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office-toolsIt’s not uncommon to find large and small companies either using multiple separate systems or using Excel Spreadsheets and emails to run the business. Most likely, what you’ll find at these companies are employees relying heavily on their emails to track and manage important files and information, miscommunication between departments, inaccurate and outdated data being shared, and more inefficiencies.

As per our previous blog on the “Dangers of Running a Business solely on Microsoft Office tools”, companies are likely to experience the following if they rely heavily on Excel spreadsheets and other Microsoft Office tools;

  • Data loss and corruption; Spreadsheets are known to become unstable the more information is added to them.
  • Typos and other errors; Sometimes, small typo errors can be difficult to catch but in the long run can cause major problems and headaches.
  • In most cases, these spreadsheets are being shared between various departments. What can happen is that various versions of the same file can be passed around and saved by each department. At this time, different information is travelling from person to person, which can also cause serious problems in the future.

We do realize, however, that change is not always easy for employees and for management in any company and implementing new processes or procedures and implementing new systems is difficult and time consuming. However, change is also inevitable. The business world is constantly evolving and companies should always be ready to adapt in a moment’s notice. So, before getting overwhelmed by the costs involved or the time and effort involved in this finding solutions to current inefficiencies at your business and implementing those solutions, think about the benefits and cost and time savings in the future.

What are your next steps?

Once management understands or realizes their main challenges and problems, it’s now time to gather all your key employees, from each department and write down their processes and day-to-day tasks. This not only allows management to fully understand what their teams are doing and how they are doing it, but also to help properly document important processes.

Next, it’s a great idea to share this documentation with the whole management team, business consultants, IT consultants and top department heads and determine if teams are working with the best and most efficient processes. If not, now is the time to go through each process and find solutions to challenges and better ways of doing things. In many cases, simply by implementing one system for all departments, like a complete ERP solution, with specific rights and permissions can solve a whole lot of headaches and improve efficiency right from the get-go.

In this case, with ONE software system, using ONE database, all employees will have access to important, accurate information. No need to go through hundreds of emails per day or find the latest Excel spreadsheets to find information related to products, sales, etc. This saves a lot of time, effort and critical mistakes!

So, if you are looking to increase data accessibility and visibility, reduce errors, increase efficiency and improve communication company-wide, contact our consultants today!

 

Common mistakes ERP softwareWe’ve all heard our fair share of nightmare stories when it comes to new software, more specifically Enterprise Resource Planning (ERP), implementations. What we don’t often hear, however, are the mistakes that were made during this project that could have been avoided. In many of these stories, the blame is put on the Software Provider or on employees who resist change and the system. However, there are some mistakes that business executives make that can affect the outcome of an ERP software implementation.

Here are 5 common mistakes that business leaders make throughout a new software project;

  1. They opt out of End User Training and After-Sales Support

Before any implementation project begins, a Software Provider will approach the management team with various support plans to choose from. These discounted plans will include billable hours for end user training and post-implementation support. It is up to the customer to choose which plan they’d like to have, depending on the amount of hours they request for support and training for themselves and for all their system users. In many cases, however, in order to keep costs down, executives will opt out of any support plan (which in turn opts them out of end user training for their employees). This is a huge mistake that many business leaders make. Without proper user support and thorough end user training sessions, the chances of user resistance and low productivity increase. If employees don’t fully know how to use the system to its full potential, then companies won’t realize the full benefits of an ERP system, but rather will experience decreased individual performance and thus decreased overall productivity.

In the end, by saving on the support plan, they are losing out more in the long run. End user training and proper support can alleviate stress and combat fears of employees, associated to using a new system, and allows them to accept this big change. It also teaches them the necessary skills to prevent any problems in the system and to efficiently handle unexpected issues with confidence. Never forget that a software system is nothing without its users. System users are the key to unlocking the benefits and improvements that a good software system can bring to a company. Invest in your end users and never pass up on support and training plans. It’s an investment you’ll be happy you made in the long run.

  1. Lack of participation from business leaders

In our very own ‘Process to Succeed’ guideline that we share with customers prior to any new ERP software implementation, we stress the importance of top-level management participation during the planning process as well as throughout the implementation phase. This is a prerequisite to any of our large software implementations, in order for our customers to achieve a successful implementation. What does this participation include? We understand that business owners and executives are extremely busy with their day-to-day tasks and therefore won’t have the time to constantly be working on the implementation project (and we don’t expect them to). Normally, companies will put together a small internal team of about 5 (or less) employees, from various departments, to manage and overlook the ERP implementation project. This is great! The participation that we require from top management comes more in the form of support, motivation and encouragement. Company owners, executives and managers need to have their own confidence in using the system and share their excitement and knowledge with their team, especially when they see them frustrated or afraid of the new changes ahead. Management should remain unified in support of the project and should continuously encourage their employees to not give up and learn all they can about new processes and the new system. During the end user training periods, it would also be helpful if management can alleviate their team, for a short period of time, from regular responsibilities, in order to take the necessary time to get properly trained by the Software Provider.

