Digital checklists vs paper-based ones – which is more efficient? 

How do digital checklists compare with paper processes? 

Both digital checklists and paper processes have advantages and disadvantages for hospitality businesses. When deciding whether to make the switch from paper to digital for your own business, you might want to consider a number of factors including price, reliability, ease-of-use and necessity. To help you do just that, let’s look at some of the advantages and disadvantages of digital vs paper checklists. 

Advantages of using paper-based checklists 

Though we think there are significant benefits in opting for digital solutions over paper, there will of course be advantages for some businesses in sticking with traditional paper processes. 

Training 

Where digital tools might require some level of tech literacy, traditional paper processes can be easily understood by all team members regardless of their ability to engage with digital tools. Using paper-based checklists requires little to no training for staff members. 

Set-up 

While digital solutions can help to save on time and cost in the longer term (more on that below), if your business is just getting started there are fewer initial costs involved when setting up paper checklists over the costs of setting up software.  

No internet connection required 

While this is not an issue for most businesses, if your hospitality operates in a place of little or no connectivity, paper checklists might be a better or more reliable option for you. 

Disadvantages of using paper-based checklists 

Inefficiency 

Where digital tools allow for central management, quick reporting and easy changes across the business - paper processes can make those things time-consuming and clunky. This means that some team members will inevitably waste time on repetitive tasks. 

Cost 

Alongside the cost implications associated with inefficient operations, the literal cost of sticking with paper processes can be financially significant on businesses of all sizes. A ream of printing paper alone costs on average around £32.50 - when you factor in how much it costs to print, distribute and store paper records vs that of a digital solution, this can add up to a substantial amount of money over time. 

Inaccuracy 

When using paper checklists for operations, any issues are often identified at a later stage through a manual audit. This can lead to simple mistakes due to human error that are not picked up and actioned in the speed they are with live-reporting functionality when using digital tools.

Reduced productivity 

Streamlining operations with digital checklists means more productive teams. More productive teams mean less time and resource (cost) wasted. Paper processes can result in repetitive admin tasks, manual reporting and ultimately a less productive team. 

Site overheads 

Alongside the literal cost of paper when using paper processes, there are several associated costs to consider. These include how much it costs to store paper records, printing costs, stationery and distribution if you need to move records around the business to different teams.  

Head office communications 

In order to communicate data related to paper records, these will either need to be scanned or manually inputted into other systems. This means that teams working at head office are waiting on crucial data for longer, and in some cases not receiving this information at all. 
 

Benefits of using digital checklists

There are lots of advantages to opting for digital checklists over using paper. When deciding if it will you want to make the switch from paper to digital, think about these business benefits:   

Cost and resource 

Digital solutions can help to save on costs if utilised correctly. Tasks and reports can be automated, audits performed with centrally stored data, and teams kept on top of compliance tasks. Digital tools also surface the right procedure instantly and ensure staff always use the latest version, reducing wasted time and duplicated effort.  

Live reporting 

When tasks are completed from checklists or become overdue, digital tools alert the relevant stakeholders who can then take action. Real-time notifications mean teams have full oversight of site performance within seconds, something that simply isn’t possible with paper processes. 

Training and onboarding 

As well as managing day-to-day tasks, digital checklists support training and onboarding for new staff. Videos, images and other content can be embedded directly into checklists, while step-by-step guidance gives new starters the confidence to follow the right process from day one. This is especially helpful in industries like hospitality, where turnover is high.  

Equipment monitoring 

Equipment monitoring including maintenance, temperatures and upkeep procedures can be managed using digital checklists. Any issues are automatically flagged in the system and the relevant teams notified straight away, allowing for quick fixes that could easily be missed with manual paper reports. 

Ultimately, opting to digitise your operations with the use of digital checklists means: 

Disadvantages of using digital checklists 

As with anything there is no one size fits all when it comes to running your hospitality business and depending on your needs, digital checklists might not be the best decision for you at this time.  

Buy-in from team members 

Adopting a new software or way of working is only successful if the wider team are engaged in doing so. Digital checklist tools rely on staff members updating and using the software for the reports to be useful.  

Initial costs 

Though digital checklists will help to save money and save on team resource, there might be additional costs to consider when setting up. These could include internet connection, devices for access or potentially extra training for staff members. 

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