Paperwork-Convenience Balance

Basics

• As with the Security-Convenience Balance , Required Paperwork and the convenience of a system/task are Inversely Proportional
• The most “convenient” system requires no paperwork to be filled out
  • However the errors/miscommunication (or lack thereof)/difficulty in Traceability caused by lack of paperwork/SOPs etc in this system would be at their worst
• The system on the other end of the spectrum would be something out of the 1985 film “Brazil”
  • It may be PERFECTLY traceable / well documented, but such an inconvenient mess that it looses the ability to function (or at least function without making those operating in the system anxious/insane)
• THUS one designing a system/organization must be aware of this issue, and a balance must be stuck

Potential Solutions

• Paperwork only for Important/Higher Risk things
  • Anything related to Road Vehicles such as
    • Pre-Trip Inspection Forms
    • Documentation of Routine Maintenance
    • Incident Reports etc
  • Paperwork for Higher Risk Work
    • Hot Work Permits
    • Confined Space Entry Permits
    • etc
  • Paperwork for Expensive/Delicate Equipment
    • Having to check out a Ballpoint Pen vs a A Generator or Expensive Power Tool getting misplaced/lost etc
  • Paperwork for Large Projects
  • Once you are getting past Working Memory level tasks, a “ Pre-Flight Checklist “ of sorts can be VERY useful
  • Pack Lists are related etc
  • Processes with potential for variability/“unknown unknowns” etc such as
    • Welding Quality Control
    • Concrete Quality Control
    • etc
  • IDLH Stuff / Major Safety+Environmental Hazards
    • Largely Covered by Existing EPA/OSHA Stuff, and Non-USA Equivalents

The Role of High Quality Templates/Paperless-Processes

• Having to MANUALLY fill out a label/come up with a form “on the fly” versus filling in a few blanks on a Accesible / Design for Readability level Form is a VERY different level of frustration/mental effort
  • Similarly having standardized forms/formats, rather than jumping from one to the other can reduce Cognitive Load / reduce errors due to “muscle memory” thinking one “cell” is for x, when it’s ACTUALLY for “y” on this form etc
    • Especially when rushing/tired/sleep deprived etc, READABILITY MATTERS
      • Ask User: Eric how they know lol
• Furthermore Digital Forms cannot get wet, cannot get Oil/Dirt stained, are able to be electronically sorted near-instantaneously, can be sent/copied/printed near anywhere near-instantaneously, and are much harder to loose
  • Also if done on a device with the Date/Time, and potentially GPS etc (although minor Privacy concerns in that) forms could be largely auto-filled too
    • Although this COULD LEAD to incorrect information being auto-filled, and a busy worker not thinking/able to take the time to double check all that, thus wasting more time total than manual fill etc