How ENGEO use EVA Check-in to know who is where without process "fatigue" setting in

How ENGEO use EVA Check-in to know who is where without process "fatigue" setting in

ENGEO manages all their staff and visitor sign-in from the same tool and in the process improve compliance.

Rosemary Scott

Sharing real world user stories

Challenges:

  • Hard to know where staff are when at field sites, in the office, or WFH
  • Lack of visibility into who is where and when due back.

Solution:

  • Hands-free sign-ins (geofences) for staff in offices
  • Uses zones and workflows to manage fieldwork safety
  • Improved visibility with a digital in/out board.

Results:

  • Improved sign-in compliance
  • Better visibility of who is where.

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How ENGEO use EVA Check-in to know who is where without process "fatigue" setting in

Many workplaces run a field mobile phone system where the field staff needs to send texts back to the base phone as a safety mechanism. This relies on someone remembering to do this – and then actually doing it. The new solution is fully automated, and action only needs to be taken when there is a safety issue.

Reuben Williams, Technology Associate, ENGEO

THE CHALLENGE

Upgrading to one system for fieldwork, office, and WFH sign-ins for staff, and visitor registration

‍ENGEO is a global geotechnical and environmental consultancy with five offices in New Zealand. With over 100 staff working on hundreds of projects at any onetime, business is steadily growing for this innovative consultancy.

ENGEO staff work from three locations – offices, their homes, and site visits (which can include dangerous sites due to active landslides, for example). In addition to this, visitors regularly meet with ENGEO staff at their offices.

An increase in demand for practical, timely and efficient solutions has driven the recent headcount growth. And with this growth came the awareness that their existing solutions weren't fit-for-purpose as one system was for tracking workers in the field only, and another in the office only – and it relied too heavily on staff remembering to use it, which could sometimes be a problem.

Reuben Williams, Technology Associate at ENGEO, wanted to solve this problem. With a passion for people and technology, Reuben's priority was to make sure any solution was super easy for staff to use, irrespective of location, and for visitors to sign in. Any solution had to minimize all tension between process fatigue and staff safety.

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How ENGEO use EVA Check-in to know who is where without process "fatigue" setting in

THE SOLUTION

Managing it all with geofences, zones, and workflows

How ENGEO use EVA Check-in to know who is where without process "fatigue" setting in

"Many workplaces run a field mobile phone system where the field staff needs to send texts back to the base phone as a safety mechanism. This relies on someone remembering to do this – and then actually doing it. The new solution is fully automated, and action only needs to be taken when there is a safety issue. Our team appreciates that it removes small compliance tasks like safety texts when in the field."

Reuben Williams, Technology Associate, ENGEO

‍‍Reuben quickly evaluated visitor sign-in options and trialed EVA Check-in because of its ability to manage visitor and staff check-in with the same highly flexible tool.

For staff, Reuben has rolled out zones with specific workflows that are triggered by geofences. So, for example, if someone enters the Tauranga Office geofence zone, they are automatically checked-in to the Tauranga Office. When staff check-in to the fieldwork zone, they are prompted to enter details of where they are going and when they expect to be back. Using EVA Check-in’s webhook integration capability and Power Automate, Reuben created an in/out board for their SharePoint site and an alert system that fires off an email to the manager (if someone hasn't returned by the time they said they would, for example). Removing any friction from the process is Reuben's primary goal.

Reuben comments: "Many workplaces run a field mobile phone system where the field staff needs to send texts back to the base phone as a safety mechanism. This relies on someone remembering to do this – and then actually doing it. The new solution is fully automated, and action only needs to be taken when there is a safety issue. Our team appreciates that it removes small compliance tasks like safety texts when in the field."

In terms of managing visitors, the ENGEO offices have a combination of attended and unattended office receptions. Using branded kiosks for visitor sign in and notifications to let staff members know when visitors have arrived, everyone is warmly welcomed at every office. And importantly, local ENGEO staff always know who is on-site to evacuate in an emergency.

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THE RESULTS

Removing tensions between processes and compliance

‍‍Reuben is stoked with EVA Check-in's flexibility as it means that the same software can be used for many use cases – office-based work, work from-home, and fieldwork. EVA Check-in’s ability to be extended using integration, plus automating check-ins with geo-fencing is the foundation for its success. It removes all friction from meeting safety compliance needs – making the process's compliance element as friction-free as possible.

Reuben comments: "Every minute we save across our team adds up over the week. Not only does it make us more productive, but it also increases our job satisfaction, which is very important at ENGEO. Even more importantly, we have robust checks for our people, irrespective of where they are working. Managing all office-based, fieldwork, and working from home, from one place is a great result as we always know where everyone is. And the magic is amplified as our compliance rates for signing in have skyrocketed by using geofences."

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How ENGEO use EVA Check-in to know who is where without process "fatigue" setting in

"Every minute we save across our team adds up over the week. Not only does it make us more productive, but it also increases our job satisfaction, which is very important at ENGEO. Even more importantly, we have robust checks for our people, irrespective of where they are working. Managing all office-based, fieldwork, and working from home staff, from one place is a great result as we always know where everyone is. And the magic is amplified as our compliance rates for signing in have skyrocketed by using geofences."

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Reuben Williams, Technology Associate, ENGEO

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