Utility services management is easier when you have the data you need to make decisions. Actually, all management of anything is better with good information. The question is, how do we adapt to enhance resource and staff management in an effective way that also helps our most precious stakeholders: those living in the communities we serve?

One of the most ingenious strategies is to give some responsibility to the people of the community and utilize public forms with a public-facing solution that makes it easy for the members of the community to use. That is, have the community engage with and take a more active role in helping the community manage municipal utility reporting and services.

Providing the community with digital access to a public form can help shape how you manage utility services. In this article, we’ll discuss the concept of public forms used to support utility service management. We’ll share some ideas about how you could automate mundane parts of utility management and reporting while decreasing the chance for error. We’ll also talk about one solution that you can use for more than just public forms: the 1st Reporting app. More about that later. Let’s start with how modern solutions are transforming the way utilities are reporting from the field.

Transforming Municipal Utility Reporting with Modern Solutions

Utility services, whether power, water, waste, telecom, or another department, all benefit from modern technology. However, many do not yet use mobile technology other than a work phone for a service team to call back to the office. Progressive utility managers can harness the power of mobile devices and the latest in utility management software technology to improve reporting processes tenfold. Let me explain.

The latest in mobile technology is the use of cloud accessing, mobile app-based, ai-enhanced software. That’s a mouthful. But think about that for a moment:

• Cloud accessing: Applications can use cloud storage to support not only a scalable memory solution but also a collaborative solution because anyone with the proper credentials and online access can view and interact with the same report as someone in the field writing the report.
• Mobile app-based: Modern solutions are cross-platform compatible with Apple and Android devices. In the case of 1st Reporting, that’s both mobile types plus laptop and desktop solutions based on Microsoft Windows and macOS. These cross-platform solutions successfully circumvent any problems with multiple device types used within a company or organization.
• AI-enhanced: The latest technologies, like the 1st Reporting application, have AI-enhanced features that help your team cut time and, therefore, money. With mundane tasks made more straightforward, you and your team can spend time on the more pressing tasks.

These are just a few of the features found on the latest applications. Add in a publicly available form management feature, and you can see why these sorts of software solutions are reshaping the way more than just municipal utilities operate. Public forms that work in a mobile-accessible environment and provide automated KPI reports to summarize results are the latest extension of the features of these efficiency-promoting applications.

The Power of Efficient Reporting Solutions

During a loss of service event, utilities jump into action, but how do they report from the field? Is it via a CB radio invented in 1945 by Al Gross? ⁽¹⁾ 

Or do they call in on their phone? If they do, does someone at the other end have to take notes? That doesn’t sound very efficient, especially considering the first telephone was as far back as 1849. ⁽²⁾

Given the potential for being stuck on hold, many people won’t bother calling in unless there’s an interruption in service, and even then, many will wait it out. Now, if it was an anonymous form that was instantly available and not waiting on hold, would that not inspire the community to take action and help utility service providers with insights they may not otherwise have received? How many other ways can you think of that a public form might come in handy for your department? Let us know in the comments.

Unlocking Efficiency with Public Forms in Utility Services

As you have no doubt understood, public forms are forms that a utility provider can share with the public to collect information. These public forms help utility providers, services, and managers learn more about their stakeholders and how they might improve services. One potential use-case could be like the comment or suggestion boxes of old, presented in a new and easily accessible digital format.

Another use case could include reporting utility service interruptions. Tie those with service work orders, site inspections, and other related documents, and you’ve got the workings of a powerful document management system. That is a system that harnesses the power of public forms with the reporting customization and notifications your organization needs to create, manage, complete, and review forms for internal or public use.

A leader in the space of public forms, customizable forms, and mobile document management is the 1st Reporting application. Our application has the best of all worlds: 

• Powerful form customization
• Robust notification customization
• Dynamically linked forms for entire workflow documentation
• Public reporting forms to enable public form completion for non-app users
• GPS-enabled features
• An intuitive and easy-to-learn dashboard that is as powerful as it is easy to learn.
• Cross-platform compatibility means you can review a report on your desktop the moment your field personnel submit it on their mobile device.

