QR codes have become ubiquitous since the pandemic prompted restaurants and other locations to utilize them, but this technology has actually been around since 1994.
With its pattern inspired by the board game Go, quick response codes were created as a new machine-readable code that was faster than the barcode and could store more data. Thanks to phones’ ability to scan these codes easily, this technology offers a multitude of opportunities for implementation within your business.
With the majority of your team in the field, QR codes can help put the proper information at their fingertips and establish consistency across your organization.
Fleet Management
Placing QR code stickers on equipment can direct employees to information such as the maintenance logs, user manual, and reporting forms if there are any issues that crop up. With trucks, team members can scan a code to access their daily inspection forms.
Utilizing QR codes with your fleet can help reduce the need for paper forms and allow your team to notify your mechanics quickly when repairs need to be made. It also allows you to create a clear record of inspections and maintenance activity.
Training Materials and Jobsite Information
QR codes are also a good solution for providing fast access to relevant training materials while team members are out in the field. Rather than having a newer employee who may be reluctant to ask for help, guess how to prune a specific plant, a QR code scan can pull up the relevant information, including instructional videos and safety briefs related to their need.
In the shop, QR codes can be placed near chemical storage areas to provide safety data sheet information.
Including QR codes in job folders can also be a good way to link to relevant jobsite details such as the plant list and scope of work, reducing the need to call production managers.
All of the SOPs available via QR code should be bilingual so your Spanish-speaking workers can be on the same page as the rest of your team.
Commonly Filled Forms
Rather than hunting through your company’s intranet, QR codes can also help employees access various common forms and HR-related documents immediately. This could include accident forms, change order requests, punch list checklists, and different benefits policies.
Making these materials easily accessible helps reduce administrative friction and increases the likelihood of team members accessing them. For instance, if you have an employee recognition program where individuals can recognize coworkers who went above and beyond, but getting to that form requires logging into a portal that has two-factor authentication and is buried under multiple tabs, the likelihood of employees completing this process drops significantly.
However, if you have a visible QR code in the company breakroom that encourages entering coworkers for a company shoutout that leads them to a straightforward recognition form, adoption is far more likely.
Marketing
The most common usage of QR codes is for marketing purposes. They can be included on your trucks, trailers, yard signs, business cards, proposals and direct mail. These codes can direct them to a landing page that shows a portfolio of your work, a quote form, or information about specific landscaping topics. QR codes can also be useful for recruiting, leading individuals to your job openings page.
Make sure there is a clear call to action when using QR codes in your marketing to prompt individuals to follow through and actually scan the code.
One of the benefits of utilizing QR codes in your physical marketing efforts is that it provides measurable data. You can know how many individuals scanned the code and visited the landing page, versus wondering if anyone looked up your company website after seeing your truck, yard sign or direct mail.
Mistakes to Avoid
While QR codes are practical, think critically about where and how you want to use them. Ask where your intended audience will see the code, what question it is trying to answer and what action you want them to take.
In some operations, it may not make sense to include them, especially if you already have established consistency with certain processes.
One of the key mistakes is using QR codes that expire. Some platforms offer ‘free’ QR codes that eventually deactivate the link, sending users to dead pages and eroding trust. Similarly, practice good digital hygiene and ensure that every page you send users to is the correct site. Dynamic QR codes allow you to redirect the destination URL without needing a new QR code.
Also, don’t forget to consider the mobile experience. Since every QR code scan will take the user to the mobile version of the page, make sure it loads quickly and is easy to read.
Where you place QR codes matters, too. For instance, don’t put a QR code somewhere on a piece of equipment that is prone to getting covered in mud or has a heavy glare. If the code is too hard to scan, its purpose is defeated.
QR codes should be large enough that they can be scanned at the proper distance. The general rule of thumb is that the scanning distance is about 10x the QR code size.
For short-distance scanning, like printed material and business cards, the QR code should be at least 0.8 x 0.8 inches to be scanned about 8 inches away. Meanwhile, for distances from four to 12 feet, QR codes should be anywhere from 6.3 to 30 inches.
Test the QR code’s scannability in real-world settings as well. If users struggle, the codes will go unused.
QR codes won’t solve every problem, but they can be used strategically to solve certain issues when it comes to accessing information.
