4 factors of a successful digitization strategy

1. Create foundations. What does a digitization strategy include in SMEs?

A strategy for digitization in SMEs does not develop overnight, as nice as it would be. Many companies had to go through this experience when they were forced to work from home and work remotely due to corona. The most important factor of a successful digitization strategy lies in the basics. You can take digitization steps quickly, but you should make sure that you build up a basis that can be easily expanded. It is worthwhile to think holistically here. Because in addition to simple, ad-hoc processes in communication (web meetings) or continuing education (e-learning), attention should primarily be paid to technically complex processes such as accounting or document management. If these are digitized, relevant added value is created and you free yourself from unnecessary paperwork.

A relevant starting point for a digital strategy is to start with the processes that are at the very beginning. That may sound simple, but it is often completely misinterpreted. Digital processes or documents have the advantage that they can be implemented anywhere and that automation can be connected to them. For example, if invoice data is available digitally, it can be automatically transferred to accounting tools. However, if invoice data is not available digitally but, for example, in analog form on paper mail, the processes described cannot be digitized. One Digitalization strategy should therefore start first with analog and paper-based processes.
With the CAYA Document Cloud, you can, for example, read out letters that you receive in digitized form and make data usable. For example, when invoices are received by post, the relevant invoice data is read out and can be transferred to other software such as DATEV and Co. The CAYA Document Cloud thus serves as your document center from which you can manage all your documents and also link them to other solutions. An example of how digitized letter mail supports further digital processing can be found, for example, in our case study with McMakler.

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The CAYA tip:

It is worthwhile to start digitization from behind: For example, a digital inbox creates the basis for input of received documents into accounting tools and customer service software.

2. More quality: Develop employees through digitization

They must also want to drive digitization forward. Remote work in particular tempts many companies to see digital solutions as more than just a snapshot. An optimized digital strategy can create a future-proof working atmosphere. Away from monotonous work. With digitized letters, office management can process them just as remotely as marketing campaigns from home office. The aim must be to be able to work efficiently wherever possible. The true costs of an undigitized work environment are often hidden: More time is spent on simple tasks. Repetitive tasks challenge your team's nerves and require resources that you need for your core business. By partially automating monotonous tasks, such as scanning or even distributing letter mail, you create time for more value-adding activities. Important: Employees are not replaced but tasks are shifted. If employees used to spend time scanning letter mail, they can now dedicate themselves to tasks such as better answering customer inquiries.

Furthermore, never underestimate the power of clear communication. Resistance within teams is often the biggest challenge for successful IT projects. Be it because employees fear that advanced technologies will make their work redundant, or because they fear a change in their traditional habits. Users are often slow to adopt new processes and technologies. One Clear communication is required to prepare employees for business change. You can also listen to our podcast episode on the communication strategy for digitization.

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The CAYA tip:

The impact of digitization is easy to assess: Just estimate how many resources you could save if you just didn't have to manually transfer invoices by yourself, but they appear automatically read out in your accounting system.

3. Find, link and gradually introduce suitable software solutions

There is no one size fits all. All companies have different requirements and needs. It is important to find software solutions that fit and are needed by the company. Because, of course, it is also possible to develop a kind of over-digitization and purchase software solutions that are not worthwhile. Here you need to keep an eye on which processes you should start with first. In addition, many tools are now so flexible that they can be easily integrated with others. In this way, it is often possible to perform several tasks with one tool. An overview of smart processes and automation options can be found in the recorded panel of our own digitization conference.

Companies sometimes shy away from “restructuring” through digitization because this is interpreted as a costly and drastic undertaking. When it comes to digital transformation, however, the following often applies: Slowly and steadily wins the race. Because through gradual experiences of success, you are also better able to convince your employees to use new software and not overwhelm them directly.

Sometimes, subtle changes have more impact on your entire organization than you think. Therefore, carry out software projects in several phases to ensure that each step starts without errors and without overwhelming users. Of course, we don't recommend extending projects far beyond their deadlines, but we also believe that SMEs get better results if they don't rush to implement multiple platforms in a short period of time. Are you a supporter of more digitization, but are you facing internal resistance? Read also which methods you can use to gradually convince employees of digitization projects.

The CAYA tip:

Especially for communication, there is such a large number of tools that it is difficult to keep track of things. We have a list of selected tools that facilitate digital communication (especially in the home office) here put together.

4. Dare to experiment & train best practices for using software

Not every attempt will be optimal right away. Digitalization is not a one-time action. Creativity and experimentation are important to keep the digitization strategy up to date and adapt it if necessary. You need patience and the mentality described above to enable your company to transition to a digitized future. Perhaps you are taking it directly into your own hands and becoming the next company with an innovative digital product that makes digitization easier for others? If you're already looking at new software solutions, be sure to listen to our podcast episode on best practices for software implementation in SMEs. Because choosing software is only half the battle. The introduction of software in terms of predefined processes for efficient use is also important and often neglected. We deliberately omit a technical introduction here. This is almost always necessary. However, once introduced, software can also be used in various ways. Because of often intuitive interfaces, many companies develop their own understanding of how to make optimal use of them. Best practices for using software can be planned in order to increase your efficiency.

One thing is certain: Digitalization is a competitive advantage. The future is becoming digital and future-proof companies are definitely the decisive step ahead in the fight for the trust of potential customers and the best workers.

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The CAYA tip:

There are many ways to stay up to date with the latest digitization news. For example, you can attend webinars or read blogs and white papers that many experts offer.

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By the way: Nowadays, digital processes in companies are based on Office 4.0 working methods. The term Office 4.0 is an analogy to the four industrial revolutions. The range of functions available today in software to automate document-based processes, including with the help of artificial intelligence, has created a more agile, efficient way of working. This is based on the fact that your documents are available in digitized form. Work is made possible regardless of time and location, and processes can be automated. Our Guide to Office 4.0 describes how we at CAYA understand Office 4.0, which steps you can take to Office 4.0 and how to achieve more digital efficiency.