease and accuracy.
James White - Project Manager
GS Moore Roofing
The transition to digital onboarding and data capture has been a game-changer, ensuring that our processes are not only faster but also more reliable.
Kate Rainsbury - Senior General Manager
GS Moore Roofing
The idea to go paperless was born out of a need identified by site supervisors and operatives for a more efficient way of completing site-based paperwork without cumbersome paper folders
James White - Project Manager
GS Moore Roofing