There’s actually more to the application than I’ve mentioned. Still, for fear of rambling on and on, we’ll stop there with the application’s beneficial features. Let’s focus on some of the advantages of mobile reporting solutions instead.

Advantages of Mobile Reporting Solutions

According to Statista, as of this year (2024), the US has over 310 million smartphone users. Furthermore, with a penetration rate of over 96%, the US is no stranger to smartphone technology. (3)

Taking advantage of smartphone adoption and use, smart utility providers are increasingly turning to mobile reporting solutions. These solutions have been shown to increase reporting process efficiency by as much as 75% after only one week (see our Case Studies here).

Aside from the apparent efficiency boosts, other features of modern and mobile reporting solutions provide even more significant benefits. Take GPS-enabled forms, for example. A form that records the time and location when it was used provides utility managers with details they otherwise would not have. Furthermore, it makes field operative reporting easier by automating the information about when and where a form (like a site inspection, for example) takes place. 

Similarly, you could create a public form that includes GPS data, so long as you provide the appropriate notice and that regulations in your area allow it. With complete form customization control, an application like 1st Reporting really shines in this respect.

Lastly, I want to mention how digital forms can also include multimedia files such as video or photo uploads. Obviously, you will want to limit the file uploads if it’s a public-facing form. The point is that with a photo or even video of a service incident (like a tree hitting a power line), the ability to convey information in digital reporting solutions makes these solutions light-years ahead of a paper and clipboard documentation method.

Implementing Public Forms in Your Utility Operations

Implementing public forms and mobile reporting solutions into your utility management process is easier than you think. I’ve created a 5-step process that, when followed, will help you get started and launch your first public form.

1. Consider what public form you want to create. Reflect on your target audience, and consider what data you want from them.
2. Sign up for the 1st Reporting application. During the setup process, the app guides you through making your first in-app form. Make sure you select to make the form public because that selection is correct at the beginning when you name your form.
3. Create your custom form in the application and save it. 
4. Share the link to the form with your intended audience.
5. Summarize the collected data using the application’s built-in KPI reporting features.

For more information about integrating mobile applications like 1st Reporting into your operations, please visit our resource: Integrating Mobile Apps into Traditional Field Reporting Processes.

Take the Next Step Towards Efficient Utility Reporting

Ready to revolutionize your utility operations? Embracing advanced reporting solutions isn’t just a smart move—it’s a game-changer for your organization and the communities you serve. By adopting public forms and leveraging mobile technology, you’re not only streamlining your processes but also empowering residents to play an active role in enhancing utility services.

Imagine having real-time data at your fingertips, reducing errors and accelerating response times. With 1st Reporting, this isn’t a far-off dream; it’s a reality you can experience today. Our app offers customizable forms, robust notification systems, and a user-friendly interface that makes the transition seamless for your entire team (even the non-tech-friendly ones).

So why wait? Take the leap and discover how the 1st Reporting app can transform your utility services. Sign up now and join the ranks of forward-thinking utility providers who are making efficiency, accuracy, and community engagement their top priorities. Let’s work together to build a more innovative, more responsive future for everyone, one utility at a time.

Article Sources

1. Cobra Electronics. 2022. “Citizens Band Radio History.” Cobra Electronics US. Cobra Electronics US. July 12, 2022. https://www.cobra.com/blogs/news/citizens-band-radio#:~:text=Invented%20by%20Al%20Gross%20in,in%20the%20U.S.%20in%201949..
2. “1870s – 1940s: Telephone | Imagining the Internet | Elon University.” 2023. Elon.edu. 2023. https://www.elon.edu/u/imagining/time-capsule/150-years/back-1870-1940/#:~:text=While%20Italian%20innovator%20Antonio%20Meucci,for%20the%20device%20in%201876..
3. “Topic: US Smartphone Market.” 2024. Statista. Statista. 2024. https://www.statista.com/topics/2711/us-smartphone-market/#:~:text=As%20of%202024%2C%20the%20country,rate%20of%20over%2096%20percent..
4. Jeremy Shantz, 2023. “Integrating Mobile Apps into Traditional Field Reporting Processes – 1st Reporting.” 1st Reporting. December 21, 2023. https://1streporting.com/blog/integrating-mobile-apps-into-traditional-field-reporting-processes/.