So you finally decided that you are going to need the help of technology to automate your business processes. What do you do next? Here are some tips.
Make a list
You will need to explain what you do to your developers so that they can have a reference for automating stuff. This can be as simple as a flowchart and procedures for doing sales, marketing, finance, operations, and others. If you are ambitious, you might want to gun for an Operations Manual which details out what to do in most every possible situation in your business. Doing this will not only decrease the time needed to develop the system, it will also help your business identify and improve manual processes in the long run.
Get your forms ready
Once you have listed out all the steps to do everything (at least everything you want to automate), you will need to compile a list of the forms and reports you want entered and generated by the computer. Good software developers will try to match what your current forms and reports look like whenever possible, so it is as familiar to you as possible. This reduces the time you and your staff need to learn to use the software. If you do not have standard forms, make a drawing or mock-up of what you want your form or report to look like in the future.
Decide who can access what
Since automation projects involve a lot of data being consolidated into one place, it helps to list down the people who will use the program, and what kind of data they will have access to. Designate what forms that person can or cannot see, what reports they can or cannot generate, and what data they can or cannot change. The more detail, the better. Don't skip this step, as once your system is automated, your data will at least double or triple in their value and importance to your business.
Assign a project leader
Assign a point person that will get down and dirty with the system developers. If it is not you, make sure that they know every aspect of the business, as the system manager or project leader on your side will need to have access to a lot of information. You will also need that point person to be responsible for approving all aspects of the system to make sure it meets your requirement. After your system has been successfully automated, you will still need that person to be in touch with the developers in case something goes wrong with the system or an upgrade to the software or hardware is needed.
Devote your time
Even if you are not directly involved with the project, you will need to monitor it regularly to make sure it is going as planned. A lot of projects get extended because things were not approved at the right time or the person assigned to handle the project was too busy with other work-related matters. Reserve at least once a week for status meetings with your internal team (if any), and the developer team. Plan to devote more time depending on the importance of the project to the company, specially if you are the project lead.
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