Originally invented by a subsidiary of Toyota as an advanced alternative to barcodes for manufacturing, QR codes can store thousands of characters and be quickly scanned using smartphone readers, making them a convenient way to access web-based information.
Up-to-date work procedures, datasheets, equipment manuals and safety protocols can all be accessed by workers via digital devices exactly when and where the work needs to be completed. When implemented well, QR codes can help reduce frustration, minimise support needs and enable safer, more efficient work.
However, field documentation needs to be carefully authored into practical formats that are quick to access and easy to digest in the flow of work. This includes concise text, step-by-step instructions, images, short videos as well as graphics where appropriate.
In addition to accessing static information, QR codes can also link to dynamic systems such as service logs, digital checklists or input forms. These systems are used to support maintenance tasks and asset inspections, facilitated by an increasing range of powerful mobile apps and digital tools in various industries.
Considerations for an enterprise implementation
While providing simple field documentation clearly delivers business improvement value, doing so across a large operation is not without challenges.
How does the information remain current and reliable? How is feedback on the content collected from field workers? Who is responsible for maintaining the content and making updates? What measures are needed to securely store and deliver the content?
In order to set up an implementation project that can solve problems like these, and has the best chance of long-term success, be sure to gain the endorsement of senior managers to sponsor the initiative, assign a dedicated program lead with adequate production resources and allocate budget for a suitable software platform.
Capturing media assets to support your documentation
Sometimes documentation from technology vendors and equipment OEMs may be useful in the field and exist in PDF or webpage formats. For reliability, it is wise to load this content into your own document library rather than linking to third-party websites over which your business has no control.
In most cases, writing your own work procedures and custom equipment instructions is required to ensure relevance to your operations. Providing visual references is highly recommended to quickly communicate accurate instructions and avoid confusion.
Ideally, capture image and video assets at the location where the work task is being carried out. Using smartphones can suffice, but the image framing, resolution quality and retouching from an experienced photographer can significantly enhance the final documentation.
Be warned that it is common for internal debate to arise about work procedures previously considered to be standardised after image or video assets have been produced, potentially requiring them to be retaken. To avoid this problem, map out and internally approve the workflows prior to commissioning a photography shoot.
QR codes versus other document lookup methods
Using QR codes is the most common method of linking devices to field documentation, due to their automatic detection by smartphone cameras and ability to launch web browsers or mobile apps.
Alternative methods are sometimes used within custom mobile apps. Some apps scan barcodes to look up a document number or accept codes typed into a lookup field. Others use geo-location to detect where a worker is standing and highlight equipment close to that position.
However, QR codes are quicker and easier to scan from all angles, store significantly more data, and offer higher error correction than barcodes. They can open a publicly accessible URL or deep link into a mobile app where user authentication is needed to protect sensitive information.
Writing and designing effective field documentation
When authoring work documentation accessed by QR codes, it is important to consider the needs and environmental conditions of the worker to deliver a positive user experience.
What is the essential information a worker needs to know? How much time will they have? What is the best balance of text, images and video? Will the worker be in bright sunlight or loud noise?
Whether the information is presented on a tablet or smartphone, the text must be simple and concise, the images uncluttered and the videos short. High-contrast colours will help readability in direct sunlight, and captions for videos assist in loud environments. Critical information should appear upfront, with supporting details below. For process workflows, break instructions into clear numbered steps.
Elements of a successful implementation project
An internal resource must be deeply involved with the work documentation project and capture of supporting assets. At a minimum, their tasks should include obtaining authorisation from operational leadership, facilitating input from field workers and managing the rollout of the produced material.
This same person may also carry out the production work, however, augmenting internal capability with an experienced external contractor is likely to significantly enhance the quality of the final deliverables.
Evaluating software platforms during solution design will uncover a wealth of functionality available for inclusion in your field documentation program. CodeSafe is a great option for providing and tracking workforce access to quality, safety and training videos, while Chekrite excels in digital checklists, inspection forms and workflow tracking.
Other important elements of an enterprise-ready solution include field connectivity, mobile device strategy, content and QR code management, and QR code industrial printing or engraving.
Case study: Robotic Innovations
The images in this article show the capture process and resulting documentation assets for Robotic Innovations, who were motivated to provide their customers simple and effective instruction on how to set up a FANUC CRX-25iA cobot.
"By creating QR code documentation we are providing our customers a quick and easy reminder of how to change over their production lines, without needing to dive into instruction manuals."
- Managing Director Altus Mostert
The mobile device content serves as a convenient fallback reminder of the simple steps required for the infrequent task of switching their palletising robots, removing potential frustration and improving customer experience.
The timelapse shows the process of capturing the supporting video assets. Developing effective work instructions requires effort to listen and learn the most complex details of the production task, then carefully describing each step in clear, understandable language. In short, it takes time to make things simple.
Identifying processes for QR code documentation
As part of your business’s operational improvement strategy, initiate a project to assess the value of field documentation. Identify bottlenecks caused by delays in information or instruction and estimate the time savings achievable with QR code-anchored field documentation.
During project planning, investigate the value of digital checklists or input forms and select an appropriate platform. Starting with common or critical service maintenance tasks is often a good approach.
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