The Benefits of a Paperless Marina, Boatyard or Dealership
With industry hands-on experience since 1984, we have seen a lot of products and technologies come and go over the years. Through all of this change, technology has played a big factor and has likely impacted more areas of our businesses than anything else. One change that has been slower, but is starting to happen more is the reduction or elimination of paper. The paper process is slow, open to error, being misplaced and often creates duplicate work entry. It’s no secret, a paperless work place is a much better and greener option than using paper, it’s about reducing our carbon footprint, and saving some trees too.
Communication is Faster
The technology in smartphones and tablet devices has changed communication, most people have immediate communication through a multitude of apps and different software programs. This instant communication can also be applied with automation tools in software, like DockMaster’s Service Management (Work Order Processing). This can be used to manage estimates and convert them with no paper into work orders with just a few steps. Templates can be defined to eliminate repetitive entry of the same tasks. A quicker electronic communication without paper can also decrease your physical storage costs by reducing or getting rid of paper documents that need storage.
Work can be coordinated with all of your field technicians, shop mechanics, yard personnel and service managers using the MyTaskit mobile application in conjunction with DockMaster. Estimates and work orders created or modified in MyTaskit are synced with DockMaster. The reverse is true as well. Furthermore, your technician’s can log labor hours, take photos and add comments to work orders from a smartphone or tablet, and all this information is immediately made available in DockMaster.
With Inventory (parts) Management, it can provide all the necessary tools for efficient inventory tracking, including purchasing, integration to point of sale and integration with the service management (work order) and eliminate paper. Even basic scanning of documents, receipts and invoices makes for a faster process of sorting, filing and organization for quick retrieval when required.
Peace of Mind with Automatic Backups & Data Security
When we were all reliant on paper, moving away from the process exposed how truly vulnerable we were, or still are in many circumstances. It’s critical business information on those papers, and when we misplace, misfile or accidentally throw out important paper, it’s gone. With the automated electronic process as part of the software solutions available today, practices like Financial Management helps all areas of your business that generate accounting entries that feed into the General Ledger, with a full audit-trail capability and all data is backed up, secure and the paper is gone. Today there is always concern about privacy and data protection, in many ways the push away from paper has forced proper data security procedures and left behind the old days of locked file cabinets and paper shredders.
Credit card data and other personal information about your customers should not be stored on paper files. Printing out a list of your customers credit card numbers and locking them in a desk drawer does not meet the Payment Card Industry Security Standards (PCI). Furthermore, payment information needs to be stored in a PCI compliant software system. DockMaster connects with various payment gateways that store payment information in a secure cloud environment that meets these rigorous standards,
Financial Benefits That Can’t be Ignored
The savings of going paperless extends beyond the cost of the paper elimination. The capital expenses associated with office supplies like ink cartridges can be dramatically decreased, and those little cartridges are very expensive as you likely know. Additional upgrades or replacements to expensive office equipment such as copiers and fax machines may also decrease. According to NCMM the cost savings although an initial investment is needed, eventually will see that money returned. An average office worker uses 10,000 sheets of copy paper a year, according to data cited in Entrepreneur. On average, a four drawer filing cabinet costs $25,000 to fill and $2,000 to maintain just for one year. This doesn’t even take into account the costs of making sure all your papers are properly shredded before you throw them away.
Let’s have a talk about how a technology and software driven solution can help reduce or even eliminate paper use at your Marina, Boatyard or Dealership.