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Is an Electronic Proof of Delivery System Suitable For My Organization?

Simple “sign on glass” solutions have been widely adopted among organizations carrying out home or parcel delivery services. That makes sense because they work for just about every operation in need of a simple, binary answer to the question: “was it delivered?”

Not only do today’s proof of delivery solutions provide a rich source of real-time delivery info from all of your drivers, the system that drives the app has some impressive functionality that will allow you to transform your delivery operations. Even better, all this functionality is configurable by you, so whether you deliver bricks to building sites, or fresh vegetable boxes in an urban center, you can make it work for you in a few simple steps.

So what, exactly, is different then?

The range of data capture options goes far beyond simple signature

Sophisticated proof of delivery systems answer the need to capture so much more than just a customer signature. Now, a full range of data-capture options includes signatory name, photographs (with location stamps), open text fields to enter notes, time- and date-stamps, radio buttons and checkbox lists, as well as other chosen information points, whether in numeric or analog form.

This can be transformative, because it ensures the processes flex to fit the fact that different organizations have different priorities. For examples, for organizations performing unattended deliveries, capturing a customer signature is redundant, but taking a photograph of where the delivery was left, or capturing driver notes may be important. Other examples are making a photographic record of the condition at delivery of a high-value item, in case of damage claims, or giving drivers detailed checklists for installations tasks. All in all, different data capture options can be used for different products, customer types or types of jobs.

The ability to configure processes changes the game

Delivering a box of fresh groceries requires very different processes than bulky furniture, say, or a Xerox machine that needs to be installed. Cutting-edge proof of delivery technology recognizes this.

Simple sign-on-glass systems may suit parcel-delivery businesses, but they have limited flexibility when it comes to other types of organizations that are not simply dropping off a package. As mentioned above, there are often multiple on-site actions to complete, or you need to collect operational data, such as driver break-time information or vehicle checklists. Being able to combine a variety of data capture options into your own, bespoke processes is paramount.

With an advanced electronic proof of delivery system, authorized individuals in your team can set and change any number of electronic forms and step-by-step protocols to guide your delivery staff in a way that’s tailored to support your business requirements.

You can create workflows for drivers to follow on the app, configure bespoke data-capture requirements, specify delivery outcomes and personalize terminology to support your business processes, both in the office and out on the road.

For example, you could prompt your drivers to electronically fill in a risk assessment form before unloading the delivery vehicle and prompt different actions depending on their responses. Or you could ask them specific questions tailored to individual products, such as recording a reading for temperature-sensitive pharmaceuticals, where different steps are required if the reading does not fall within a pre-configured range.

Managing resources, no matter the size or structure of your teams

It doesn’t matter whether you have a large fleet, multiple depots or even different driver-skill groups to manage, an advanced electronic proof of delivery system can support your requirements. This is because workflows and data capture requirements can be configured centrally so that you can just as easily ensure standardization of processes across 200 drivers as 10 drivers.

Alternatively, the procedures can be configured to suit each depot or group. For example, if your operation delivers for multiple different shippers, this flexibility can be used to manage multi-client environments. The ability to offer a tailored service for different customer contracts can become a differentiator that helps you win new business and improve customer service.

Advanced electronic proof of delivery applications also support organizations utilizing subcontractors or owner-operator drivers. The combination of user-friendly smartphone formatting and compatibility with any Android device means that all of your drivers, whether they are employed directly by you or not, can quickly and easily collect the data you require without the need for lengthy training or advance knowledge of your standard protocols.

In conclusion, it’s hard to think of an organization that wouldn’t benefit from implementing a flexible, advance electronic proof of delivery system.

For information about how Paragon’s fleXipod system could benefit your company, please contact one of our team members, or find out more in these related articles:

How Replacing Delivery Paperwork with ePOD Software Could Benefit Your Entire Operation

Gain Real-Time Visibility Across Your Operation With An Electronic Proof of Delivery (ePOD) System

Electronic Proof of Delivery Software Helps Drivers to Improve Customer Experience


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