I collaborate with an organisation that employs many recruiters to contact prospects face to face. Recruiters handwrite prospects’ information in a form.

The area managers send the handwritten forms to this organisation’s headquarters, and other employees read the questionnaire and manually record the information in the Customer Relationship Management (CRM) system for further use.

It is of paramount importance for this organisation to have the prospects’ information digitalised as soon as possible. However, it currently takes a week since they get the information until the data is recorded in the CRM.

They have thought of using tablets with a 4G connection to speed up the process. However, for fear that this solution implies a high risk of equipment loss or damage, and it is expensive, they want to consider other possibilities.

You can find here the solution I proposed for this organisation. It is meant to minimise the time for the information to be available by improving steps 4 and 5 in the diagram above. I also explain some areas that need to be discussed internally to find the best solution for every organisation.

The final solution is meant to accelerate and optimise the work of the human teams responsible for data validation and digitalisation. It will reduce the amount of repetitive work and allow the team members to dedicate more time to business-critical tasks where their intelligence and skills are more valuable. This solution is not meant to replace those teams or their members.

As the organisation becomes savvier in data capture automation, this solution will evolve and be optimised to increase efficiency.