Businesses, in particular SMEs, tend to encounter very similar software-related challenges on a day-to-day basis. As an SME ourselves, we have encountered the same issues faced by many of our customers.

For more than a decade, we have listened to our customers’ struggles and tackled our own challenges hands on.

These experiences have given us the insights and intuition necessary to make better recommendations to tackle your business challenges with you.

Common Business Software Challenges

Disconnected point solutions

There are several reasons businesses are discouraged from taking on too many software solutions.

Your team members become Jacks of all trades, masters of none

For one, your team members will have to get familiar with all the different applications being used. Learning how to use even a single application can be tough, much less learning how to use separate systems with different functions and interfaces.

Confused customers

Not all software is integrated either, so without a single source of truth, your employees will often be working with outdated data and differing information. This can lead to very confusing customer experiences while interacting with different representatives of your business.

Wasted resources

When your systems don’t communicate, a lot of time and effort – much more than necessary – will also be wasted on transferring data between systems and teams.

Your solutions don’t support growth

Not all solutions are expansion-friendly

Localised software may not be suitable for your business when expanding overseas – for example, can it support different languages, currencies, and region-specific tax regulations? Can you easily add on users and functions as needed, when your business grows?

Out of date software leaves you at risk

How often is your software updated? The recent ransomware scares really emphasised the importance of having your software systems protected and up to date. In fact, more could get hit by the WannaCry virus for failing to apply the latest patches available. It’s important that the software solutions you choose to use are frequently updated to keep your data protected.

The Recommended Approach

Initial Consultation

In order to fully understand your business challenges, we highly recommend scheduling a complimentary, no-obligation consultation with a business systems solution service provider. Don’t worry, you not need to feel pressurised or forced to sign up for anything you don’t want to.

During the consultation, discuss your current business processes, challenges, processes, software, infrastructure, and budget.

Demo

Once the service provider better understands your requirements, they can outline potential solutions to meet your needs, and meet you for a live demonstration right at your office. Consultants from competent service providers should be able to answer any questions you may have, technical and otherwise.

Proposal

Following the demo, request for a proposal detailing the potential solutions requested by your team or suggested by the service provider's team, along with terms of service, and a quotation for expenses and additional services that you may wish to opt for.

Project Methodology

Once you have identified a potential service provider, meet with them to discuss their project methodology, proposed project team members and a high level project plan. Once you have concluded an agreement with your selected service provider, meet up with the assigned project manager to develop a detailed project plan. A detailed project plan should include the agreed scope of work and project milestones, to be referred to during the rest of the implementation phase.

The project manager and his/her team will review your current business processes, suggest potential improvements and assign responsibilities to the future users of the system.

The plan will also include steps on importing your data, development of forms and reports, systems infrastructure setup, user training, and the Go Live process.

Growth Driven Enhancements

Seemingly based on the concept of Kaizen, Growth Driven Design is the concept of continuous improvements of your company's business information system as opposed to dramatic overhauls every few months or years.

Implementing a full-blown business information system, often times referred to as Enterprise Resource Planning (ERP) system, involves many working parts, and a whole lot of learning to make full use of the various tools available. So rather than trying to cram every possible change into a few months, adopting Growth Driven Design with your ERP solution will help you to really benefit from your investment.

The Recommended Approach

Your launchpad

Our service provider or consultant will help you to create a strong foundation, your “launchpad” with your core business information system. Your highest priority issues would have been dealt with in the initial implementation phase, and as time progresses and your team gets more familiar with your system, you can always opt to refine your “launchpad” with new forms and reports or workflow redesigns.

This way, you can get started as soon as possible, so that you start seeing returns quickly. Your team can also get hands on experience with your new system earlier. Your launchpad is is supposed to be a work in progress, and the implementation process will be paced to meet your business objectives, budget, and expected business impact.

Continuous improvements

Modern ERP systems will have a wide variety of tools; particularly its analytical tools that will allow you to identify other aspects that may need improvements, refining your requirements along the way. With this design process, your ERP implementation will have the flexibility to grow and evolve with your business.

Based on an earlier post by me in Blue Ocean Systems' Blog

Please review my other Small and Medium Enterprise (SME) related Steemit posts:

Ransomware 101: Staying safe

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