Phase 2 is characterised by getting rid of the paper and getting the work into a computer system.

A business that has completed this phase would check off the following as true...

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.