How to simplify inspection schedules

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Digitizing an inspection schedule takes some effort, so you want to get it right the first time. At Weever, we have helped organizations of all different shapes and sizes create and manage highly efficient and effective inspections schedules that enable safety, quality, compliance, maintenance and continuous improvement management.

As you have probably discovered if you’re managing an inspection schedule, if it’s not scheduled, it won’t happen. Staff are busy with the task at hand. Remembering to do monthly inspections is not a high priority - until you make it one. Digitizing your inspection schedule allows you to efficiently manage and hold your team accountable, which ensures compliance and enhances efficiency.

Even simple inspections can be complex.

A lot of unique requirements can add layers of complexity to your inspection schedule, including:

Instructions and training,
Data capture requirements for regulatory compliance,
Machine downtime that affects schedules,
Approval workflows, when issues arise
Absentee employees

How to keep inspection schedules simple:

Keep the inspection form layout simple to review instructions and input data.

Try to keep each inspection as simple to understand as possible so the staff member has a clear understanding of the goal of the inspection and the steps involved. Clearly lay out each step of the inspection. Add directions and callouts to supplement training. Big “Pass/Fail” fields with automated workflows creates a simpler process for staff and ensures that follow-up action items required to be compliant will happen.

Provide on-demand instructions

Adding instructions to the forms reduces training because you know that they will have a “refresher” available on-demand when they need it. Give your team access to video footage of the inspection steps to take. You can use software to provide one or multiple quick video overviews of the inspection steps so that staff can refresh on the details.

Add photos of inspection failures.

Photo capture helps to provide context for a “Failure” and taking a photo is easy to do.

Use software functionality to show only what's relevant.

Conditional (or “step” logic) allows you to reveal applicable fields only based on what the staff member selects.

For example, you can choose to only require a photo and description if a failure occurs. Conditional logic helps to declutter forms so staff can move through them quickly.

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