Is your organisation considering a new business administration system? Moving to a cloud package is almost inevitable. After all, the range of on-premise systems is gradually decreasing. Many companies have reservations about working in the cloud, even though it can have a significantly positive impact on business processes. This blog post explains what kind of impact. And how to transform the most common ‘Yes, buts’ into ‘Yes, ands’.
Many organisations today face the challenge of choosing a new software package. This is because their current package is no longer supported. Because old business processes and systems are no longer suitable for the current growth phase of their business. Or because international expansion requires a different software solution. Whatever the reason for choosing a new system, seize this moment to first take a critical look at your current working methods. Because only then will you get the most out of the new software.
How working in the cloud can have a significantly positive impact on your business processes
#1 Investing in hardware is no longer necessary
With a software package in the cloud, you no longer need to invest in hardware, nor in the software required to run it properly. This means significant financial savings; money that can be put to good use on other projects in these expensive times.
#2 Lower workload for the IT department
One major advantage of a cloud package is that your IT department no longer has to set up and maintain a database or server environment itself. The cloud service provider has staff with the right knowledge and experience, who will ensure that your cloud environment remains running stably and is provided with the relevant updates. This will make a huge difference to your IT department’s workload.
#3 Always an up-to-date cloud package
The cloud service provider is responsible for maintenance and performing the necessary updates. This means your organisation will always have an up-to-date system, without any effort on your part being required.
#4 New opportunities to get even more out of the system
Huge technological advances are opening up new opportunities to do things more simply, quickly and efficiently. This serves as a great opportunity to examine your business processes and set them up in a more future-oriented way.
#5 Faster and easier work processes
In addition to new possibilities, implementing a new system also offers opportunities to redesign existing processes. For example, to make your daily work faster and easier by automating specific tasks.
From ‘Yes, but…’ to ‘Yes, and…’
Besides new opportunities, implementing a new system also offers opportunities to redesign existing processes. For example, by automating certain tasks, which allows you to make your daily tasks faster and easier.
‘Yes, but I want to be in control myself’
Not having to carry out any maintenance or updates to your cloud system yourself also means that you have no influence on when the updates actually take place. This may feel like relinquishing control. However, remember that your system is in the hands of specialists. If anything goes wrong, they will know exactly what to do to resolve it in the best and quickest way possible.
‘Yes, but there’s nothing wrong with the way we work now, is there?’
In many companies, there is a form of habituation: people have been working with the same software package for years and have become closely attached to their familiar way of working. Change often creates resistance or debate. For example, worry over a simple field that no longer exists in the cloud environment. Or that one report that looks so nice, but in reality adds little to business operations.
Working in the cloud makes some work processes redundant, e.g. as a result of different methods of communication (such as via workflows instead of email). Working more digitally also means working more sustainably, for example by using less paper. And it also offers opportunities, such as central archiving, document sharing and versioning (say goodbye to that tsunami of Excel files!) or digital signing.
‘Yes, but this package has a many fewer features than our old package’
Cloud solutions contain more standard functionality and the possibilities to develop custom features are more limited or complicated. As a result, you may feel that you can no longer work in the same way as with your old system. In contrast, however, the cloud can make certain tasks easier, faster and more efficient thanks to huge technological advances.
‘Yes, but I don’t have time to analyse and change my business processes’
Real change takes more time than customisation, because it involves more than simply translating package A to package B. However, you will more than easily recoup that investment. Not only by making your organisation work faster and more efficiently, but also by increasing satisfaction among all stakeholders. Always consider whether you think it is worth investing time and money in this regard. To engage with employees, customers and suppliers. And to create more efficient working methods together, including a system that best supports those working methods.
Creating support
Support for new working methods can be created by making people aware of the need to critically examine business processes. Engage with these people to determine what they really need. Show them that their work can be made simpler and faster. And involve them in the creation of new processes. At 4apps, we are all too happy to help you with this.
If you’d like to know more about how 4apps can assist you, please contact us today.
