Phase Two is characterised by getting rid of the paper and getting the work into a computer system.

The Transition Journey From Phase One

• You have started getting your jobs and associated job information computerised by entering new job requests directly into the system. The job files in the system start to replace your manila folders. For a while, you’ll find you have a mixture of jobs in the system and jobs on paper. 
• All current work in progress is being entered into the system. If there are any changes to a job, they are entered into the system. Your employees may initially write these changes down on paper and enter them into the system later but are being encouraged to enter the changes directly into the computer.
• To eliminate the need for printing job information to give to another department, employees start sending information electronically by email, perhaps as attachments such as spreadsheets or reports.

The Benefits of Completing Phase Two

You are no longer printing out stacks of paper for every single job. The job along with all its details is stored in the system. Even documents relating to the job are attached electronically. 

Your computer system now provides a single central point for all jobs and information. Any person can look up any job at any time. Even better, multiple people can be looking at or working on a single job at the same time.

• When a customer calls to check on their job, a single person can find what they need without searching their colleagues’ desks or asking around the office.
• When someone is away sick, or on holiday, his or her peers can simply look up the relevant jobs in the system to make sure anything urgent is taken care of.
• Handovers can happen almost instantaneously. No more waiting for a stack of folders to be carried from one area of the office to another. This also reduces the reliance on emails between people in the company.

The office is a less cluttered environment. Desks have far fewer folders and pieces of paper scattered about.

• People spend less time walking to and from the printer and more time delivering value to the customer.
• Notes are added to the job in the system, rather than written down ‘somewhere.’
• All relevant documents are attached to jobs.