  1. Leaving it all in the hands of the IT Software Provider

We’ve said it before and we’ll say it again and again and again…a software implementation, especially one as large as a full ERP implementation, is only successful if ALL parties participate since everyone in a company will be affected by the change. Similar to mistake #2 above, every team member, even the leaders, needs to have some sort of involvement in the implementation project. It requires synchronous collaboration, which involves the IT team and the business team working together simultaneously and remaining in constant communication as the project progresses, to ensure everything internally is running smoothly and everyone’s needs are being met. Employees are the ones that know the business processes inside out; the IT team is there to help streamline, automate and integrate those processes. It’s important to explain to employees how their participation and role in the project will influence its success. This will give them a sense of commitment to the project and hopefully instil a positive attitude towards the system and implementation process, which is definitely welcome.

  1. Having unrealistic expectations of timelines and costs

Every software implementation is unique. During a new project, Software Providers deal with a new company, new business people, new processes, new requests and new expectations. The business as a whole may be similar to other companies but an implementation is never the exact same from company to company. It’s absolutely critical to share all of your expectations and assumptions you have of the new system and the implementation phase. This includes any timelines, costs, benefits, project roles, etc. By sharing all of this with the IT Provider, they’ll be able to set things straight right from the start. For example, if you were expecting an implementation phase to only last 1 month, the IT Provider, from experience and expertise in the field, may come back to you with a more realistic timeline of 3 months. Therefore, you won’t be disappointed and frustrated when the implementation lasts longer than your 1-month expectation. The Software Provider will also share all of their expectations from your team and of the project as a whole. Together you’ll come up with realistic goals and expectations for your specific case, allowing everyone to be on the exact same page.

Talk with your Software Provider first and get their input on timeframes and realistic expectations, as they can provide their expertise on the matter and knowledge from previous experiences.

  1. Beginning the new software project without a plan of action & workflow

It is never a good idea to start ANY project without a plan of action. So why start an ERP implementation without one? What every business leader should do is;

  • Sit down with the Software Provider to discuss and outline the complete process or plan of action for the implementation phase and create a workflow
  • Identify everyone’s role and responsibility throughout the implementation phase
  • Share the plan of action with all involved parties, along with their roles and responsibilities
  • Properly educate all employees (or users of the new system) about any change in business processes that will affect their day-to-day work life.

It’s best if companies have a well-designed plan before starting the project, accounting for minor changes, in order to avoid confusion, frustrations, increased costs, etc. Major software or process changes should all be accounted for during the outline of the plan of action. Inform all employees of the coming changes so they aren’t surprised and can have time to accept these changes.

If you’re a leader of a company, looking to implement a new software system, don’t make these common 5 mistakes. Contact us today for more information.

I truly believe that there is a right and a wrong IT Service Provider for every business. There could be many right Providers and many wrong Providers. It’s not to say that there’s just one right IT Provider for every one company. The tough part is in determining if an IT Service Provider, or as I like to call them, an IT Partner, is right for YOUR company.

IT is a Value Driver

IT-partnershipIn today’s business environment, there’s no denying that IT is a real value driver. We keep finding way too many companies that are still playing “catch up” rather than “getting ahead” of the game, because they are not leveraging technology, as they should be. What business owners don’t realize is that by relying on an IT partner (on the right partner of course!), they can go from just surviving to thriving, due to the benefits they will receive from efficient technologies and helpful IT services. Companies are growing at such a fast rate, industries are evolving and consumer demands are constantly changing. Using technology to solve business and technology-related challenges will provide employees with more time and money to concentrate on what really matters to ensure business growth and success.

Solving Technology & Business-related Challenges with the Right Partner

Therefore, now that we know how important utilizing technology is to a company, it’s time to determine how a business owner can hire the right IT Provider for their company. This Provider should be a good fit for them in every aspect; their software offerings should be flexible, easy-to-use, customizable, within budget and able to integrate with other systems and their support team should be friendly, available, responsive and dependable. On top of this, their IT consultants and developers should be providing expert advice and opinions for the betterment of their customer’s company, NOT to simply make a sale. Many Providers will push customers to buy more systems or services before even solving the customer’s original challenge or issue. At that point, they are adding issue after issue, increasing internal problems for the customer. This is how companies get a real bad taste in their mouth for the IT industry and tend to stick to the wrong IT Provider with the idea that “better the devil you know than the devil you don’t”. It’s unfortunate because not all IT companies out there do this. Namtek Consulting Services opened its doors with the mission to solve business and technology-related challenges of Small & Mid-size companies and to ensure that the IT strategy its team defined for each unique customer supports that customer’s business strategy. The IT services and solutions provided are meant to help businesses find new avenues for growth and to save companies time and money in order to accomplish vital business goals.

