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Digital Transformation Blog

Advice, tips, and hacks to improve field team's operational efficiency

3 Document Management Quick Wins for Oil & Gas Field Teams

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3 Document Management Quick Wins for Oil & Gas Field Teams

Documents thrown all over the office? Field teams confused with which documents go where, and who needs to sign what? Can’t confidently make data-driven decisions? 


We hate to break it to you, but throwing a coin down an oil or gas well and making a wish isn’t going to solve your document management or workflow problems.


#1 - Compliance

Poor document management is like an oil spill -- you have to clean it up as quickly as possible, meanwhile everyone and everything around you suffers, and unless you address the root cause, it’s likely to happen again.


Digitization of documents brings many benefits, including the streamlining of regular compliance-related activities (e.g. submitting and signing-off on documents for health and safety checklists, or work time regulations for offshore teams). Aside from the benefits, compliance-related documents must be made available to regulatory agencies upon request; which adds to the importance of having secure document storage.


Quick Win: Once your documents are securely stored in the cloud, the document search and reference process at audit time or during unscheduled inspections will be as simple as a click or a tap!


#2 - Reporting and monitoring

Word on the street is that data is the new oil -- when you hit a rich source of it, you dig down and see what you can find. It might surprise you, then, to know that only an estimated 1% of the information being gathered by oil and gas companies is actually available to decision-makers.


One way to overcome that statistic is ensuring your teams have the ability to create, share and store custom digital reports, highlighting key data insights in a relatable and understandable way. Preventative maintenance checklists, for example, rely heavily on predictive analytics derived from data insights.


Quick Win: Before you potentially waste time diving blindly into a trial of any software, consider taking a free, personalized demo to ensure that the software is the right fit for your company and your team!


#3 - Collaboration between offshore/field teams and back office

The back office team are often lumbered with SOP binders to sort through; which can be tricky when documents are coming in from remote field and offshore teams who might not be able to make immediate amendments.


When GE Oil & Gas set about forming a collaborative, cross-functional team, they needed to find ways to unite their global, remote workforce. Working on expansive projects, such as the Gorgon Project in Western Australia, meant that there was no margin for error in documentation or time to manually send documents back-and-forth between teams. GE utilized a combination of technology and a skilled workforce to deliver projects on-budget and on-time -- with document management undoubtedly playing a key role in their team’s success.


Quick Win: Software featuring a bulk signing feature could save you hours of redundant admin work and eliminate the stress of coordinating paperwork and couriers for documents that require multiple signatures!


Digitizing your documents can seem like a mammoth task, but with the right software solution, you’ll see some T-rexcellent results much faster than you think! (Don’t worry, we know fossil fuels don’t come from Dinosaurs…)


Jenny Butler
Jenny Butler
Content Marketer at Fluix

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