Smarter Week

How to automate it

How to automate “write up damages, shortages and returns”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

15 min
typically, every day
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Do pre-use checks, damage and incident forms on a phone

Digital forms fill in the date, site and equipment for you, take photos, and send anything failed to the right person straight away. No paper to file or retype.

Typically saves about 40% of the time1 h to set up
  1. 1List the paper forms used most (forklift checks, damage reports, near misses).
  2. 2Rebuild them in SafetyCulture or your fleet or WMS app, or use ready templates.
  3. 3Put a QR code on each forklift that opens its check.
  4. 4Set failed items to alert the lead immediately.

Tools: SafetyCulture (iAuditor) · Samsara, Motive or Geotab · Forklift telematics pre-op checks

Fix 2 of 2

AI

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Warehouse associate / leadDelivery driver

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Warehouse associates / leads