Optimising your existing technology
Redesigning and optimising your existing technology may be a better option than introducing new technology. There are multiple ways to optimise your existing technology. For example:
Design: When you first implement software, attributes are created relevant to your organisation. These attributes might be, for example, General Ledger codes for accounting systems; or activity/tasks for time recording systems; or document pools for document management systems. Optimising your technology may be as simple as reviewing and improving your attributes. This exercise can lead to improved analysis; increased efficiencies; and improved user satisfaction.
Training - Internal: Training is often undertaken on first implementation and then not reviewed again. At the initial training, end users often get an “information overload” and only retain the core information. Facilitating regular short-and-sharp workshops to remind users of the different processes and different functionality can increase the efficiency of your team and ensure your technology is being used optimally.
Training – External: Software providers regularly enhance their technology based on user feedback and/or opportunities to increase functionality. It is recommended to stay updated with the software’s functionality. You may not choose to adopt all functionality, but you may learn about useful processes that already exist in your existing system.
User Groups: Prior to implementing technology it is valuable to ask for a list of other organisations using the technology. This is a list that should be retained and maintained to form “user groups”. User groups are a great way to share information about the software among different organisations. User groups can also be useful if organisations desire a change in the software or additional functionality – they can work together on negotiating the change with the software provider.
Integration: Many organisations are adopting “best of breed” approaches to their technology. For example, you may have separate accounting systems, practice management systems, CRMs and document management systems. Most software solutions provide opportunity for integration. Integration allows each system to “talk” to each other. This increases efficiencies and, depending on the solutions, can give the illusion of one software solution.
These are just a few examples of how you can optimise your existing technology. It’s important to fully understand the problem before seeking a solution with your systems. It’s therefore recommended you undertake a review of the pain points and issues prior to looking at new software.