QR codes have really become increasingly popular. We see it in apps like Swish and Mobilt BankID and on TV in news broadcasts and restaurants. This frequent use means that most people are comfortable using QR codes, regardless of age and technical ability. But how can you use QR codes in everyday work? We give you 10 smart tips!

With the help of QR codes, you can get the correct information in the right place. This means the employee does not have to look for the information or ask a colleague. This is an effective and innovative way to work with Performance support in the organisation - to reduce knowledge-related stress and become more independent of people.

10 smart places to use QR codes

1. In the kitchen

Many of us can relate to having a coffee machine in the office with a request to empty the coffee sump regularly. Despite that, few do it and blame it on not knowing how to do it. Imagine if you could clearly have a QR code on the coffee machine with a video guide showing how to take care of it.

2. At the printer

Do you have someone in the office (maybe even yourself) who keeps getting the same questions about the printer? For example, when employees don't remember the settings or wonder how to get the scanner running. Here, too, a QR code can come in handy, linking to clear instructions or a guide on how the printer works.

3. When to turn the alarm on/off

In some offices, the first and last employee turns the alarm on and off. This can cause some anxiety for some, especially the first few times you do it. Because the effect of getting it wrong can mean that the office is not alarmed, or the alarm goes off and a security company has to be called - embarrassing! Then it can be convenient to have a QR code that links to a clear description of how to do it.

4. At the reception

Do you have a staffed reception at the entrance? Sometimes the receptionist needs to run an errand, so having a QR code with instructions for the visitor who arrives while it is unmanned can be smart. Maybe with a nice presentation about where the coffee and toilets are, and where they should sit and wait. Or maybe just with instructions on how to find where they are going. There are many possibilities!

5. In the meeting room

Many of us have been at a meeting or a lecture where a meeting representative has to connect equipment to the technology in the room and doesn't get it to work. Maybe the sound doesn't work, the picture doesn't appear, or the presentation settings are wrong. To avoid meeting time being spent on solving technical problems, it can be convenient to use a QR code that leads to an instruction in each meeting room that simply shows how to plug in your device right there.

Want to learn more? Read this blog post: Five Moments of learning need.

6. Out in the work environment

In some workplaces, not all employees have their own computers. On construction sites, in industries, or in healthcare, many people work "on the floor" but still need information and instructions like everyone else to carry out their tasks. This is where QR codes come in very handy! Why not place them in the workplace where they fit in to help the employee with the right information, exactly when needed? Instead of working time being spent looking for colleagues or finding a computer and searching through an internal system.

7. In the company car

Just as in the tips above, many companies have employees out on the roads. Field salespeople, courier companies, and personal assistants are examples of this. These employees may not always work regular office hours, but may need help with something late in the evening, at night, or early in the morning. Should the employee then have to wait until the office opens? Of course not. You want to avoid it as much as possible. Instead, you can add a QR code to guide you on how to solve common problems that can arise in the car. It is, in most cases, close at hand.

8. On the toilet

Do you find yourself sending out information to all employees that, for some reason, no one seems to remember? Many of us live in a stressful working day with many balls in the air, so it is easy for an informational email to disappear in the crowd. But many of us need to go to the toilet a few times a day, and you have time to read the information there. This is, therefore, an excellent place to put a QR code with a link to the company's "weekly information" or similar!

9. Outside the door of special environments

Some rooms or environments require instructions before entering, for example, a laboratory or a server room. Instead of taking a course in the procedures that apply, you can put a QR code that links to information outside the door. It also allows employees to rehearse easily.

10. At events or in customer materials

Many organisations sometimes organise customer events, exhibit at fairs or visit customers occasionally. You often need to hand out customer brochures or other printed material in these situations. Perhaps you recognise yourself in the fact that you have sent material for printing, which then needs to be changed because some small text needs to be updated. This is costly! Instead, focus on creating attractive material with your logo and message that describes your offer - then link via a QR code to your website, where the customer/visitor can read in more detail. The website is often straightforward to adjust.

What should you be careful with when using QR codes?

There are also aspects you need to be extra careful with regarding QR codes, such as where QR codes can cause damage. A QR code can, for example:

• Hide information used for phishing
• Contains hidden downloads of malicious code or software
• Hide the final address by using URL-shortening services

It is important to use common sense and be cautious when in doubt. You can probably still reach the information behind the QR code by looking it up yourself on sites you trust.

Do you need training on security awareness linked to IT and information security? We at InfoCaption have created training for both municipalities and other companies and organisations. Read more here (the course is only available in Swedish). 

Do you want to delve more into Performance support and digital learning?