Six Steps to Digitising your Business

Help! So you’ve been tasked with digital transformation in your organisation and you’re not sure where to start. Rishi Kathuria, UK Business Development Director of THESIS - an ECM solution built to digitise your business - has put together his top tips on where to begin.

The idea of digital transformation in a business is not a new concept,” notes Rishi. “As consumers and commercial organisations we have been switching to digital since the 1980s. However, even now, there is still a long way to go for many businesses on their digital journey and anyone tasked with implementing new digital processes in their organisation should consider how to make the lives of staff easier whilst saving time and money at the same time. Using an ECM solution to improve business process and content management should be your first consideration.”

Here is Rishi’s six-step process to going digital:

Step 1: Choose your target

Start small. Choose one department or business unit where you will focus your efforts in order to analyse each process and determine if it is possible to make this more efficient. Let’s take HR for example and think about each of the areas where it might be possible to digitise the journey;

  • Job advertising & applications
  • H.R Policy Documents
  • Employee onboarding
  • Grievances and complaints

For each of the areas you’ve identified, have a walk-through with your team and find out from them where they are struggling; where bottlenecks are and how much time they are spending on specific tasks. After all, these are the people who will be most impacted by any change in the business.

Step 2: Set out your ideal

“Your” ideal might be the wrong word. This should read, set out their ideal. Place an ideal scenario situation in front of your staff (and customers, if they are affected) and collect their views on what would work for them. After all, a change in business practice will not work if there is zero user adoption. Find out what they currently like about their job and what could be changed to make their lives easier; for example, are they repeating the same task over and over again across multiple systems? Would they rather simply do this once?

Step 3: Engage with a specialist vendor

We now have a blueprint on what we want to achieve; time to prove that this can work. Ultimately, each vendor will have their own speciality however it is important that you select the right vendor to help you achieve your business objectives. Scour the market and spend time doing your market research. Organisations such as Gartner and Forrester can be extremely useful in such scenarios. THESIS also offers a free consultation to provide you with an honest opinion on how we can help you achieve your goals. Try and also engage with more than one vendor, which proves useful in comparing different approaches to achieving those objectives, as well as just comparing the functionality of different systems.

Encourage the vendor(s) to present to you not only how they can achieve your goals conceptually, but also provide them with an opportunity to show you how they can achieve this with their own solution, based on your business requirements. There is nothing better than seeing your own processes magically transform from manual to digital in front of your eyes!

Step 4: Review, Evaluate, Plan

Once your vendors have presented you with their proposed solutions, it’s time to review, evaluate and plan the next steps. It may be difficult to compare like for like on features so we always encourage our clients to evaluate based on outcome rather than process.

Remember that it is not just the solution you are evaluating. You should also consider service, after-sales support, proven delivery results and project management. All of which will impact the success of your project.

Put in some timescales and have these ratified by other stakeholders. Once you have this in place, you will be ready to start the first phase of your project.

Step 5: Execute

When you have chosen your vendor and agreed terms, it’s time to execute. At THESIS, we start small and then roll-out to other areas of your organisation. Ask your vendor to present and agree a project plan, including scoping, design, development, installation, training and support. After all, you have deadlines to meet and will want to present those results to other stakeholders in your organisation.

Step 6: Review and Expand

Once the solution is in place and your chosen target is reaping the benefits of your chosen product, you must make sure you’re consistently reviewing and gathering feedback from your users. What do they like? What do they want to change? Understand the impact that this is having on them and ultimately your organisation so you can go back to the business and show them the results that have been achieved.

Once you have proven this to work, you’ll then have a much easier job in rolling your initiative out to the rest of the organisation and becoming the business process hero!

To find out more about how THESIS can help you in your digital journey, give us a call on 020 3214 5110 or e-mail thesis-ecm@haulmont.com.  

Also keep an eye out for our next blog on how to ensure your implementation is a success!