So, here are a few things to keep in mind when looking for your next IT Partner;

  • Find out how available and dependable their after-sales Support team is (don’t determine this based on the responsiveness of their Sales team). Are they accessible via phone and/or email? Do they respond back to customers within a 24-hour window? Can you build a good relationship with this team, since they’ll be your “go-to” once you’ve implemented your software systems. It’s also important to know if they’ll also be around even if your company doesn’t experience issues; are they continuously trying to find new and better ways of enhancing your software systems and/or streamlining your business processes? As an IT partner, they should always be willing to do what they can to increase business efficiency for their customers. The relationship you build with your IT partner will be extremely important because together (IT experts + your company’s team), you’ll be able to truly solve all of your business and technology-related challenges.
  • An IT Partner that has developed solutions that can be integrated with other solutions and can work with other vendors. This helps to create a seamless customer experience. At the end of the day, we want what’s best for the customer. It’s tough when we keep seeing other Software Providers refuse to provide access to their customer’s database so they can integrate their system with another solution (like an eCommerce Store). This causes a lot of headaches for the customer and just makes their job that much harder.
  • The IT Partner has the ability to carefully listen to a customer’s challenges, assess their needs and then identify the desired experience for that customer. Every business is different; there may be similar processes and products sold, but every owner has different views for their business or has different expectations. We encounter all sorts of people from companies and each and every one of them has a different view of software solutions and different wants and needs. Therefore, if your IT Partner can identify the right experience that will fit well with your business, they’re a keeper!
  • The software solutions provided are flexible, scalable, user-friendly and affordable, as I mentioned earlier.
  • You can get a real sense that the IT team is honest, reliable and transparent in all of their dealings with you.
  • You feel like a real partner rather than just a sale to the IT Provider.
As a side note:

Unsuccessful and painful software implementations can still arise even if you have chose the right IT Partner for your business. How does this happen? As I have mentioned in many previous articles, a software implementation is a joint effort; between the IT Provider and the Customer. Having the right leadership within a business to bring a positive mindset out of the employees (or users of the new system) will allow these employees to accept the new system, accept all the changes that will be coming with this new system and move forward peacefully. Otherwise, employees will resist and refuse to help bring this implementation to a successful end. Common complaints that may be heard are “this system doesn’t work”, “I’m not used to doing it this way”, “I liked the old system better”… Any change is difficult but with the right encouragement and proper training, it can be done successfully.

Therefore, before you decide that you will stick with your current IT Provider, even though you know they aren’t a good fit for your company, contact us to see if our partnership will be right for you. You have nothing to lose and everything to gain!

We know that many of you probably stick with your current IT Provider, even if you aren’t truly satisfied with them and their software solutions. What should you do then when they mention that it’s time to upgrade your existing on-premises ERP system? Should you go ahead with it or should you look into perhaps upgrading to a cloud-based SaaS ERP solution? Read more

What’s the most important aspect when choosing a new Software Solution

Choosing a new, upgraded ERP Management System for your company can be a long process – usually lasting about 12 to 15 months, depending on the size of the company. Most top-level managers dread this process, which is one of the many reasons they tend to stick with their out-dated systems for so long. Read more

The Initial Transition to a New Software System

The implementation of any new software system can always seem a little daunting at first. What’s important to remember (and keep reminding yourself) is that this phase of any software project doesn’t have to be so terrible. Typically, what can take the most time is the initial transition from the old system to the new (or in many cases, from NO system to A system – this is when companies have been relying primarily on using Excel Spreadsheets, Word documents and Email). During this initial transition we have a ‘Learning Period’, where, of course, employees need to learn how to actually use the new software application.

Read more

When asked by your IT Service Provider, “What would you like your Management System to do for your business”, you should already have a list of the exact business areas and aspects that need improving. Perhaps you’ll want to be able to send out invoices quicker, complete customer orders faster, ship out deliveries on time, receive purchase orders electronically, eliminate manual data entry for these orders, etc.

Therefore, in order to figure all of this out, you’ll need to make a list of your company’s pain points and problems (these can be issues your company is currently facing and/or issues you may foresee in the future).

Here are some examples of common business pain points: Read more

Back in September, we published an article called “False Advertisement: The Truth about ERP Implementations” listing the false statements about ERP implementation projects that business executives were told by others or simply just assumed. The last false statement listed in the article was the following: “You should always customize the new ERP system to your current business processes”.

We see this with Small and Medium business owners far too often, which is why today’s article will go on to explain why changing your newly upgraded ERP system to fit with your old business processes may not ALWAYS be the best way to go. Read more

ERP Implementation SuccessERP implementation, as we’ve stated in many of our previous articles, is never an easy or comfortable topic for many business executives. Too many managers have gone through such bad software implementation experiences that they are now hesitant to upgrade their current out-dated system, only because they fear to go through a similar implementation process again. Read more

Nowadays, with the emergence of the cloud and with all the advancements with mobile devices and apps, business owners are always connected to the office. The workday no longer only starts at 9 AM and ends at 5 PM; it can extend well into the evening, early morning and on the weekends. Work can be done from anywhere and at any time. Technology has allowed us to be able to create a ‘Virtual Office’, giving us access to company data and essentially being able to work from home just as if you are at the office. All you need is a smartphone or tablet and a good Internet connection in order to be connected to your management system out of the office. Let’s take a look at the applications required. Read more

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