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Don't Let These 5 Form Design Mistakes Jeopardize Your QMS Automation!

Author – Bivor Shrestha (Director of Product & Services at Qualityze Inc)
01 Aug 2023
Benefits of using a cloud based EQMS software

Qualityze Podcast : Don’t Let These 5 Form Design Mistakes Jeopardize Your QMS Automation!

If you are a quality management professional, you would agree that Quality Management System automation is a journey filled with opportunities, but it’s not without its challenges, especially when it comes to form design. Yes, you heard that right! Form design is often overlooked, but it’s one of the most critical components of QMS automation. Without proper form design, even the most promising QMS automation projects can come to a grinding halt.

But why is form design so important for QMS automation progress, you ask?

Well, let’s start with the basics. A form is essentially a tool that captures and manages data, and when it comes to QMS, it’s crucial that this data is accurate and up to date. Poor form design can lead to data errors, which in turn can affect the accuracy of your QMS data, ultimately leading to a less efficient and effective system.

In addition, form design also plays a big role in user experience. If your form is confusing, complicated, or difficult to use, you’re likely to experience a high rate of user errors and low form completion rates. This can hinder your QMS automation progress, as it will be difficult to gather accurate data to support your quality management processes.

In this blog, we’ll explore the various ways in which form design can impact your QMS automation progress, and more importantly, how you can avoid these form design fails. Whether you’re a seasoned QMS pro or just starting out, this blog is sure to provide you with valuable insights and practical advice to help you achieve a successful QMS automation journey.

Related Article: Key Benefits of a Salesforce-based Quality Management System

5 Common Form Design Fails That Can Halt Your QMS Automation Progress

You were in the process of automating your Quality Management System (QMS) and everything seems to be going smoothly, but then you run into form design problems? Well, don’t worry, you’re not alone. Form design is a common issue, but the good news is that it’s avoidable.

Now, we’ll look at the 5 most common form design fails that can hinder your QMS automation progress and how you can avoid them.

Fail #1: Not making the form visually appealing

When it comes to form design, first impressions count. A visually appealing form is more likely to attract users and encourage them to fill it out, compared to a bland and boring one. However, making a form visually appealing doesn’t just mean adding a few colors here and there. It’s about creating a form that’s easy on the eyes and intuitive to use.

For example, let’s say you’re implementing a quality management system in a manufacturing company. You need to gather data on the production process, including the number of units produced, defects found, and the time taken for each stage of the production process.

If you design a form that looks like a plain text document with no images, no formatting, and no clear indication of what information needs to be filled out where, chances are, your employees will be intimidated by it. They might not understand what information is required and how to fill out the form correctly.

On the other hand, if you design a visually appealing form with clear headings, bullet points, and images to help guide the user, it becomes much more user-friendly. The form should have clear instructions on what information needs to be filled out and where, and the use of images and graphics can help explain complex processes or information.

In conclusion, a cluttered and unappealing form is unlikely to be filled out by users. Make sure your form is clean, clear, and easy on the eyes. Use contrasting colors and a font that’s easy to read.

After all, a visually appealing form design is not just about aesthetics, it’s about creating a user-friendly and intuitive experience for your employees. This, in turn, helps to increase form completion rates and gather accurate data, which is crucial for the success of your QMS automation.

Fail #2: Making the form too complicated

One of the most common form design fails is making the form too complicated. A form that’s too long, has too many questions, or is too difficult to understand will discourage users from filling it out. When it comes to quality management automation, a complicated form design can lead to inaccuracies, misunderstandings, and ultimately, a failure of the automation process.

For example, let’s say you’re implementing a quality management system in a food and beverage company. You need to gather data on the ingredients used in each product, the cooking time, temperature, and any other relevant information.

If you design a form with too many questions, using industry jargon, and no clear instructions, chances are, your employees won’t know how to fill it out correctly. They might not understand what information is required and how to fill out the form accurately.

On the other hand, if you design a form that’s simple and straightforward, with clear instructions and only the essential questions, it becomes much more user-friendly. The form should be concise and easy to understand, avoiding industry jargon and complex language.

In conclusion, a form that’s too complicated can cause confusion and lead to inaccuracies in the data collected. By designing a simple and straightforward form, you ensure that the data collected is accurate and relevant, which is crucial for the success of your QMS automation.

Fail #3: Not using the right type of fields

Another common form design fail is not using the right type of fields. This can lead to inaccuracies in the data collected and make it difficult to analyze the information. In the context of quality management automation, it’s crucial to use the right type of fields to ensure that the data collected is accurate and relevant.

