Computerizing business operations can streamline business processes, accurately manage large amounts of information and data, and accomplish more work in less time.Business processes that benefit from computerization are advertising, accounting, client information management and interoffice communications.All levels of the organization must be involved in the decision to computerize business operations.Important details must be considered, including decisions about computer hardware and software purchases, specialized computer training needs, and a systematic approach to data entry and management.
Step 1: There are areas where computerization could be useful.
Take some time to think about what could be automated.Think of labor-intensive work that could be simplified with software.Consider systems that might need to be backed up.Ask other business owners how their operations have been affected by automated processes.You can get computerization ideas from trade publications.
Step 2: Take care of all staff members.
Meet with managers.Ask them to come up with a list of all the activities that could be computerized.Handwriting payroll checks and envelope labels, manually calculating product totals and sales tax, and outsourcing flier production to printers are a few examples of tasks that can be done in-house on a computer.Managers can meet with their employees.To implement a system that benefits everyone, include employees at all levels of the business.A delivery driver with his main job being to deliver goods may save time by using a gps system instead of writing out directions on a map.
Step 3: Consider the use of accounting software.
The use of accounting software is the first step in computerizing operations.You can use this software to keep track of your accounts, pay your employees, create financial statements, and file your taxes.It is possible that your financial data is backed up offsite in case you need it.Any easy-to-access computer version of accounting software can be used to replace disorganized physical books.There are some paid options.You can use free accounting software.
Step 4: Computers are used for communications and marketing.
Email and computer faxes are used by most small businesses.These methods allow for lower cost and easier ways to communicate.Software can also be used for marketing.Email can be used to send out information about a new product to existing customers.Businesses can track customer information, follow leads, and create marketing campaigns with more complicated marketing software.Marketo, Sailthru, and Vocus are examples.
Step 5: Design or manufacturing software is available.
Software can aid the creation of products if your business is involved in design and manufacturing.Design software can be used to create virtual models of your product and run tests on it.You can perform the whole creation process on the computer if you link this software to manufacturing programs that control machinery.Depending on your industry, product type, and machinery, the type of software you use will be different.Design and manufacturing software packages can be searched online.
Step 6: Software can be used to manage inventory.
Inventory software helps in the ordering, receiving, tracking, and shipping of inventory.This software can be used with accounting software and/or electronic inventory management systems.This will allow you to more easily control your inventory.3PL Warehouse Manager and BizSlate are examples.
Step 7: HR and scheduling can be done.
Part of your employee relationship can be managed with software.HR software packages allow you to pay, onboard, and give leave to your employees.Depending on which software you choose, they may allow you to manage employees benefits or deal with details specific to independent contractors.Zenefits, sumHR and BambooHR are examples.Other software can be used to manage scheduling for hourly workers.There are programs that improve the scheduling process.When I Work, Genbook, and Booker are examples.
Step 8: You can choose the right software package.
Pick the areas where software could most improve your operations.You should research software and software packages that fit within your budget.Don't blow your entire budget on software, as you still need to purchase hardware and pay for other costs like employee training, system installation, and security software.It is important to investigate open-source software.It may not have all of the features you need, but it is free and could serve as a good introduction to computerization.SugarCRM and Simple Invoices are free online.
Step 9: Make a list of your hardware needs.
Be sure to check your software packages for hardware requirements.It is important to note required processing power, memory, graphics cards, and operating system.If you decide to change software in a few years, you might want to consider shooting a bit higher so that your system doesn't need to be upgraded.Knowing what type of hardware power you need will help guide your computer search.
Step 10: Look at computer hardware options.
Ask for hardware recommendations and consult with a computer expert.The type of business you run, the amount of information you must process and save, and the speed with which the data must be accessed are all important considerations in choosing computer hardware.Most of the money you spend will be on computers for you and your employees.The first thing you should do is choose between laptops and desktops.Unless you need very powerful hardware to run complex programs, laptops are the most expensive of the two.Employees can move around the office with laptops and they also offer more flexibility.If needed, look into peripherals for your computer.Additional monitors, printers, external hard drives, scanners, and tablets may be required for certain programs or to aid in your operations.
Step 11: Take care of computer installations.
When making decisions about hardware and software, arrange for the computers to be installed.Plugging in the computers yourself is a simple task for a small office.If you bought hardware or software from a company that offers installation, be sure to take advantage of it.Before the installer leaves, make sure your systems are up and running.Set up a network if your computers have to be connected to each other.To setup this for you, hire a temporary or permanent network administrator.
Step 12: Make sure your computer system is secure.
A computer security specialist can help you choose the best software.Software options for securing confidential data include customer payment information and employee personal information.You should buy a program that protects you.You can take it a step further with employee identification tools.
Step 13: All employees should have training sessions.
Staff members can have differing degrees of comfort with computers and specialized software.It is recommended that employees be trained on all computer activities necessary for their assigned tasks.The vendor or service technician can train employees for complicated systems.Ensure that training sessions are thorough.If your business is a medical clinic, make sure that your doctors and nurses are well trained on how to access critical patient information.
Step 14: There is an organized process for entering data.
High priority tasks and projects with deadlines are what you should start with.Slow system implementation can cause your operations to get stuck.Your goal should be to integrate the computer system quickly.If your business is going to computerize payroll statements, make sure to prioritize this task.If there is a lot of it, consider hiring temporary workers.Regular employees can continue doing their jobs without interruption.
Step 15: Hard copy documents should be kept.
If mistakes are made in data entry or in saving data to the new system, you may lose all of your data.To prevent this, keep all hard copy documents, such as invoices, client records, employee information and other documents.
Step 16: It's a good idea to invest in a backup system.
A computer specialist can help you choose the best backup system for your business.You can backup your data to a portable storage device on a regular basis if your business is small.Online file storage providers and a backup server are options for larger businesses.Online backups should be kept off-site.