5 reasons why you need to provide an integrated offline working experience

Tablet and mobile

Not surprisingly, the mobile workforce continues to grow. And with that growth comes opportunities for new bottlenecks that can slow productivity. As the workforce is leaving the office, whether traveling to complete work or simply working while traveling, a complete lack of connectivity to your business systems can recreate the problems that lead you to buy those systems in the first place.

With information at the core of what drives business forward, it is critical that you provide access to that information wherever and whenever staff need it. However, whether they’re a traveling executive or a staff member in the field, they will not always have internet connectivity.

So beyond your business systems providing mobility components, it is crucial that they offer offline access — making sure staff can continue moving business forward even as they are on the move.

Without connectivity to these important systems, according to IDG research, mobile employees usually try to find workarounds:

  • More than 70 percent of respondents claim they print out hard copies of documents before leaving the office
  • Nearly half of respondents store files and documents locally on their mobile device
  • 44 percent of respondents load files to an external drive to take with them

Both paper and storing data on portable, unsecured devices can lead to lost information or information ending up in the wrong hands. Moreover, it is time-consuming to transfer information from one location to another when staff return to the office.

5 reasons to make sure your technology provides offline accessibility

So, here are the reasons it’s time to invest in a business system that provides a completely integrated offline mobile working experience:

1. Provide easy access to information while disconnected

A system that provides content and information management both in the office and on-the-go, even while disconnected, enables staff to access necessary information wherever they are located. They simply choose the documents to “take offline” before leaving the office and in certain scenarios, the system can automatically assign them offline work and make it accessible.

2. Enable secure information and signature collection

When you provide electronic forms via mobile devices and offline, you empower staff to collect information in a secure app – instead of on paper or simply on the device. To truly eliminate any need for carrying paper, it is also important to make sure the electronic form can capture electronic signatures, specifically while deployed on a mobile device.

3. Leverage mobile capture to build a file

As staff are disconnected, the system should be able to provide the ability to continue to use their devices’ cameras to capture images to build out files as needed. This way, as staff are capturing information, they can also capture associated evidence, photos or even documents.

Allowing their cameras to be mobile scanners, once again, eliminates the need to carry paper no matter where in the process paper may show up.

4. Continue information tracking and internal security

With a system that provides truly integrated online and offline information capture and management, even while devices are offline, the information permissions set for each employee continue to hold, ensuring employees only see approved information.

Any changes continue to be tracked, even while disconnected, to assure any reporting that needs to occur on processes will be accurate the minute the content and information is back online.

5. Keep business going

By enabling your mobile workforce to interact with and update key content while offline, you minimize process delays and ensure continuity for work that depends on offsite data collection. And the minute an internet connection becomes available, you can make the updated or new content available for all others who have access to the system, continuing related processes, automatically triggering new processes or simply enabling retrieval.

With the mobile workforce continuously growing, and mobility becoming more and more a concern for everyday business, this technology is increasingly becoming a necessity for every business. Especially yours.

Jaclyn Inglis

Jaclyn Inglis

Over the last few years working at Hyland, creator of OnBase, Jaclyn has definitely started to drink the Kool Aid – day and night enthusiastically discussing the wonderful benefits of OnBase and ShareBase with fellow Hylanders, family, friends, and even complete strangers. Her graduation from the University of Rochester with a major in economics, minor in film studies and concentration in neurological science only goes to show how vast her interests are. With that in mind, it is no surprise she truly enjoys working to market Hyland's products across an equally vast number of industries – some even mirroring her academic interests (financial services, arts and entertainment and healthcare/sciences) – as a member of the Product Marketing team at Hyland.

1 Response

  1. Nick Colakovic says:

    Hey Jaclyn, I must agree with you that having an offline mobile system is a convenient way of keeping the data secured. You never know where that printed page might end up.

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