Before adopting Papertrail, Branching Out Tree Services faced several operational challenges:
Manual LOLER Certification Process: The team struggled with generating Lifting Operations and Lifting Equipment Regulations (LOLER) certificates, often relying on manual entry of serial numbers and dates into Excel spreadsheets. This process was time-consuming and prone to errors.
Training Record Management: Managing staff training records required specifying expiry and notification dates, with no option for non-expiring certifications. This limitation led to administrative inefficiencies.
Document Accessibility: Company policies, procedures, and risk assessments were stored in Service M8 (rebranded as Arb M8), which wasn't accessible to all staff due to data privacy concerns. This restricted access to critical documents, hindering effective communication and compliance.
To address these challenges, Branching Out implemented several Papertrail modules:
Equipment Management: Centralised tracking of all equipment, ensuring timely inspections and maintenance.
Staff Competency: Streamlined management of training records, with automated notifications for upcoming renewals.
Tool and Vehicle Management: Efficient oversight of tools and vehicles, including service schedules and certifications.
LOLER Inspections & Certification: Simplified the process of generating and storing LOLER certificates, reducing reliance on manual data entry.
Document Management: Provided a centralised repository for company policies, procedures, and risk assessments, accessible to all authorised staff.
The integration of Papertrail was facilitated by initial training sessions, enabling staff to familiarise themselves with the platform. While some team members found the system overwhelming at first, they quickly adapted and recognised its benefits. The intuitive interface allowed for a smooth transition from manual processes to digital management.
Since adopting Papertrail, Branching Out has experienced several notable improvements:
Enhanced Efficiency: Automated processes have reduced the time spent on administrative tasks, allowing staff to focus on core responsibilities.
Improved Compliance: Accurate and up-to-date records ensure adherence to industry regulations, minimising the risk of non-compliance penalties.
Centralised Information: All critical documents and records are stored in a single platform, enhancing accessibility and communication across the team.
Future-Ready: The company is exploring the use of NFC tagging technology for equipment tracking, demonstrating a commitment to continuous improvement and innovation.
By implementing Papertrail, Branching Out Tree Services has transformed its operational processes, achieving greater efficiency, compliance, and overall effectiveness. The partnership with Papertrail exemplifies how digital solutions can drive significant improvements in traditional industries like arboriculture.