How to Use QR Codes in the Workplace
QR codes in the workplace enable the digitalization of analog information and the streamlining of work processes. Access to data in digital form is facilitated by scanning a QR code with a smartphone. From contactless visitor registration to the digitization of documents—all can be achieved using QR codes. Advocates for environmental protection actively support moving away from paper use to reduce consumption and waste. Since there are numerous methods to implement paperless technologies, using QR codes can be one of the simplest solutions. With their increasing prevalence in new working conditions, here are some suggestions you can implement at your workplace.
How to Use QR Codes in the Office
As QR codes are often used for contact tracing, scanning digital menus, and processing payments, their usage is on the rise. With the expanding understanding of QR codes' capabilities, here are five outstanding ways to integrate their use into your work environment.
Contactless Registrations and Meeting Arrangements
Contactless registration and appointment scheduling are effective methods to mitigate potential issues such as overcrowded queues at check-ins and exits. By adopting contactless communication, you can use QR codes to seamlessly fill out forms via smartphones by scanning. This avoids long queues and eases the visitation process for guests and the workflow for employees. To schedule meetings, you can allow visitors to register by scanning a code and entering the required information.
Attendance Tracking with QR Codes
When the use of biometric attendance systems became undesirable due to the risk of virus transmission during the COVID-19 pandemic, an alternative emerged—using Google Forms QR codes for attendance tracking. Employees can scan the code and fill out an online form to register their presence.
File and Note Sharing
A paperless workplace implies the elimination of paper use; QR codes are perfectly suited for storing and sharing electronic files and notes. This can be facilitated using a special notice board where QR codes containing notes are displayed, allowing you and your colleagues to easily scan them. Simply embed your file into a QR code and place it on the board. This allows employees to download the information directly to their smartphones by scanning the QR code.
Video Instructions for Work Processes
With new work regulations set by your public health institution, your work processes will change. Due to these changes, various work demonstrations are conducted at your workplace. Since live presentations can pose challenges for the presenter, recording them on video can be an excellent solution. Integrate the file into a QR code, enabling your employees to scan the code and watch video presentations on their smartphones without gathering in groups.
Storing Digital Maps
You can use QR codes to store digital maps of your building and allow your employees to scan the code to download the map to their smartphones. This ensures that your employees always have a copy of the building map on their devices and are prepared for any emergencies.
Digitizing Work IDs
You can convert traditional paper IDs into digital format by creating a QR code vCard. A vCard with a QR code can contain your contact details, and you can include more information than on a conventional card due to its limited space. When scanned, employees can save your contact information directly on their devices. You can also create bulk vCard QR codes for all your employees, thus creating a set of electronic business cards with QR codes.
The benefits of using QR codes in the workplace include low installation costs, as QR codes do not require expensive tools for implementation and can be quickly introduced. They enhance workplace efficiency by automating tasks and processes and ensure security, as QR codes can utilize a password feature when activated. Additionally, the ease of use of QR codes makes them easily implementable in an office environment, requiring no additional training for employees.