The age of technology can be both exciting and intimidating for those who spend their prime management years during its progression. The more traditional, old-school managers may hesitate to adopt new-age tech products or systems simply because they believe that what they are currently doing is good enough. What they might fail to realize is that these innovations were created to enhance their capabilities as managers.

In the case of cleaning inspections, this concept is not the least bit different. Cleaning inspections are vital to the success of any cleaning operation. Furthermore, every person who manages a team of cleaners wants to set themselves apart from their peers, in any way that they can. Below are five key reasons why ditching your pen & clipboard in favor of an electronic inspection system will guarantee exactly that outcome for yourself.

  1. It’s Easier.

Let’s face it; paper stacks up quickly. If you were to hypothetically start performing daily cleaning inspections tomorrow, the first few surveys you pen out may be easy to organize, but when you fast-forward to six months from now you could be facing hundreds of pages of hand-written data to sort through. Unless you have the patience of a saint, sorting through all that inspection data by hand can get frustrating and chaotic. Digital data is much easier to organize and reference.

  1. It’s Quicker.

Electronic cleaning inspections take much less time than hand-written inspections, and it’s not even close. Whether you inspect for worker accountability, as a state requirement, or simply to ensure the overall quality of your team’s work, every step of an electronic inspection process will save you valuable time.

With a system like an inspection app for example, data such as the date, time, and location of the inspection can be set to log automatically. On the surface, this may not seem like a big deal. Writing the date and time of an inspection on paper only takes a few seconds, right? But those few seconds add up.

Plus, digital data is much easier to organize and reference. That means you’ll spend far less time combing through your checklists to find relevant data, and it ensures the reports’ accuracy. In saving this valuable time, it will free up more of your day to allocate to different, more important tasks. What would you do with all that extra time?

  1. It Promotes Proactivity.

Inspections should not be regarded strictly as a disciplinary tool. In some cases, performance-based inspections are required, and penalties can be administered, but every manager wants their team members to want to be successful. It speaks to the effectiveness of that manager and validates their role in the company. Likewise, each team member strives for greatness, some more than others. But you won’t find any worker anywhere who hates showing positive results from their labor.

Digital inspection programs are motivational tools. Managers who adopt electronic methods of inspections are often pleased with how much their workers care about the bottom line on their work reports at the end of each inspection period. The databases allow employees to identify areas they may be struggling in, and it gives them the feedback they need to track their own performance and seek continuous improvement.

  1. It Helps You Stay Competitive.

Decision makers have a seemingly unlimited amount of options when it comes to choosing a company to manage the cleaning of their buildings. They constantly look for reassurance that the cleaning staff they manage are among the best in the industry. Cleaning contractors face this predicament considerably often, and the existence of a cleaning inspection app could be the feature that sets a particular contractor apart from its peers in competitive situations such as bid processes. Put simply, if you don’t, somebody else will.

  1. It’s Green.

On top of the financial savings you will create for your company by switching to paperless, you will obviously see a sharp decrease in the amount of paper piling up in your recycling bin. This is better for the environment. Electronic inspections give you the ability to position yourself as an environmentally conscious cleaning company.

An inspection app allows the user to more easily inspect their cleaning program against a list of green cleaning criteria. Inspectors can quickly audit their existing program against green compliance criteria with ease. For example, in a paperless system, you can easily pre-load a checklist for green compliance, like Green Seal, proper SDS labels, low-decibel equipment, etc., without having to shuffle through stacks of old, unorganized sheets of paper.

With all the available options for electronic inspections and the ease of access to their compatible hardware systems, the movement away from paper inspections should be a no-brainer. There has never been a better time to modernize the way you manage the team of cleaners around you. With plenty of options out there to choose from, you’re sure to find a system that fits your inspection style and fulfills your team’s specific goals. Managers everywhere are bringing their cleaning teams up to 21st century standards by going paperless. Are you ready to join them?

— David J. Maione, Account Mgr/Business Development