10 Ways You're Wasting Time with Word-Based Forms for Curriculum Management

October 10, 2024
Still using Word-based forms for curriculum management? It’s time to upgrade! Learn 10 ways outdated forms are slowing you down and how digital transformation can save time, reduce errors, and improve the experience for students, faculty, and staff. Read more and start the change today!

When it comes to creating forms, a whopping 80% of higher ed admins still turn to Microsoft Word. Sure, Word is handy—it’s familiar, it's right there on your desktop, and it gets the job done. But let’s be honest: Word-based forms are stuck in the past, missing out on the magic that modern tools can bring. If you’re still relying on Word, you might be giving up a ton of time-saving tricks that other tools offer.

From automated workflows to integrations with your campus systems and eSignatures, today’s forms solutions are like night and day compared to Word. In this post, we’re laying out 10 ways you’re stuck in the time-wasting loop with Word-based forms, plus some ideas for better options.

1. Manual Entry—Oops! There’s That Typo Again.

We’ve all been there: typing out forms by hand, catching (or missing) those little typos. Manual data entry is an error-prone time sink, and word-based forms mean you’re entering info on both ends—for the student and the admin.

Switching to digital forms tools like Google Forms or a full-fledged workflow automation solution can make a world of difference. For instance, Southern New Hampshire University saved hundreds of hours by automating data entry and approval processes. Suddenly, they had time to focus on the projects that really matter.

“Not having to worry about all of the manual efforts lets me actually focus on [important] projects that are moving our university forward quite a bit,” said Mike O’Connor, Director of System Analytics in the Office of the University Registrar at SNHU.

2. Chasing Down Hard Copy Signatures

Picture this: email the form, print it, sign it, scan it, email it back...wait for the next person to do the same. Sounds familiar, right? There’s a better way, and it doesn’t involve jogging down the hallway with papers in hand.

With eSign tools like DocuSign, you can snag a signature in less than a minute—no printing, scanning, or sneaker mileage required. Plus, many digital forms solutions come with built-in approvals, so you might not even need a signature at all. University of Maryland’s research department ditched hard copy signatures for digital workflows—and they haven’t looked back since.

“99.9% of our business processes don’t require a legally binding contract,” explained Stephen Dowdy, Director of Research Information Systems & Integration at UMD. So, why keep using them?

3. Limited Capabilities—Word's Got Nothin’ on Modern Tools

Sure, Word forms can add a dropdown here or a checkbox there. But that’s about where the bells and whistles stop. Meanwhile, digital forms solutions come packed with features that make forms faster and friendlier—like conditional logic, automatic reminders, and integrations with your campus systems. Why limit yourself?

4. Duplicated Data—Why Are We Asking for This Again?

Students hate filling out forms that ask for the same info over and over: name, student ID, current major...you get the idea. And you’ve already got that info in your system somewhere, right?

With digital transformation tools, you can pre-fill those fields and avoid the endless copy-pasting. Think of it as a gift to your students—and to yourself. A little less frustration, a lot more efficiency.

5. Printing—Just Don’t Do It

According to AIIM, 65% of PDFs end up printed to be filled out, signed, or stashed away in a file cabinet. If you’re using Word-based forms, you’re probably part of that statistic. And every time you hit "Print," you’re creating waste—and maybe even opening up security risks with paperwork floating around.

Why not ditch the paper trail altogether? Switching to digital workflows can cut down on the clutter while keeping everything secure and easy to find. Plus, no more paper jams. (We’ve all been there.)

6. Process Transparency—Or, Where Did That Form Go?

Word-based forms don’t offer a clue where a request is stuck in the approval chain. Need that form back in a week? Good luck finding out who has it right now.

With workflow automation tools, you can track every step of the process. Southern Connecticut State University upgraded to an automated forms tool and saved $675,000 in time spent chasing down approvals. Now, faculty know exactly when they’ll get paid.

7. Hard to Find—Did I Save That on My Desktop?

In higher ed, you never know when you’ll need to dig up an old form for an audit or a report. But if it’s saved on someone’s laptop or buried in an email, good luck finding it when you need it.

Switch to a digital forms solution, and suddenly everything is right where you need it. No more endless searches or frantic calls to IT. Just a simple search bar away.

8. Data Security—Keep It Safe, Keep It Digital

With Word-based forms, it’s tough to know who’s seen the document, where it’s been saved, or how secure that data really is. A misplaced file can mean big compliance issues.

But with modern digital tools, you can track access, set permissions, and keep sensitive info where it belongs. It’s peace of mind you can’t get with Word.

9. It’s Just Not Pretty—And Let’s Face It, That Matters

Word forms aren’t winning any design awards, and sometimes they’re downright clunky. If you’ve got a form that’s tricky to navigate, that’s frustrating for students and staff alike.

Take a page from Western University’s playbook: their paper-based hiring form was such a mess that new hires often made mistakes. Moving to a digital forms tool turned that around, making the process easier and more professional.

10. Out of Sync with Digital Transformation Trends

Let’s be real: digital transformation isn’t just a buzzword anymore. Over 83% of institutions are already moving towards digital processes, according to EDUCAUSE. And those clunky Word-based forms? They’re not exactly built for the future.

Save yourself the headache (and the time!) by switching to a digital forms and workflow solution. You’ll not only cut down on wasted time but also deliver a much smoother experience for students, faculty, and staff.

Ready to upgrade? Check out the State of Forms in Higher Education report to see how other institutions are making the shift. It’s time to leave Word behind and join the digital age.

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