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Sep 20, 2018 | IN Process Verification | BY Wayne Smith
Case Study: Four Active Oversight User Stories – Which One Are You?

What happens when a new tool is implemented at your company?

Does the team jump on board, ready to embrace all of its functionality and begin reaping the benefits?


Are there one or two “experts” to act as a mediator between the new tool and the rest of the team?

Your answer to this question determines precisely how much ROI your company will receive from the new tool.

It’s not the strongest or the most intelligent who will survive but those who can best manage change. – Charles Darwin (Click to Tweet)

Pretending to Embrace

When a large client, maybe your largest, requires the use of a new application, it can feel a little daunting.

You might begin to hear grumblings…

We didn’t choose this.

This doesn’t work for us.

We have to keep them happy. We can’t afford to lose this client.

I don’t want to learn a new way. I don’t have time, and it probably won’t last anyway.

Tools like Active Oversight thrive when deployed and used by the entire team.

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Choosing one or two people to be the point-of-contact between the tool and the rest of the team turns it from an asset to a burden.

This means that your company misses the competitive advantage Active Oversight provides. Soon, your company will not be able to compete with those businesses that are realizing the benefits of automated process verification and new business will decline.


Instead of replacing redundant processes, you are adding to them. Instead of decreasing costs, you are increasing costs.

Your biggest client knows how much automated process verification saves each project. If your company does not begin to realize those savings and apply more competitive proposal pricing – business will suffer.

Let’s take a look at four companies.

Life will change. Growth is optional. Choose wisely. – Ross Simmonds (Click to Tweet)

Small Business #1

Owned and operated by two brothers, this small business embraced Active Oversight and it has changed dramatically changed their daily work.

The mandate to use AO came from a big client. At first, the business only used it for the projects from that client. The teams took photographs in the field and mapped out project processes.

It wasn’t long before the team realized that the jobs managed by AO were getting done faster and with significantly less administrative work at the end.

Now, the company has deployed Active Oversight throughout the business and is using it to manage all of their jobs.

Four Active Oversight User Stories

The brothers use the map to plan their days, eliminating wasted gas and mileage. As jobs are completed, photographs are immediately uploaded, and processes are verified in the field.

When the job is done, the closeout package is already complete and ready to send to the client for payment.

No more searching for missing data or going back out to the site to get the right pictures.

Small Business #2

This father/son team sits at the other end of the spectrum.

Yes, their largest client has mandated the use of Active Oversight - and they have complied.

But, instead of embracing a new way of operating, one that eliminates duplicate work, the company is continuing to operate in their old ways and entering data into Active Oversight after the job is complete.


As a result, the very tool their largest client intended as a way to streamline business, increase communication, and speed-up payments is doing just the opposite.

After this business completes a job, there is still all of the internal close-out work to do plus entering the information into Active Oversight.

Not only is this business leaving money on the table, they are not complying with the intent of their client’s mandates.

Transparency is all about letting in and embracing new ideas, new technology, and new approaches, No individual, entity, or agency, no matter how smart, how old, or how experienced, can afford to stop learning. – Gina McCarthy (Click to Tweet)

It Can Happen Anywhere

Lest you think that this struggle is limited to small businesses, we also have two stories of large-sized companies that sound very familiar…

Big Business #1

As soon as this company purchased and deployed Active Oversight, their field teams began realizing the time and effort-saving benefits.

The field teams use the mobile application to update progress in-real-time and keep up with data recording requirements.

The build manager uses the web application to assign tasks and gain more control over the project internally. He never wonders about how a project is progressing or wastes time calling and emailing to get status updates.

His field teams do not have to stop work to answer multiple “check-in” calls or emails, and everyone stays current throughout the entire job.

Recently, this company deployed Active Oversight throughout the business and couldn’t be happier with the results.

Now every job, no matter how big or small, benefits from the same cost-effective, time-saving process verification tool.

Big Business #2

Required to use Active Oversight by a large customer, this company picked one “expert” to be the Active Oversight point-person.

Everyone one else on the job fills her inbox with photographs and progress updates, and the data is transferred into Active Oversight after the fact.

When the job is complete, this “expert” checks all of the boxes, verifies photographs are accurate and uploaded, and sends teams back out to the site to get additional information for the closeout package.

From the client’s perspective, this one “expert” is the one and only person working on the project. She completes every tasks, enter every status update, and completes all uploads.

Not only does this demonstrate to the client that their vendor is refusing to utilize the tool they mandated, but it also makes it impossible to realize any ROI from its implementation.

Who Do You Want to Be?

Companies that refuse to utilize new tools cannot keep up with industry demands for transparency and cost-cutting. Instead, these companies reduce their profits by turning the very tools intended to increase profit into yet another inefficient, redundant process.

Real time collaboration, task updates, and task completions provide visibility into work completed on every project every day. Those who embrace Active Oversight realize significant ROI, streamline closeout packages, and find it easier to manage builds. As result, it isn’t long before they decide to deploy AO throughout their entire business.

Contact Active Oversight to learn more about how we're helping companies like yours increase profits and employee efficiencies. 


Tags: Process Verification, Data Collection, User Stories, Business Transformation, Case Studies

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