A look at how to Successfully Implement Video In Person in your Business 

Embracing innovative technology, such as remote video inspections, can offer huge competitive advantages for businesses looking to improve efficiency, reduce costs, and enhance operations. However, successful implementation requires careful planning and execution. As a trusted remote video inspection vendor, we understand the importance of a well-thought-out implementation plan. In this article, we’ll provide you with a step-by-step guide to ensure the seamless integration of our solution into your organization. 

Step 1: Define Clear Objectives 

Before diving into implementation, it’s essential to define your objectives. What do you hope to achieve with our remote video inspection solution? Common objectives include reducing travel costs, improving inspection accuracy, enhancing safety, and improving customer experiences. Establishing clear goals will guide the implementation process. We therefore always spend time in the onboarding phase to learn what your objectives are, so we can best assist you in a successful implementation. 

Step 2: Assemble the Right Team 

Involving a cross-functional team of representatives from IT, operations, and relevant departments such as Customer Service is important. This team will be responsible for overseeing the implementation, addressing any technical challenges, and ensuring alignment with organizational goals. Since a remote video inspection solution will impact both operations and customer experiences, it is key to getting team members from these areas of your business involved. In the onboarding phase, we offer free training for your team members to familiarize them with the solution and answer any questions or concerns they may have. 

Step 3: Conduct a Needs Assessment 

Perform a thorough needs assessment to identify specific areas and processes where remote video inspections will be applied. Assess your existing technology infrastructure, available resources, and potential bottlenecks. This assessment will help tailor the implementation plan to your organization’s unique requirements. We have a dedicated project manager available for customers willing to onboard our solution to help with needs assessment. 

Step 4: Customize the Solution 

Collaborate closely with our technical experts to customize our remote video inspection solution to your organization’s needs. Ensure that it integrates seamlessly with your existing systems and workflows, such as scheduling, reporting, and data management. Moreover, we boast over 50 features ranging from storage options to GDPR compliance to in-call features. Discuss with our experts which features you would like, often we already have them developed and ready to be implemented. You can review a majority of features HERE. Or, if you want something different, check out our Custom Solution.

Step 5: Training and Onboarding 

Invest in comprehensive training and onboarding programs for your team. Users should be comfortable with the solution and understand how to maximize its potential. During the onboarding phase, we offer one free training, with options for more if necessary. Trainings are mostly conducted remotely, depending on your organization’s needs and preferences. 

Step 6: Test and Validate 

Before full-scale implementation, conduct a Proof of Concept (POC) or pilot test of the remote video inspection solution in real-world scenarios. Solicit feedback from users, identify any issues, and make necessary adjustments. This sounds straightforward but is a crucial step in fine-tuning the system and ensuring a smooth transition. If you want to learn more about conducting PoC – check out our article:

Making Informed Choices: Proof of Concept of Remote Video Inspections Tools

Step 7: Develop Standard Operating Procedures (SOPs) 

Work with your team to create clear and concise standard operating procedures for remote video inspections. These procedures should outline the step-by-step process for conducting inspections, reporting, and handling technical issues. SOPs are essential for consistency and accountability. A tip from us is to also consider the steps your end-customers may need to take, such as access to a mobile device, internet connectivity, and accepting your terms and conditions. 

Step 8: Rollout and Integration 

One common approach we see is gradually rolling out the remote video inspection solution across your organization, starting with select projects or departments. Closely monitor the implementation and address any challenges promptly. Video In Person is easily scalable ensuring you can grow to other areas of your business with the solution when you feel comfortable to do so. This approach ensures that the solution integrates seamlessly into your existing operations and maximizes its adaptability. 

Step 9: Monitor and Optimize 

Continuously monitor the performance of the remote video inspection solution. Gather data on key performance metrics, such as cost savings, inspection accuracy, and efficiency improvements. Use this data to identify areas for optimization and improvement. Additionally, we provide metrics in the solution such as call length, user activity, wait times, number of files collected, and more to give you a clear overview of how the solution is being used by your experts. 

Step 10: Provide Ongoing Support 

Maintain open lines of communication with our support team for any technical assistance or troubleshooting needs. We have a built-in service button enabling quick and easy communication with our technical team. To make it easier, we regularly update the system and inform you about new features and enhancements via a pop-up when logging in. As a customer, you will also have a contact person who will handle all requests you may have. 

Step 11: Evaluate and Refine 

Periodically evaluate the success of the implementation against your initial objectives. Gather feedback from users and stakeholders to identify areas for improvement. Use these insights to refine your remote video inspection processes continually. If required, we also provide 2,3, or even 4 meetings per year to evaluate the solution with your team. 

Conclusion 

Implementing our remote video inspection solution can be a transformative step for your organization, improving efficiency, reducing costs, and enhancing customer experiences. By following this implementation plan, you can ensure a successful integration that aligns with your objectives and maximizes the benefits of remote video inspections. At Video In Person, we are committed to supporting you at every step of the way to ensure a seamless and successful implementation.

Want to implement a new remote video inspection solution at your business?

We have prepared a comprehensive checklist that covers all the steps from selection to transition. Check out our Remote Inspection Solution Selection & Transition Guide to make the process easier!

Nick van Xanten