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Streamlining Project Management: Why you Should Move from Physical to Digital Forms

Digital vs physical forms forms
26 July

Efficient project management is crucial for project success. One fundamental aspect of managing projects is registration of all kinds of information, often captured in forms. Traditionally, physical forms have been the norm, but with the advent of digital technology, the landscape has shifted.  

This blog explores the advantages of digital forms over their physical counterparts, highlighting the potential for improved project success. 

1) Centralized data management:

Digital forms offer a centralized approach to data management. Project stakeholders can access and update digital forms from anywhere and anytime, eliminating the need for physical form handling. Real-time collaboration among team members becomes feasible, leading to increased efficiency and clarity in project communication.

2) Safeguarding data and standardized entry:

One of the significant drawbacks of physical forms is their susceptibility to loss or damage. I think everyone can relate to the desperate search for forms through their drawers or trying to translate the hieroglyphs written down by contractors in the field. Digital forms, on the other hand, are stored securely in electronic databases, and data is entered in a standardized manner.

3) Enhanced Transparency, Accountability, and Expediting:

By capturing agreed procedures in a digital workflow, it becomes clear where the form is within the process and who is currently responsible for completing the next step. This visibility enables efficient progress tracking and identification of bottlenecks. The digital trail of a form and the systematic nature of a workflow streamline processes, ensuring greater accountability and enabling efficient project execution. As a result, trust is established among stakeholders, promoting seamless collaboration among all involved parties.

4) Interconnected information:

Digital forms have the unique capability of being interconnected, forming a network of information. Unlike physical forms, which are usually treated as separate entities, digital forms can be linked to one another. For instance, scope change forms can be linked to QAQC forms. Updates made to a specific form can automatically reflect in associated forms, minimizing errors and reducing redundant data entry. Additionally, this link provides for a quick overview of possible loose ends.

The transition from physical to digital forms marks a significant step towards more efficient and effective management of information. Harnessing the advantages of digital forms, such as centralized data management, interlinking capabilities, protection against loss, and enhanced transparency, empowers organizations to improve project management by streamlining their workflows, improve data accuracy and thus achieving project success. 

Interested in learning how a digital solution can improve your STO performance? Contact our experts and let’s discuss the ways we can transform your projects together!  

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