What's Stopping You from Digitizing Your Field Operations and Going Paperless?

In today's fast-paced and digitally-driven world, businesses across various industries are reaping the benefits of embracing technology to streamline their operations. One significant area that has seen transformation is field operations, where companies are moving away from traditional paper-based processes and adopting digital solutions. However, despite the evident advantages, many organizations still hesitate to fully digitize their field operations and go paperless. Here we will delve into the common reasons that might be holding businesses back from making this crucial shift.

1. Fear of Technology Implementation Challenges:

One of the most significant barriers to digitizing field operations is the perceived complexity of implementing new technology. Businesses might worry about the learning curve involved for their employees, potential technical glitches, and the time and resources required for successful adoption. However, it's important to note that many modern digital solutions are designed with user-friendliness in mind, and many providers offer comprehensive support during the onboarding period. 

Look for finding software solutions that focus on your industry and avoid generic software that requires implementation and is not designed for your industry. For example, Aimsio is highly specialized software that focuses on field services in heavy industries. Our software platform is specifically built for revenue generating workflows in oil and gas services, pipeline construction, facility construction, electrical instrumentation, water management, railroad services and maintenance to name a few! Our customers are already familiar with field tickets, progress reports, purchase orders, time sheets, work breakdown structures (WBS) and many other concepts. None of these come as a surprise when they gain access to their account on Aimsio. In fact, once they see how easy it is to complete such workflows they can’t go back to pen and paper! 

2. Cost Concerns:

Budget constraints are often a primary consideration when evaluating new technology investments. While there might be upfront costs associated with implementing digital solutions, it's crucial to view these as long-term investments. Going paperless can actually result in cost savings over time by reducing expenses related to paper, printing, storage, and manual data entry. Moreover, improved operational efficiency can lead to higher productivity and ultimately, increased revenue. 

When you focused on a specialized software product for your field operations, you should look for no up-front implementation cost. For example at Aimsio, we have zero upfront cost! Instead of costly implementation, we have a very streamlined onboarding process that helps our customers get access to software with proper training.

Look for software-as-a-service (SaaS) products where hosting and managing the software is already taken care of. For example, here at Aimsio, we are a fully hosted software as a service platform. There is no IT work required! All you need is a computer or a mobile device, an internet connection (although our apps do work offline), your username and your password. 

3. Security Apprehensions:

Data security and privacy are valid concerns when shifting to digital platforms. However, many digital solutions are equipped with advanced security features such as encryption, multi-factor authentication, and access permission capabilities to provide different access levels depending on one’s position and access rights. In fact, paper documents are more susceptible to physical theft or loss, making digital systems potentially more secure when implemented correctly.

Look for modern software solutions that are fully cloud-based with frequent updates. These cloud platform leverage up-to-date software infrastructure maintained by industry leaders such as Amazon, Google and Microsoft! These tech giants deploy thousands of experts and spend millions of dollars annually on securing their servers and producing customer data. No typical custom on-premise software can compete with such cloud providers!

For example at Aimsio, we leverage Amazon AWS which provides word class security. We provide bi-weekly updates to our customers behind the scene to make sure they are always leveraging and utilizing the latest and the greatest! 

4. Resistance to Change:

Human beings are creatures of habit, and employees might resist the change from familiar paper-based processes to digital ones. It's essential for organizations to provide proper training and communicate the benefits of digitization to help employees understand how the transition can lead to enhanced job satisfaction and efficiency.

Beyond the training, having a software product that is specifically designed for your industry and uses the same keywords, concepts and workflows can help with faster and easier onboarding and training. This helps with an easy transition from pen, paper and Excel to the software.

At Aimsio, we have designed the workflows and the onboarding process so that we help with change and address the resistance to change. For example, we have created very comprehensive support documentation to help employees quickly search and view training material.

5. Lack of Digital Infrastructure:

In some cases, businesses might not have the necessary digital infrastructure in place to support field operations digitization. This includes reliable internet connectivity, compatible devices, and integration capabilities. Addressing these infrastructure gaps is vital for a successful transition to a paperless operation.

Look for software-as-a-service (SaaS) providers that have zero IT work! You do not need to set up servers or any new IT infrastructure. For example, Aimsio is fully cloud software just like your Gmail or Facebook. Once you sign up, you will get access to your account with your new username and password. You can log in to the application from your own computer using this link for example. From there, just like downloading other apps on your phone, you can go to the Android or the iPhone/iPad app stores and download the Aimsio application and use the same login to access the app. This is just like you downloading the Youtube App or the Facebook app on your phone!

Don’t waste your time and money trying to build IT infrastructure for hosting applications. Focus on finding software as a service that leverages the latest in cloud technologies. Make sure these applications focus on your industries and require no IT work. 

6. Perceived Loss of Control:

With paper-based processes, there's often a sense of tangible control over documents and information. Shifting to digital solutions might create concerns about data accessibility, especially in scenarios where internet connectivity is intermittent. However, modern digital systems often allow for offline access and automatic syncing when connectivity is restored, mitigating this concern. Make sure to look for software platforms that offer offline capabilities.

At Aimsio for example, we recognize that our customers do work in areas with minimal or no internet connection. This is why our iPhone, iPad and Android apps work fully offline. Once a crew member gets back to a cell range, the app can sync back and forth with the office to send field tickets, and timesheets and also grab new jobs or other information.

7. Integration Challenges

Integrating new digital tools and software with existing systems can be complex, especially if your business relies on legacy software or custom solutions.

Prior to implementation, thoroughly assess your existing systems and identify potential integration challenges. Choose software that offers APIs (Application Programming Interfaces) for seamless integration with your current tools. If necessary, consult with your current software partner who can provide integration details and instructions to ensure a smooth transition.

At Aimsio, we have developed our own APIs that allow other software systems to integrate with our platform. We also have a set of integration with ERPs and Accounting software such as Quickbooks, Sage, Acumatica, Microsoft ERPs, ViewPoint, Netsuite, Explorer Eclipse and others. 

While there are valid concerns that might be deterring businesses from digitizing their field operations and going paperless, it's essential to weigh these concerns against the numerous benefits that digitization brings. From increased efficiency and productivity to reduced costs and maximizing revenue creation, the advantages of embracing technology often far outweigh the initial challenges. With proper planning, support, and a clear understanding of the available solutions, organizations can confidently transition toward a more efficient and sustainable future.

Feel free to reach out and let us know if you have any questions or suggestions for our next blog post that you like to see. You can reach out directly to us by email at questions@aimsio.com.