Utility crews are society’s frontline workers. They keep our lights on and the gas, electricity, and water essential to life flowing as they should. They play a crucial role in maintaining and repairing the essential services needed to keep our municipalities working.

Without the utility team’s continuous efforts, the infrastructure that supports daily life and other critical services would face significant disruptions. During emergencies or natural disasters, utility crews are among the first responders working to restore services, often in challenging and hazardous conditions.

Utility workers’ presence on the ground and direct impact on the well-being and safety of communities position them as frontline workers essential to societal functioning. As such, the reporting systems they use to document their actions and utility scenarios need to be mobile, efficient, and easy to use.

But what strategies or best practices must be employed to ensure that utility teams’ last and least critical concern is how they will complete their reports? Let’s look at the five best practices (and a few more strategies) that utility teams can employ to make their reporting fast, efficient, and effective.

Best Practice #1: Standardize Reporting Procedures Across All Mobile Platforms

According to the Bureau of Labor Statistics, the incidence rate in private industry in 2023 was 2.4% (2.4 cases per 100 workers), down from 2022’s 2.7%. Part of the reason this rate dropped was that more companies in the private sector were utilizing standardized mobile reporting procedures.

Standardization of incident reporting procedures benefits utility operations for a number of reasons:

1. Standardized processes enable benchmarking and comparative analysis. Comparing incidents enables utility safety managers to determine KPIs suitable for data analysis. This analysis can provide insights into incident trends that can help management positively affect change for safer and more stable utility operations.
2. Adopting standardized procedures for mobile reporting makes training and retraining easier and more cost-effective. Once familiar with the SRP (standard reporting procedure), team members need little to no further training.
3. Mobile reporting standardization improves data consistency and accuracy. Standard forms and procedures ensure that all utility crews report information uniformly, reducing misunderstandings. Furthermore, the data captured is generally of higher quality and thus more reliable for data-driven decision-making by utility managers.

Best Practice #2: Prioritize Data Security and Compliance

In an ever-more-advanced technological environment, data breaches, data security, and compliance are more relevant and critical than in the past. Due to the heightened risk of cybersecurity failures and breaches, the need to prioritize data security becomes more than standard; it becomes crucial. 

Enhancing data security practices is only half the equation. That’s why using mobile reporting tools that provide a secure means of storing utility incident data is crucial to today’s utility organizations.

Compliance with regulations is equally vital to data protection. That is why standardized procedures that align with both data security and regulatory compliance are beneficial practices to maintain in all aspects of the utility sector.

Best Practice #3: Implement User-Friendly Mobile Reporting Tools

Implementing user-friendly mobile reporting tools can make the difference between a challenging incident reporting process and one that is quickly adopted and used. 

Anytime we introduce new technologies, the learning curve sets the pace for how soon we can effectively use those tools. That’s why at 1st Reporting, we have prioritized making our mobile incident reporting framework easy and intuitive to learn. Case studies have shown that organizations that implement custom and standardized reporting tools like the intuitive 1st Reporting application see measurable improvements in as little time as a single week from implementation.

• Explain the benefits of intuitive and easy-to-use reporting apps.
• Discuss how user-friendly tools increase adoption rates among crews.
• Provide criteria for selecting the right mobile reporting software.
• Suggest involving crew members in the selection process for better buy-in.

Best Practice #4: Integrate Real-Time Communication Features

One of the best things you can implement to ensure successful and effective mobile reporting is to use a platform that includes real-time communication features like customized notifications.

Using a custom notification system with your mobile reporting procedures enhances efficient communications. Take the 1st Reporting application, for example. The straightforward custom notification system empowers managers like you to create custom messages with custom triggers that work based on not only the custom trigger of your choice but also custom conditions. 

These powerful notification customizations enable you to program specific messaging that is delivered directly to your chosen personnel. This expedient communication automation empowers teams with instant decision-making capabilities and drastically reduces potential response wait times. 

Best Practice #5: Conduct Regular Training and Updates

The final best practice we recommend for your mobile reporting procedures and practices might seem obvious. Still, it’s astounding how many organizations ignore it post-initial training.

Conducting initial training is crucial, but including follow-up and refresher training is equally important. Many organizations focus on initial training, and when it comes time for refresher training, it is a lower priority.

Updating and providing refresher training keeps your teams aligned with current best practices, organizational policies, and procedures. Most importantly, it keeps safety and related protocols at the top of mind.

Enhancing Safety and Efficiency Through Mobile Reporting

Implementing mobile reporting best practices strengthens utility operations. Standardizing procedures improves data accuracy and consistency. Prioritizing data security protects sensitive information. Choosing user-friendly tools increases adoption among crew members. 

Integrating real-time communication enhances response times to field issues. Providing regular training keeps teams competent and informed. By embracing these strategies, utility companies boost safety, efficiency, and service quality. Equip your crews with the right tools and practices today to deliver better results.