Almost all significant business operations record and maintain some type of operating record – an operations log. Historically, and even today, some keep paper records. As to why, many cite ease of use, cost effectiveness and resistance to change. Believe it or not, a modern computerized logbook can improve your operation. There’s no need to lose the ability to make ad-hoc, unstructured entries in your log; however, structured entries using forms that are designed for frequent and specific operating conditions can make entries not only easier to make, but they can also vastly improve the value of the information captured.
Let’s consider each approach. First, let’s consider unstructured entries in the log. Here, we’re just talking about writing whatever one wants as a note for the log. A good thing about unstructured, free form log entries is that they can capture any situation or condition one might encounter. The bad thing about these is that for a variety of reasons, they can be inconsistent or incomplete. If an operator is in a hurry, he or she might rush through the log entry, leaving out important details. And, if these notes are handwritten… good luck deciphering them.
Next, consider a structured entry, where each relevant nugget of detail can be identified and even required when the entry is made. The good thing about structured entries is that they can be easier to complete because important components of the entry can involve making simple selections from choice lists. There’s also no need to worry about grammar or how to explain the entry. So a structured entry can often be made more quickly, while at the same time being done more consistently with regard to content and with less work by the operator making the entry. Beyond that, discrete fields may be able to alert the user and provide guidance when a value is not within normal operating ranges.
So, even if the only reason for making structured versus unstructured entries was ease of use, structured entries would be desirable. However, structured entries give way to instant insight, since the data being captured can be used to provide charts and other views that can provide operations insight.
Finally, some tools allow a mixture of structured and unstructured data. This can create flexibility to capture intricate details, while still following the form of a structured entry. LogBook is one such tool. For any field one is capturing, comments and photos to support discrete values such as gauge readings or status observations can easily be added. This can create a situation that offers the best of both worlds. The operator is free to elaborate and explain readings, while still being able to capture the core values in a way that makes them valuable for charting and reports.
Sometimes it’s hard for those who have done things a certain way to realize what they are missing. Once you embrace the new technology you’ll be sorry it took you so long to make the switch.
To see what LogBook and LogBook Evident can do to make your work life easier, your records more complete and consistent without breaking the bank, contact us today!