Background
Whitespace has been working with South Hams District Council and West Devon Borough Council for over six years, providing our waste management software to support their frontline services. Over this time, the councils have embraced digital transformation to improve efficiency, reduce reliance on paper, and create better ways of working across their teams.
The Challenge
Locality officers needed a way to streamline day-to-day processes, reduce paperwork, and improve data capture in the field. Traditionally, many inspections and reports were paper-based, creating inefficiencies and delays in sharing information across departments.
The Solution
Using Whitespace Mobile, locality officers have been able to design and build their own digital forms, entirely in-house, without needing technical intervention. This has led to an impressive level of self-sufficiency and ownership, ensuring the system evolves in line with their operational needs.
During a joint litter pick with the council, our team discovered the depth and quality of the work the locality teams had been doing. They had built an extensive range of custom forms and workflows that not only replaced paper processes but also added value by automatically generating and sharing PDF reports for evidence and record-keeping.
Forms Created by Locality Officers
Some of the forms successfully introduced include:
- Defect Checks
- Log on/off Timesheets
- Abandoned Vehicle Reports
- Fly-tip Reports
- Damaged Headstone Reports
- Broken Glass Reports
- Dead Animal Reports
- Dog Patrol Forms
- Toilet Inspections
- Play Area Inspections
Each of these forms has been designed, tested, and implemented directly by the council’s locality officers, showcasing the flexibility of Whitespace Mobile and the innovation of the teams themselves.
The Impact
- Paper Reduction: By digitising forms, the councils have significantly reduced paperwork.
- Efficiency Gains: Workflows automatically generate PDF reports, which are emailed internally or stored as evidence.
- Self-Sufficiency: Locality officers are empowered to create and expand their own forms, ensuring quick adaptation to new needs.
- Scalability: The councils plan to continue building new forms to cover more processes in the future.
Looking Ahead
The councils are only just getting started. Their locality teams are already planning to expand the library of forms further, continuing to drive efficiency, accountability, and service improvements. At Whitespace, we are excited to see how they continue to innovate using our solutions.
If you are one of our clients—or considering becoming one—and are interested in adopting any of the forms South Hams and West Devon have successfully implemented, speak to your Account Manager to find out more sales@whitespacews.com