Whether you are a new organization digitizing your forms for the first time, or a new department joining an agency that has been digitizing forms with GovOS Studio for years, it is important to start with the right form. You will most likely have hundreds of forms in your agency and they can't all be digitized at once. Picking the right first form can be the difference between success and frustration.
When digitizing your forms, the easiest part of the project will be using the GovOS Studio Platform to convert the actual form. The hard part is training people to do their work in a new digital way. Converting a form takes minutes once you learn how, the majority of your time will be spent with different stakeholders who interact with the form to test, train, iterate, and Launch. This process of Change Management is one of the main reasons it is important to choose a quick win.
A Quick Win is a form that is easy to create, has a simple workflow, and will make an impact in your organization.
When looking at all your organization's forms, we like to plot them on a chart:
As you can see above, our Quick Wins are both simple to implement and have a large impact on your organization.
When we look at the ease of implementation, we can look at the two factors mentioned above 1) easy to create and 2) easy to implement.
Easy to Create: A form that is easy to create is a short form. It will be a two-page form instead of a 30-page form. It most likely will not have payments involved and you won't need to use a lot of the bells and whistles the GovOS Studio Platform has to offer.
Easy to Implement: This will be the biggest predictor of whether or not a form is a quick win. A form that is easy to implement will only touch 1 or 2 people, not 10 or 15, after the form is submitted. The best quick win will be submitted digitally, come to a processor via email, then that processor will then perform a task. It is important not to start with a form that will cause many people to learn a new way of working.
On the vertical axis, we like to look at impact. This tells us which easy form to start with. It is better to pick a form that has an immediate need over a form that might not be used for many months. It is also good to start with a form that will take many submissions, as opposed to 1 or 2 submissions a year. This will allow you to realize gains in efficiency.
Here is a graphic to help break down Ease of Implementation and Impact:
Once you have chosen your quick win, make sure to read this article: Where do I start? The Differences between a Doc and Web Form. This will ensure that you start with the right type of form!
Feel free to take a look at the GovOS Studio Top Form Database to find some examples and templates of quick wins!