Microsoft illustration of Forms

How to beat form fatigue

Want to save yourself month’s of repetitive work? A West Yorkshire Police team did just that when they adopted Microsoft Forms and Power Automate.

The force needed to distribute new hand held devices, and the first stage was to book every officer a slot to come and pick one up. By opting to use Forms from NEP enabled Microsoft productivity tools, the time spent on administrating the rollout was massively reduced. Officers were able to select their own time slots for collection from a number of options, rather than have one chosen for them – avoiding the need to action inevitable requests to change the appointments.

Once the initial Form was returned, officers automatically received full instructions of how to collect their device, the acceptable use policy and even a reminder of the Covid guidelines when arriving at the collection point.

PC Luke Farrand from the force’s Business Readiness Delivery programme explained exactly how it was done – and how many of the repetitive tasks were removed – in this week’s Wednesday Webinar.

“I’m managing this process alone and rolling out the devices to 1000 people,” he explains.

“A few years ago we did something similar for 4000 officers and it took three of us six months to complete – so we are saving a significant amount of time – and paper.

“It’s not even my only task. Once set up I just have to keep an eye on it daily to check all is working as it should be.”

Attendees tuning in to the webinar also shared their Forms successes - like Det Supt Martyn Parker from Lincolnshire Police. Martyn used the tool to send a shift pattern change options survey to his staff, so everyone could have their say and the preferred option for the majority adopted. it took just a few minutes to create and 95% of those surveyed responded.

If you would like to learn more about Forms, you can watch our 30 minute webinar here. The session also included a quick run through of the basics of creating a Form.

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