Converting Paper Forms to Mobile Form app Format

11th June

Transforming paper forms to the NestForms mobile form app format is like upgrading from a horse-drawn carriage to a sleek sports car. No longer are there any misplaced documents, overworked photocopiers and fax machines!

With NestForms, you’ll effortlessly digitise your forms, making data collection smoother and more efficient. Plus, you’ll finally have an excuse to toss that clunky old filing cabinet and reclaim some office space, going digital is a real win-win?

In today's digital age, the transition from paper to digital is not just a trend but a necessity. Converting paper forms to a mobile form app format is a game-changer for businesses, streamlining operations, reducing costs, and enhancing data accuracy. In this blog, we will explore the benefits of this transformation, the steps to convert paper forms into mobile forms, and some best practices to ensure a smooth transition.

The Benefits of Converting Paper Forms to Mobile Forms

1. Enhanced Efficiency

Paper forms require manual handling, which can be time-consuming and prone to errors. Mobile forms, on the other hand, streamline data collection, allowing for faster and more accurate processing. Responders can fill out forms on their smartphones or tablets, and the data is instantly available for review and analysis.

2. Cost Savings

The costs associated with paper forms—printing, storage, and manual data entry—can add up quickly. By converting to mobile forms, businesses can significantly reduce these expenses. Additionally, the reduction in errors and the increased speed of data processing lead to further cost savings.

3. Improved Data Accuracy

Again, manual data entry is inherently prone to mistakes. Mobile form apps can include features like mandatory fields, validation checks, and drop-down menus, which ensure that the data collected is accurate and complete. This accuracy is crucial for making informed business decisions.

4. Accessibility and Convenience

Mobile forms can be filled out anytime, anywhere, making them ideal for fieldwork and remote locations without a connection. Employees no longer need to carry bulky paper forms; instead, they can use their mobile devices to collect and submit data in real-time.

5. Environmental Benefits

Reducing paper usage is beneficial for the environment. By switching to mobile forms, businesses contribute to sustainability efforts by decreasing their paper consumption and reducing waste.

Steps to Convert Paper Forms to Mobile Form App Format

1. Evaluate Existing Paper Forms

Start by reviewing your existing paper forms. Identify which forms are essential and how they are used. Consider the data fields, the workflow, and the information that needs to be captured. This evaluation will help you understand the requirements for the digital forms.

2. Choose the Right Mobile Form App

Selecting the right mobile form app is crucial for a successful transition. The NestForms mobile form app offers customisable templates, offline capabilities, and integration with many of the other systems you use.

There are a whole host of other features and modules contained within the NestForms platform. From being able to use your own business branding to working with an interface that is user-friendly for both the administrator and field worker.

3. Design Your Mobile Forms

Once you have chosen the NestForms mobile form app, it's time to start designing your forms. Start by replicating the structure of your paper forms. Take advantage of the app's features to enhance the form's functionality. For example, use Drop-down menus for predefined options, checkboxes for Multiple-answers, and mandatory fields for essential information.

4. Test the Mobile Forms

Before rolling out the mobile forms to your entire team, conduct thorough testing. Test the forms on different devices and in various scenarios to ensure they work as intended. Pay attention to the user experience and make adjustments as necessary.

5. Train Your Team

Training is essential for a smooth transition. Provide your team with training on how to use the NestForms mobile form app. Ensure they understand the benefits and how to navigate the app. Offer ongoing support to address any questions or issues that may arise.

6. Implement and Monitor

Once your team is trained and your forms are ready, implement the NestForms mobile form app into your workflow. Monitor the transition closely to identify any challenges and address them promptly. Gather feedback from your team to make continuous improvements.

Best Practices for Converting Paper Forms to Mobile Forms

1. Keep It Simple

When designing mobile forms, simplicity is key. Avoid cluttering the form with unnecessary fields. Focus on capturing essential information and make the form as user-friendly as possible. A simple, well-designed form increases the likelihood of accurate data entry.

2. Use Skip Logic

Take advantage of Skip logic to streamline the form-filling process. Skip logic allows the form to display or hide fields based on previous answers. This NestForms feature ensures that users only see relevant questions, reducing confusion and speeding up data entry.

3. Ensure Offline Functionality

In many industries, fieldwork often takes place in areas with limited or no internet connectivity. The NestForms offline survey app has offline capabilities so that users can fill out forms without an internet connection. Data can be synced instantly once the device is back online.

4. Integrate with Existing Systems

For maximum efficiency, you can integrate NestForms offline surveys with your existing systems, such as CRM or ERP software. Integration allows for seamless data transfer and reduces the need for manual data entry. It also ensures that data is readily available for analysis and reporting. Again, NestForms integrates seamlessly with many other software systems.

5. Prioritise Security

Data security is paramount when dealing with digital forms. Choose a mobile form app that offers robust security features, such as encryption, secure data storage, and user authentication. Ensure that sensitive information is protected to maintain compliance with data protection regulations. In regards to digital security the NestForms mobile form app has all the bases covered.

6. Gather Feedback and Iterate

The transition to mobile forms is an ongoing process. Gather feedback from your team and users to identify any issues or areas for improvement. Regularly update and refine your forms to enhance their functionality and usability.

Conclusion

Converting paper forms to a mobile form app format offers numerous benefits, including increased efficiency, cost savings, improved data accuracy, and enhanced accessibility. By following a structured approach—evaluating existing forms, choosing the right app, designing, testing, training, and implementing—you can ensure a smooth transition.

Embrace best practices such as simplicity, Skip logic, offline functionality, system integration, and prioritising security to maximise the advantages of mobile forms.

In a world where digital transformation is key to staying competitive, making the switch from paper to NestForms offline surveys is not just an upgrade; it's a necessity. Streamline your operations, reduce your environmental footprint, and empower your team with the convenience and efficiency of mobile form apps.

Come on board, find out more about how our mobile form app works and get started now! Try out NestForms and sign up for the free two week trial. 

You can review and analyse all of the features and modules available to Premium plan users during the free 2 week trial. That means everything!

With NestForms offline surveys use our simple drag-and-drop form builder, create and share your first form, then you’re on your way! Check out how simple it is to use!

We hope to hear from you. All the best!