We Are Paperless and Loving It! [THA 302]

[carmcapriotto]

What are the advantages, challenges, and needs for a shop to go paperless? Why is it critical to get buy in from your employees ahead of time? How do you create buy in?

Jon Kloosterman, Director of Operations, WestSide Service, Zeeland, MI. Jon's previous episodes HERE Bill Hill, Mighty Auto Pro, Medina, OH. Bill's previous episodes HERE Aaron Woods, X-tra Mile Auto Care, Stillwater, OK. Listen to Aaron’s previous episodes HERE Key Talking Points

• Committing to going digital through the struggles: Finding team members that are capable and can teach the rest of your staff to use the digital platforms so they can teach those who aren't so technologically savvy. Let your team members build the inspection, they are the ones doing it, and it will create ‘buy-in.’
• For DVI's be sure to take pictures of positive items as well- use the green to sell the red
• Equipment- consider tablets, wifi keyboards, wifi enabled Trac phones for each individual. Centrally located computers for teams to use to research. Phones can be put in pockets, take better pictures and break less frequently
• It’s not a change of who you are and what you are doing- it’s an advancement and enhances your processes and procedures
• Going paperless will challenge your weak workflow processes, and any holes in your workflow will begin to show. It is imperative that each shop establishes strong communication expectations on things such as returning parts, dispatching, inspections, parts lists, etc
• 400% rule- keeping track of repairs not sold with a date to remind customers
• It’s not a change of who you are and what you are doing- it’s an advancement and enhances your processes and procedures
• Cloud-based storage for easy access (google drive for parts invoices, shop management systems for customer invoices & inspections)
• Recruiting the younger generation with digital services
• Colored key tags with invoice number– the paperless process starts here 

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