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10 tips for using QR codes in the workplace

QR codes have really become increasingly popular. We see it in apps like Swish and Mobilt BankID, but also on TV in news broadcasts and in restaurants. This frequent use means that most people are comfortable with the use of 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 right information, in the right place. This means that the employee does not have to look for the information or ask a colleague. This is an effective and smart way to work with Performance support in the organization - 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 regularly empty the coffee sump. Despite that, there are few who do it and blame it on not knowing how to do it. Imagine if you could have a QR code clearly on the coffee machine with a video guide showing how to take care of the coffee machine.

2. At the printer

Do you have a person 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, it is the first and last employee who 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 in place 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, then it can be smart to have a QR code with instructions for the visitor who arrives while it is unmanned. 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 at a lecture where a meeting representative has to connect equipment to the technology in the room and don't get it to work. Maybe the sound doesn't work, the picture doesn't appear, or the settings are wrong in the presentation. To avoid meeting time being spent on solving technical problems, it can be convenient with 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, for example, construction sites, industries, or healthcare, there are many people who work "on the floor", but they still need information and instructions just 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 they need it? 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, there are many companies that have employees out on the roads. Field salespeople, courier companies, and personal assistants are three good 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 than 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, then it is easy for an informational email to simply disappear in the crowd. But many of us need to go to the toilet a few times a day, and there you have time to read the information. 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 having to take a course in the procedures that apply, you can put a QR code that links to information outside the door. It also gives employees the opportunity to easily rehearse.

10. At events or in customer materials

Many organizations sometimes organize customer events, exhibit at fairs or visit customers from time to time. In these situations, you often need customer brochures or other printed material to hand out. Perhaps you recognize 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 very easy to adjust.

What should you be carefule with the use of QR codes?

There are also aspects you need to be extra careful with around QR codes, 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 organizations. Read more here (the course is only available in Swedish)

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

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The Author

At the blog, we share inspiration and knowledge about digital learning and Performance Support, and inspiring cases from our customers.

Feel free to contact the author if you have questions or want to discuss the article.

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