6 Ways To Digitize Business Processes

One of the goals that we must have clear if we have an enterprise or business is that we must avoid stagnation at all costs. Even if we are in a comfortable place, we must be restless and ambitious and constantly look for ways to innovate in our company.

We are not necessarily referring to new products or services; in fact, the most relevant innovations are those that are made from the inside out. Behind every company there are processes that can be modernized and streamlined.

In the 21st century, everything involves digitizing the gears of our company: automating functions, making them faster, easier and more intuitive.

6 Ways To Digitize Business Processes In 2021
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What to Consider When Digitizing Your Business

Although each company is different, there are always factors common to all of them. We will focus on the most universal aspects, so that they can serve as many companies as possible.

The first thing we recommend is to analyze our company internally in order to be able to make decisions and plan the next steps. It is necessary to set objectives about which processes we want to digitize, how we want to do it and by what date we want to do it. This is called a digital transformation plan.

The digital transformation plan is a roadmap that serves as a guide to digitize our company and that, if done correctly, we must follow to the letter to meet our objectives.

Below we will list several aspects and issues to take into account when carrying out our digital transformation plan.

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1. Use specific software

When we talk about specific software we refer to those that focus on a particular aspect of your business, whether it is finance, invoicing, human resources or customer service.

However, there are several that encompass all these aspects in a single program. This option is very interesting because several of these departments are interconnected. We can maintain their independence, but at the same time we can access the relevant and useful data that corresponds to another sector.

In this way, we streamline the process and communication by having all the data available under a single control. We can also have under control almost everything that happens in our company.

In the particular case of invoicing software, it is at its peak. Public organizations are also digitizing their processes and this directly affects companies.

This is the case of TicketBai (TBAI) in some areas of northern Spain where, due to the implementation of a new completely digital system of presenting invoices and tickets, many companies are taking advantage of the opportunity – in addition to grants and subsidies – to completely digitize invoicing and finances.

It is because of situations like these that we should also start the process of digitizing our company as soon as possible. It won’t be long before it becomes technically mandatory, and we don’t want to be forced to implement it too quickly and poorly.

2. Leverage analytics and machine learning

Whatever you do on the Internet, data is being collected. You may think that no one is interested in what pages you visit or what products you bought this month, but if you learn to see beyond that, you will understand how useful it can be for your business.

Focus on the big picture. Imagine that you have at your fingertips the habits and purchasing habits of all your customers: what products they prefer, when they buy the most, how they came to your company, how many times you have appeared in the search results, and so on.

With all this data, you can create, for example, an email marketing strategy tailored to your customers that is specific, personal and relevant. You only offer them the content they need and know they want, directly to their email inbox.

Analyzing data is not just for marketing, you can monitor seasonal purchases that affect your business and sales patterns. In this way, thanks to machine learning, you can dump this data and make a prediction of the future to be prepared for the times of more sales and, above all, less.

If there are patterns that repeat periodically, you can stay one step ahead and make corresponding financial, accounting and marketing decisions so that you are never unprepared again.

3. Customize your tools

If you have been using software and digital tools for some time now, you may think that your processes are already sufficiently advanced. However, as we said at the beginning, you must avoid stagnation.

Even more important than using digital tools, is to use the right ones. Sometimes, a generic software can give us a hand, although limited. That is why we must constantly search and investigate if there are other better software that can help us more.

As not all companies are the same, tools should not be the same either. Many developers specialize in making custom tools and offer plans to customize the software based on our needs.

Sometimes the most popular software for some companies is not always the best for our case. That is why it is important to decide if it is worth using a program that is specially made for our company and that covers all our needs, even if that implies a higher cost.

4. Telecommuting

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Perhaps, one of the most mentioned words in recent years is telework. After the COVID-19 crisis, either for convenience or out of necessity, many companies have had to suddenly turn to telework. Most of the time without a plan or a proper organization.

However, with the passage of time and the proliferation of programs that help us communicate and work from home, many companies have seen the benefits and have decided to make it a permanent option.

Although it depends on the possibilities and structure of our company, the option of remote work must be taken into account. It can lead to cost savings, greater employee satisfaction and improved productivity.

However, if we want to do it, we must organize ourselves and make a plan. It is not a decision that can be made overnight. It is necessary to establish, in this case also some directives and a plan of how to do it and what rules to follow.

You must take into account such basic issues as the timetable and which program to use to communicate, to a protocol for managing sensitive information and an alternative plan in case someone cannot – either punctually or permanently – adapt to this type of remote work.

5. Continuous education

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The last point in the order of the article, but no less important, is training.

By training we do not only refer to the previous knowledge to perform a certain activity, but to the continuous research and analysis of the situation of the company and the outside world.

If we do not want to stagnate, we must always be up to date with what is happening in the business world, technological innovations and advances that can be applied to our company.

In addition, training is essential if we want to digitize our company’s processes. Before using software that automates processes, we must understand how they work, what they can bring us and learn to use them thoroughly.

This is also necessary for all employees in the company. To a greater or lesser extent they will be affected by the digitization of processes and it is necessary that everyone understands what and how they must carry out their tasks for the proper functioning of the company.

If all employees do not work together in the same direction, the company will not function. Digitalization is of no use only in specific processes; the digital transformation plan must include everyone for it to be optimal.

6. Do not rush

As mentioned at the beginning, we have tried to keep within universal and general parameters that can be applied to all companies. It is up to each company to know its situation, analyze and decide how to carry out the digitization process.

Whatever the path that best suits your company, the important thing is to plan it and carry it out completely. Doing it quickly or half-heartedly may work as a temporary solution, but in the long run the problems will outweigh the benefits.

You have to take your time, study it well and leave no room for improvisation. Sometimes it is better to manage time properly, even if this means delaying deadlines, to make sure that we are doing it in the best possible way.

The same goes for expenses. Sometimes we save money by opting for a program or a solution that is not exactly the best for us. When we plan for the long term, saving a little money now may mean a much larger expense in the future.

Make conscious decisions, think long term and keep the big picture in mind. By following these guidelines, you ensure not only that your company doesn’t suffer during the move to digital, but that success doesn’t take long to come.

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