Are you an office manager or a unit head who wants to modernize the way you conduct your administrative processes? If that’s the case, you came to the right place. In this blog, let’s take a look at how you can implement QR Codes in offices to modernize and upgrade your administrative tasks.
What are QR Codes?
QR Codes are two-dimensional barcodes that can store large amounts of information in various formats. They are used primarily for marketing purposes since they can direct users to any existing web page in just a scan. Because of this, businesses have taken advantage of the power of this simple technology to upgrade their marketing processes.
QR Codes can also be used in offices.
Why Should We Use QR Codes in Offices?
Easy to Create
QR Codes don’t need coding to generate. All you need is a reliable QR Code generator and the data you need to encode.
For simple QR Code solutions, there are free QR Code generators out there. These can be useful if you want one-off, disposable QR Codes, such as those for inventory and document control.
For more complex QR Code solutions, you would need a subscription to a QR Code generator. Here on QR Cloud, we offer a wide range of features for you to create beautiful dynamic QR Codes for as low as $4.99/month.
Easy to Scan
Most people know how to use a smartphone. This makes it easier for your IT to train staff on the implementation of QR Codes since most of us already know how to scan them.
We’ve also posted an article on QR Code readers if you want to know which mobile application is perfect for you.
Saves Printing Costs
One of the major benefits of QR Codes in offices is that you don’t need to print unnecessary copies of your documents. Staff and clients would have the option to print these documents on their own or just keep an electronic copy.
How Can We Use QR Codes in Offices?
If you have permanent files that need employees and clients regularly download such as forms and handbooks, an efficient way to share them is through QR Code. All you have to do is upload the file to an online repository, like Google Drive or Dropbox, and create a static URL QR Code.
But if this document needs to be updated, you would benefit more with using a file link. File links are great because you can update the document anytime without having to change the QR Code. You can learn more about file links in this article.
Connect faster to the Wi-Fi
Most offices nowadays need Wi-Fi connection. We need the Internet to perform our jobs – from communications, to sharing resources, to document storage, tracking our employees, and more.
By posting a QR Code that automatically connects users to your office Wi-Fi, you won’t have to manually type passwords on every device or give away your password to anyone.
Today, many offices are implementing document tracking systems to help manage records efficiently. QR Codes are great for tracking printed documents being routed from office-to-office.
For this to function properly, you would need a barcode scanner that can read QR Codes and a document tracking software or program. The QR Code will have to scan the unique QR Code on the document upon arrival or departure from the office, and this will appear on the program for everyone to be able to see the current location of the document.
For me, a better option would be to have your IT implement a mobile inventory app that can scan QR Codes. This way, your clerks will only need a smartphone to start tracking documents that go in and out of the office.
No more lost documents!
Did you know that QR Codes were originally invented for inventory control? Yes, they were. So, obviously, it is a great tool for asset management.
Like in document control, you would need an inventory management program or software and a QR Code scanner. There are inventory management apps that can help with this process.
Manage employee attendance
Finally, you can track time ins and outs of your employees with QR Code. All you need is to issue each of them with a unique QR Code which they will have to scan once they arrive or before they leave the office. The scanner will then record the time of their arrival and departure. In addition, if you have multiple field offices, these can also be used to make issuing locator slips faster.
You can incorporate the QR Code into the company ID as a replacement for the traditional barcode, which does exactly the same thing.
Here’s How to Create QR Codes
To start creating QR Codes, you would need a QR Code generator. QR Cloud is an easy-to-use and reliable QR Code marketing solution. It allows you to generate static and dynamic QR Codes, enable A/B rotation, track the success of your campaigns, and create landing pages inside one subscription.
Once you’re signed up and signed in to QR Cloud, you can now start creating your QR Codes.
- On the QR Code generator, encode a name for your QR Code.
- From the dropdown menu, choose the type of QR Code you want to make. There are 13 types to choose from.
- Encode the information needed.
- Customize the appearance of your QR Code, if you want. You can also add a margin and increase error correction.
- Perform a test scan to make sure that your QR Code works.
- Once you’re satisfied, remember to save your QR Code. You can now download or print it.
QR Codes offer numerous solutions to different problems in offices. From sharing files to attendance management, this technology can help upgrade and modernize your office processes, save valuable time, and save money from printing costs.