When higher ed administrators create new forms, 80% rely on Microsoft Word, according to a recent study on the State of Forms in Higher Education.
While Microsoft Word is a useful and easily accessible tool for form-building, word-based forms are well below the capabilities available with today’s modern tools. With word-based forms, students, faculty, and staff are missing out on dozens of efficiencies that other forms tools can provide.
Modern forms tools offer automated workflows, integrations with other systems, eSignatures...I could go on.
When you analyze the benefits of today’s modern tools, it’s easy to see how administrators are wasting time that could easily be repurposed. In this post, we’ll discuss 10 ways you’re wasting your time with word-based tools and provide suggestions for alternative tools.
Due to the inherent human error that occurs, manual entry is a poor way to transmit information and word-based forms require manual entry on either side of the process—for the end user as well as the form creator.
Tools that provide some automation or data management, even low-cost tools like Google Forms, can significantly improve the efficiency and accuracy of the process.
Hard copy signatures are often included on word-based forms. Typically, the form is shared via email, printed, signed, scanned, and email to the next approver in the workflow. However, there are better tools available that provide an exponentially better experience.
With a simple eSign tool like DocuSign, you can collect signatures in under a minute, no printing or scanning necessary. Other forms solutions offer digital approvals with no signatures and automated workflows. Check out this post on when to use eSign vs. digital forms tools to learn more.
Additionally, hard copy signatures are often not truly necessary for internal approvals. For example, the research department at the University of Maryland (UMD) required hard copy signatures for all approvals, even purchase order requests under $100. Stephen Dowdy, Director of Research Information Systems & Integration at UMD, made the case for digital approvals and eSignatures only when necessary.
“99.9% of our business processes don’t require a legally binding contract,” Dowdy stated. If a legally binding contract is not needed, why is a signature required at all?
Today, the research department is transitioning away from hard copy signatures for internal processes in favor of digital workflows that automatically track approvals.
Word-based forms have limited capabilities and are only fractionally more advanced than an actual paper form. While word-based forms can offer some capabilities like forms and drop down, there is a whole world of features and benefits that you’re missing out on.
The simplistic nature of word-based forms will lead to dissatisfaction with forms processes from faculty, staff, and students. And without an alternative tool, there is extremely limited opportunity for improvement on word-based forms.
A common frustration for form fillers is that forms ask for information that has already been provided. In the State of Forms report, 45% of form submitters indicated one of their top three frustrations with forms is that forms require information that is duplicated on other forms.
Think for a moment about one of your institution’s student-facing forms. Does it ask for the student’s name? Student ID number? Current major? The institution already has all of that information. With a better tool, form fillers wouldn’t need to submit duplicate data again and again.
According to a study by AIIM, 65% of PDFs are printed to complete, sign, or archive. It’s likely that many of the forms created in Word will eventually be printed, scanned, and printed again throughout the workflow process, wasting the institution’s resources.
In addition to creating unnecessary waste, printing also opens the institution up to security risks with paperwork floating across desks that may have sensitive information.
With word-based forms, there is no way to know where a form is in the approval process. This is especially problematic for processes with tight deadlines or monetary consequences attached.
At Southern Connecticut State University (SCSU), the research department had a supplemental pay process that resulted in a paycheck for researchers. Due to paper-based processing difficulties, researchers sometimes waited months to receive payment for their work, which was understandably frustrating. SCSU now uses an automated forms and workflow tool. Not only are faculty and staff happier, but the department also saves an estimated $675,000 in processing time. Learn more about how Southern Connecticut State University automated manual processes.
Higher education institutions are responsible to accrediting bodies and the government to provide proof of processes. Word-based forms and their associated approvals can be extremely difficult to track down in the future when your institution needs to provide a record of a particular process or simply close out a year-end process.
A digital forms solution makes locating documents and their processes far easier. With word-based forms, a staff member might save a document on their personal device making it nearly impossible to locate later on. The right digital forms tool will save your documents and workflow on a widely accessible platform for you to access at any point in time.
Word-based forms have no way to track access to a form. It is impossible for the form creator to know where the form has been and who has seen it, which could potentially cause compliance issues.
Additionally, Word-based forms are often saved on personal devices, making the information vulnerable to ransomware or theft.
If we’re being honest with ourselves, forms created in Word aren’t pleasant to look at or fun to use. At times, they aren’t even functional.
Take this case study from Western University for example.
The engineering department at Western University had a paper-based hiring process. The form was so complex and difficult to follow that new hires often made mistakes on the form. Not the best first impression, right?
Western University adopted a forms automation tool that was not only functional, but also a delight to use.
According to EDUCAUSE, over 83% of institutions have already begun implementing or exploring digital transformation strategies. As we previously discussed, word-based forms don’t offer the capabilities to digitally transform form processes.
Stop wasting your time with Word-based forms. Instead, use a digital forms and workflow automation solution that empowers your institution to digitally transform processes, save time and resources, and deliver a great experience for faculty, staff, and students.
Learn more about the state of forms in higher education and download the report today.