Switching Your Old Processes From Paper to Digital Is Easier Than You Think

The fourth industrial revolution is upon us. Companies everywhere are beginning their digital transformation that is radically altering the way they do business. Companies that make the change notice significant increases in efficiency and improved profits. However, there are also many companies that hold out on making the switch. When you are talking about a complete transformation of the way you do things, it can be intimidating. Business owners fear that making the change will be costly, disrupt, and negate any benefits that come from it.

Fleet management is one of the areas where technology has significantly improved the way that businesses operate. It makes managing a fleet easier on everyone involved, reduces error, increases compliance, and expedites processes. If you have been holding off on your company’s digital transformation because you believe it will be too complicated, you may be surprised at just how easy it is.

Disruptions Can Be Painful

When a system has been in place for decades, everyone is well versed in how it works. The kinks have been worked out and everything works smoothly. This doesn’t mean that everything is efficient, that there aren’t pain points, and that there aren’t problems that need to be worked around. It does mean, however, that entirely changing the system means everyone starts over from scratch and has to relearn the new way of doing things.

We understand how easy it is for the perception that making the switch is not worth the hassle to take hold. Every time technology changes enough to be disruptive, there are those that embrace it early and those that hold off until the last moment. It is our job to understand the concerns that stragglers have and address them thoroughly so that no one feels the need to wait before improving their business.


The Benefits Begin Immediately

It may take a while for the benefits of some digital transformations to begin. Luckily for fleet managers, the switch from paperless to digital begins to show its benefits immediately. When you go paperless, you’ll immediately get notifications when a driver flags a defect so you can have a mechanic assigned to the job and ready to go as soon as the vehicle gets in. The software will allow you to track the problem through to completion so you always have access to the current state of the repair. Speaking of repairs, a digital system will track annual inspections and routine maintenance on all of the vehicles in your fleet and allow you to manage all of it from one easy interface.

Day-to-day operations improve as well. As all of the information is entered electronically, drivers spend less time preparing paperwork and management spends less time filing and sorting through paperwork. Whatever information you need about the state of a given vehicle at a given time will be available and easily found on the computer.

With digital fleet management, every link in the chain will benefit from real-time updates and simplified data entry right from the first day that you implement the new system.

Good Technology Makes Onboarding Easy

There was a time when almost all software was difficult to learn. Few people owned a computer and the focus was put on functionality over ease-of-use. As a result, software came with large manuals that one had to study in order to become an expert. That focus has changed drastically over the years as even toddlers now have access to mobile devices and are capable of figuring out how to use them.

Of course, fleet management software is more complex than a game on a tablet. Good developers, though, still ensure that their software is intuitive to use with built-in instructions that allow anyone to use it effectively. This ease of use allows your team to learn the new skills that will be required of them quickly, minimizing the disruption that adopting the new technology makes on your business.


An Experienced Partner Will Ease the Transition

No matter how easy a piece of software is to use, there will inevitably be hiccups as your entire staff makes the switch and acclimates to the new system. This is when it is important to choose a partner in your digital transformation that understands the struggles that new adopters of the technology face. An experienced partner will anticipate the troubles that you and your staff will have and can talk you through them before they become a problem. This way, there are no surprises that you are unprepared for catching you off-guard and causing undue disruptions to your transition.

Because the software automatically notifies everyone who needs to know about something whenever a change is made, you’ll never have to deal with miscommunications, lost messages, or forgotten tasks again. Your staff can spend less time filling out paperwork and more time doing what you are paying them to do.

A More Efficient Future Outweighs the Perceived Negatives

Managing your daily inspections and routine maintenance on paper makes things far harder to keep track of and takes longer than it needs to. When you go paperless and see the time it saves you and your operational costs drop, you’ll wonder how you ever lived with the old way. The software will become like an extra employee, keeping things running smoothly, ensuring everything is well organized, and providing you with useful reports that put all the data you need about your operation at your fingertips. This extra virtual employee will save you a significant amount of time on compliance management each week.


Making the move from paper-based fleet management to a digital solution will provide minimal disruption to your existing operations and usher in a new era of efficiency and profitability for your company. Our Whip Around software is easy for everyone to learn and our experienced staff is ready to help your team get up to speed quickly and avoid potential stumbling points. If you are ready to take the first step to better management of your fleet and reduce operational costs, contact us today and ask to see a demo of what Whip Around can do for your fleet.


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