For example, let’s say you’re implementing a quality management system in a manufacturing company. You need to gather data on the production process, such as the date of production, the number of units produced, and the production line.

If you design a form with text fields for all the data, the data collected won’t be accurate. For example, if the user enters “10 units” instead of “10” in the number of units field, the data won’t be usable for analysis.

Instead, you should use the appropriate type of fields for each piece of information. For the number of units, you should use a numerical field, and for the date of production, you should use a date picker field. This way, the data collected will be accurate and usable for analysis.

In conclusion, using the right type of fields is critical for the success of your QMS automation. By using the appropriate type of fields, you ensure that the data collected is accurate and relevant, making it easier to analyze and improve your quality management processes.

Fail #4: Not making the form mobile-friendly

With more and more people using mobile devices to access information, it’s important to make sure your form is mobile-friendly. This means it should be optimized for smaller screens and easy to navigate with a touch screen.

In today’s world, people are increasingly using their mobile devices to access information and complete tasks, and this trend applies to quality management automation as well. If your QMS form is not mobile-friendly, you’ll miss out on the benefits of automation, as well as limit your reach and impact.

For example, let’s say you’re implementing a Quality Management System in a Food and Beverage company. The quality team needs to complete inspections of the production line and collect data on the production process.

If the form you’ve designed is not mobile-friendly, the quality team will have difficulty accessing the form on their mobile devices, and they might even have to go back to their desks to complete the form. This will slow down the inspection process, increase the likelihood of errors, and reduce the impact of your QMS automation.

To avoid this, you should make sure that the form you design is mobile-friendly. This means that the form should be optimized for viewing and interaction on a mobile device, with a user-friendly interface, clear and concise instructions, and easy-to-use fields.

In conclusion, making the form mobile-friendly is essential for the success of your QMS automation. By designing a form that is optimized for mobile devices, you’ll increase the efficiency of your quality management processes, improve the accuracy of the data collected, and reach a wider audience.

Fail #5: Not testing the form before deploying

Not testing the form before deploying is a common mistake that can greatly impact your QMS automation progress. Imagine this scenario: you’ve spent hours designing a form for a new quality management process, and you’re eager to deploy it. However, you’ve forgotten to test the form to make sure it’s working correctly. You finally deploy it and receive feedback from employees that the form is not working properly or that certain fields are not capturing the information you need. This is a frustrating and time-consuming issue that could have been easily avoided if you had tested the form before deploying.

Testing the form before deploying ensures that it’s working as intended and that it’s capturing the information you need. It also helps identify any technical issues or user experience problems before they become major issues. To avoid this form design fail, make sure to test your form thoroughly before deploying it. Check each field to make sure it’s capturing the right information and that the form is working properly on different devices and browsers. By doing this, you’ll ensure a smooth and successful QMS automation journey.

In conclusion, before deploying your form, make sure you’ve tested it thoroughly. This will help you identify any potential problems and fix them before users start filling out the form.

By avoiding these common form design fails, you can ensure a smooth and successful QMS automation journey.

So, have you ever wondered how to make sure your forms are visually appealing, easy to use, and accessible on mobile devices?

Well, the answer is simple – use a cloud-based EQMS software!

With an integrated EQMS software like Qualityze, you don’t have to worry about form design mistakes because the software takes care of it for you. It comprises a specialized Form Management solution to help you create, manage and track all your business related forms in one place.

Benefits of using a cloud based EQMS software

Here are some of the benefits of using a cloud based EQMS software:

  • User-friendly interface: Most cloud based EQMS software have a user-friendly interface that makes it easy for you to create and manage forms.
  • Mobile-friendly: Cloud-based EQMS software are designed to be mobile-friendly, so you don’t have to worry about your forms not being accessible on mobile devices.
  • Pre-built templates: The cloud based EQMS software comes with pre-built templates that you can use as a starting point for your forms. This saves you time and eliminates the need to design forms from scratch.
  • Automated testing: With a cloud based EQMS software, form testing is automated, so you can be sure that your forms are working correctly before deploying them.

So, there you have it! By using a powerful EQMS software like Qualityze, you can avoid form design fails and ensure a smooth and successful QMS automation journey. Make the smart choice and choose a cloud based EQMS software today!

If you have any questions on QMS automation or form design, don’t hesitate to contact Qualityze customer success team through email at info@qualityze.com or by phone at 1-877-207-8616, and we will get back to you at earliest.

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