Before we started Mapisty, we had an inspection during COVID for which I had to email stacks of paper. We were limited by our email size, so I could only scan and email one form at a time. They wanted 36 months of forms; we had 20+ forms a month for just one location. I have 19 locations under me and we have 80 locations total. It took me months on a slow internet connection to send the forms through email. I had to send pictures of the stacks of forms on my desk telling the inspector, “I promise they are here. I promise I am working on it!”
So, I started several years ago with a free app. I downloaded it and spent a whole week customizing my own form. The corporate safety manager came around and asked what I was doing. I showed him and said if we could get all of our environmental forms electronically, that would help. He was all for it!
We started looking and talking to the Mississippi Department of Environmental Quality. At the time, they would not accept anything but paper inspections. We had to work to convince them electronic information was the way to go.
The app I used was not going to be financially acceptable for our needs but also we’d have to do all the work ourselves. Each area would have to put their information in. That was not going to work on the broad scale, and we’d still have the inconsistencies. We looked for something that would bring everything together and make it user-friendly, and that would match the compliance requirements for our reporting.
You don’t expect pencil whipping to happen as much as it does. One guy called and said, “I had this spill kit in my office for 7 or 8 years. I always just knew it was there. But when I read the question that said, ‘Is your kit complete?’ I looked in it and there was nothing in the box!” So we were able to order him a new spill kit. Having them actually read the questions and answer them accurately, they have to go look! The most eye-opening thing was they weren’t always reading the questions. They were just marking the questions ‘yes’ that were ‘yes’ last month. The correct answer is the truth. If you document that truth and you document the corrections made that need to be made, that’s the correct answer.
Do it yesterday! The sooner the better! You’re going to have to do some customization. When you take your month to trial [with Mapistry], remember, it is a trial. You can customize it when you make your commitment and it’s amazing how customized it can get. Our customer success manager helped set everything up, ensuring each site dashboard was tailored to meet our compliance needs.
We started in one area at a time. We started with mine since I pushed everything. By working with one small area at a time we were able to keep adjusting and customizing to meet each site’s needs. Most of the time, when an area used Mapistry for one month, they didn’t want to ever go back to paper. 99% of our team has been excited to make the change. I haven’t had much pushback at all even from the ones I would expect. That’s huge.