How to Use QR Codes in the Workplace

Update:  August 11, 2023
How to Use QR Codes in the Workplace

QR codes in the workplace can digitize analog data and digitalize work transactions. You can then access the information digitally by scanning the QR code using a smartphone. From making contactless attendance to digitizing documents is possible with QR codes.

Going paperless is one of the solutions recommended by most environmentalists to eradicate the issue of increased paper usage and wastage.

And as there are many ways to implement these paperless measures, the use of QR codes can be the easiest to manage.

With its increased usage in the new normal setup, here are some ideas you can get and use in the workplace.

How to use QR codes in the office workplace

As QR codes are generally used in contact tracing, scanning digital menus, and payments, the number of people using them increases. Because of the increased knowledge people have of QR codes, here are 5 notable ways to integrate their use in your workplace.

1. Contactless Check-ins and appointments

Check in QR code

Going contactless with check-ins and appointments is the right way to ease the probable issues like congested queues in checking in and out of the building.

And by going contactless, you can use QR codes to let people seamlessly fill in the forms through their smartphones with a scan.

Through this, people will no longer have to queue in long lines and continue their visitation for visitors and work for workers.

For appointment scheduling, you can encourage visitors to book their appointment by scanning the code and entering the necessary information.

Related: How to Book Reservations and Appointments with QR Codes

2. QR code workplace attendance

QR code attendance

When biometric attendance checking was discouraged due to its increased chance of virus transmission when COVID-19 happened, another alternative arose to substitute the biometric attendance system, and that is using the Google form QR code for attendance

In a scan, employees will be able to fill out the online form for their attendance. 

3. Sharing files and memos

File QR code

Going paperless means eliminating paper use in the workplace; QR codes are great for storing and sharing electronic files and memos.

And for this to work, you will first have a designated bulletin board to place your memo QR codes for easy scan access for you and your workers. 

Embed your file into a QR code and placed it on your designated bulletin board.

Employees can then download the information directly into their smartphones when they scan the QR code. 

4. Video tutorials about the work drills

With the new working guidelines imposed by your community health center, the way you work changes.

Because of the changes workers need to follow, various work demonstrations are presented in your workplace.

But as doing live presentations can numb the presenter’s limbs, capturing it in the video can be a great option. And as you have your new normal working presentation video ready, you can embed the file into a QR code.

This way, your workers can scan the code and watch the video presentation through their smartphones without going in groups to watch it.

By this, you can ensure your workers’ safety and maintain the social distancing protocol within the workplace.

5. Store digital maps

You can use QR codes to store your building’s digital maps and let your workers scan the code to download the map on their smartphones.

In this way, your workers can always have a copy of the building map right through their smartphones and always be prepared in times of emergencies.

6. Digitize work identification cards

You can make your ID contactless from traditional business cards or identification cards by making a vCard QR code.

A vCard QR code can embed your important contact details, and you can input more information using this solution than old-fashioned IDs due to its restricted space.

When this type of QR code is scanned, your scanner can have the option to save your contact information directly to their smartphone.

Moreover, you can also make bulk vCard QR codes for your employees.

Benefits of using QR codes in the workplace

1. Low setup cost

QR code does not require expensive tools when implemented in a workplace setting.

Businesses can get up and running with QR codes very quickly.

Employees will use their smartphones to scan and access content embedded in this two-dimensional barcode.

Since employees do not need extra training, QR codes can be deployed quickly and are game-changing for the business.

2. Improves workplace efficiency

QR codes help automate tasks and processes in the workplace.

For instance, HR personnel can easily integrate it into office attendance mapping and time monitoring.

Employees can scan the code to verify their attendance, making the entire process seamless and less time-consuming for the human resource department.

3. Ensures security

Companies don’t have to worry about data breaches and security issues.

When activated on the following QR code solutions, the QR code has a password feature: URL QR code, H5 web page, and file QR code.

This way, you can restrict or regulate the employees accessing the content you’ve embedded in the code.

4. Ease of use

One of the hallmarks of deploying QR codes is the convenience factor. Companies can quickly set up and implement employee QR codes in the office workplace.

Also, employees do not need extra training; QR codes can be deployed rapidly and are game-changing for the business.

How to generate a QR code in your workplace?

To create your QR code, here are 6 detailed steps you need to follow.

1. Go to QR TIGER QR code generator online and select the category of your office work processing and enter the required fields

Simply go to QR TIGER and select the type of QR code solution you need for your workplace. 

Related: QR Code Types: 16+ Primary QR Code Solutions

2. Generate your QR code

To gain more control of the QR codes, it is best to generate your QR code as a dynamic one.

In this way, you can edit your QR code content or data to another file and track how many people have scanned your QR code.

3. Customize your QR code

You can personalize your QR code by selecting some recommended QR code templates or create your own by choosing the set of patterns, eye shapes, and colors.

For easy QR code recognition, you can add a logo of the data embedded and a call to action to it.

4. Test if your QR code works

Before downloading the file, you must first run a scan test.

This way, you can ensure that the QR code displays the right data and test its scannability rate.

5. Download and embed your QR code into your office

When placing the code on bulletin boards, it is important to have a high-quality QR code output.

In doing so, it is recommended to download your file in SVG format.

Using this file format, you can resize your code without compromising its quality when printed.

QR codes in the workplace — go green and paperless with QR codes

Since companies need to provide a working alternative for their workers to work safely during COVID-19, using QR codes is one of the best options to integrate into their workplace.

As these codes only require the workers to use their smartphones to read memos and other files, the chances of COVID-19 transmission lessens.

Aside from that, companies in the budget cut can reduce their paper and ink usage.

Thus, maximizing the chances of implementing a paperless workplace within their premises.

With the help of the best QR code generator online, such as QR TIGER, you can unlock new paperless possibilities to ensure your workers’ safety at the workplace.

Related terms

Office QR code

Since QR codes can be scanned with a smartphone, they help reduce the amount of physical contact between employees and speed up work transactions.

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