The survey also revealed that 94% of all UK charity websites still hold valuable information such as reports, fact sheets or advice in PDF files.
So what is wrong with PDF forms?
- They create barriers to engagement. Forcing a visitor to download a document, fill it in and scan it or return it in the post is not engaging and becomes a hurdle that visitors must cross to interact with you.
- They require a PDF viewer. Which whilst free, still need to be downloaded and installed.
- Depending on how they are created, PDFs can be deemed inaccessible. PDF files are not recognised as a standard accessible format, as defined in the Web Content Accessibility Guideline published by W3C. Not all screen reads work with PDFs opened in a browser.
- PDF forms are not optimised for viewing on mobile devices and you would struggle to print a form whilst out and about on a mobile or laptop.
- You need a printer if you are going to fill the form out manually - which are not ubiquitous in people's houses and generally not connected to mobile devices.
- You cannot get live feedback when you complete or return a printed form. Has it been received? When will it be processed? When and how will you receive notification?
- PDFs go out of date. Several of the charity websites surveyed had forms relating to events that took place over a year ago and one had a PDF form for an event that finished on 8th August 2008, nearly 3 years ago.
- Managing different forms for different events can be over complicated. One website reviewed had 182 "application forms" in the search results . Another had 1040 search results for "application form" and a whopping 4480 for "PDF" with "only documents" checked.
Online forms
There is a simple, credible and realistic alternative to using PDF forms. Online forms are much better for website visitors and administrators. They can improve engagement and streamline back-office processes. This means that more support or donations can be collected and processed at a lower cost, ensuring the charity can use more of the funds or resources raised.
So what is good about online forms?
- Website visitors are comfortable interacting via online forms and readily adopt them as a means to engage. They also lower the barrier to engagement, increasing the likelihood of winning supporters.
- Quick to set up and the form layout can be arranged with a drag-drop interface and styled automatically by the website template. [form video link]
- Easy to manage, amend and archive forms for instant publication.
- Streamlines back-office processes as there is no need for data entry. Additionally staff can manipulate, sort and searched in a Web Content Management system.
- Instant feedback can be given to website visitors on missing data, help text and confirmation once the form is submitted.
- Online forms will work on all major browsers on all devices with nothing extra to install.
- No special software is required to complete an online form and some web browsers can also assist with completing fields.
- Screen readers cope well with online forms which are more inclusive than PDFs.
Conclusion
Online forms clearly have many benefits that will create administration efficiencies in any organisation as well as creating more engagement opportunities. This way charities can improve their supporter interaction and donor acquisition resulting in more funds being raised.
Posted by Pete Stevens, 2nd June 2011
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