For the last 30 days, we’ve been evaluating our own needs and moving to “the cloud” for our own production systems. It isn’t easy to look at yourself and determine what is best. I’ve personally coached a number of businesses over the last 23 years in doing exactly that. But, in those cases, I was there so they weren’t doing it alone. We were applying skills and expertice to the process from multiple experiences. In other articles, I wrote of Plan, Processes and People, the recipe for success in business. This short article addresses a piece of the processes.
There are a number of factors to take into consideration when making a move of this scale and importance, here are a few.
1 – RE-evaluate the systems and processes you currently adhere to.
Are all of the features you utilize really necessary? Or, are you entering information into nooks and crannies that feel really nice and give you that “I have that if I need it…” feeling. Step back, assign a value to each of the components of your systems.
Action 1 – Create a list of the pieces of the process – each will be detailed offline, as you sit and quietly think about the processes.
2 – Do you retain “too much” data or just the right amount?
Remember, the reason you retain at all is for record keeping. But record keeping is really a function of accessing it later, otherwise, why have it? RE-evaluate the pieces of data you enter and retain. Again, does it have value?
Action 2 – Forget what you track now, make a list of the pieces of information REALLY needed. Best way is to log a day of operational business. Maybe even a screen capture tool such as those available for monitoring your childrens usage of the computer. Not that your team are children, but simple to record what information screens are used. Later, you will detail those screens out to clarify the pieces.
3 – Do you need each piece, really?
Action 3 – To answer this question, do an experiment: shut each piece off, lock it up, hide it…. See how long it takes for anyone in the organization to say anything about it. I have done this experiment a number of times and am simply amazed at how long it takes for anyone to say “where is that form we used to ……” Or, you know I tried to X today and its not around, what happened? In those cases, that is a signal that it may be that proverbial “fluff”. Leave it hidden!
Once you have answers to these types of inquiries, you are ready to proceed with a retooling of the organizations CRM or ERP systems.
Need a bit more guidance, contact us, we’ll be glad to share more. We have guidelines and techniques that allow our team to work through these projects quickly and efficiently as no business can afford to stretch a move of this scale.