Digital Transformation... Imagine a pilot that will lift the plane, but the screen in front of it has neither coordinate nor weather, altitude, and lowness information, nor a system that will report changing wind information as soon as the plane lifts. How many people should he/she meet and take off the plane at the same time to access this kind of information? Is this possible? It is not.
All data should appear on the screen of the pilot, and as a result of the analysis, the strategy should be determined and proceed in a healthy way. Digitalization in companies also comes into play at this point; it presents the data, analyzes it, and at the end of the day, it guides the decision-maker by presenting the result. This is provided by the software that will be most suitable for the company structure. Once such software is used in companies, only one thing remains: to lift the plane.
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The first benefit provided by the digital environment is operational efficiency. Everyone working in the company may need instant data, instant answers, and instant calls, but the biggest problem is that these instant needs cannot be met. In digital transformation, since all data is stored in a computer environment, people can learn the information, data, and answers they want without the need for another person. This accelerates the operation of the company because an employee does not engage another employee for any information or data query, and he/she can reach whatever he/she wants with the digital media brought by the company.
The second advantage of digital transformation is to take fast action. After the employees reach the data they want as soon as possible, they can take quick action and move on to their next job. Time is a company's best friend if fast action is taken, but when slow action is taken, and things turn around, friendly time may be replaced by hostility. In addition to being a unit that affects the entire operation of companies, time is an important parameter in reaching customers and receiving feedback.
Ability to Analyze
Considering that different jobs are performed in each department in companies, the analysis of each work performed is also needed. Obtaining these analyzes from the software with digital transformation in order to turn time into friends provides companies with both sustainability and the highest level of efficiency.
For example, while examining the sales processes by requesting a report from the sales department every day is a great waste of time, being able to examine the desired time of the day through the software is both obtaining more data with less energy and saving time. In this way, while you can evaluate the time gained with other jobs, the work of the sales department that will be wasted on the other side will not be prevented.
All the data of the person is available on social media used personally. All tweets posted on Twitter and all posts shared on Facebook, etc. Thousands of data in the media are kept in the history and page of the person unless he/she deletes it. In this way, the user can see his history and access his data at any time. Their company needs a corporate memory.
Companies can access historical data by digitalizing in order to remember their experiences, to see past mistakes, and to regain success. In this way, companies can show continuous improvement by not missing any mistakes and no successes, or fail under the shadow of lost data at the time of need, and achieve new successes thanks to accessibility.
"Your income is directly related to your philosophy, not the economy."
It has always been more sustainable to store company business with data-based software instead of keeping it based on personal trust. Otherwise, important information is deleted after an employee who leaves, and the likelihood of repeating the same mistakes increases. The greatest benefit of digital transformation is that all data are stored on a base, accessible and comparable to the current situation and the past.
Employee performance measurements cannot be performed properly in companies with a low level of digitalization. The biggest reason for this is that since no data entry is provided, all evaluations are tried to be made one by one. For example, a company that wants to measure the speed of production tries to make measurements by going to the production department if the digitization level is low, and the most important question at this point is; how efficient is this measurement? Could the employee panic and underperform because he noticed that he was being observed? Is this performance in the production department every day? Etc.
Therefore, the measurement made is a kind of taking a photo of that moment and it raises questions about whether it remains valid after a week. One of the advantages of digital transformation is to keep the performances of your departments in the systems. It videos and saves every department of the company in its memory. Therefore, when asked how the production rate was today a year ago, an evaluation can be made by going back to that moment with the system that digital transformation brought to the company. The company gains incredible power with digital transformation without anyone having to go to the production department and measure performance every day.
The more digital companies become, the more they develop and continue to improve. One of the points that companies should pay attention to is to incorporate systems that can easily and instantly access the data of each department. In this way, by creating a traceable workflow, it does not repeat past mistakes, it can detect and prevent current errors early, does not forget successes, and can achieve many more successes by improving. Considering that today's technology is used by everyone, companies are able to provide the highest quality service by reaching their customers more easily with the software that is most suitable for their business methods and processes.
There are different stages of digitalization. These vary depending on the companies. Instead of writing on paper, creating a document in Word or sending an e-mail instead of sending a fax is a digitalization. But today, in many companies, this level should be reached or even exceeded.
E-mail is a digitalization compared to fax, but it is a waste of time for an employee to ask for leave via mail and then search for a retrospective leave mail and data that is difficult to store. If the level of digitization is increased, the company can save the leave processes of all employees by providing a permit form to its structure, and can quickly access that data whenever it wants.
Excel and Word are platforms where the desired information can be entered and mistakes can be repeated frequently. There is a potential risk that the data of an Excel file that is accessible to all employees in the company will change. There are many risks such as an employee accidentally changing the formula and not noticing it, overlooked inaccuracies due to the length of their lists, and entering the wrong information into the wrong Excel file.
Excel does not warn the user that there is a mistake. However, none of these problems will be experienced thanks to the software that the company will increase its digitalization level. In company software, the locations of the information to be entered are clear and a warning is given if incorrect information is entered.
This is called sterile data. Data is not only reliable but also easy to access. In this way, more efficient jobs replace the lost time in Excel. For the future steps of the company, sound data should be collected and stored in software with dates. Excel etc. It is not possible to maintain the accuracy of these data in products because it is a changeable system and it is possible to enter wrong information in the wrong place. For this reason, the efficiency of the company's workflow process should be targeted, digitalization and appropriate software should be added to the company and a database should be created and all information should be entered.
Quick Access to Data
It is important that the software that the company has acquired by increasing its digitalization level is versatile. For example, when entering the system, it is important to be able to access the personal company information of that employee in addition to seeing the sales and customer feedback received by a staff member. This personal information may be data such as how much time it uses and what it reflects in terms of spending on the company. Because the main purpose of digitalization is to provide instant access to data through a single system.
This data, which is accessible to both company owners and employees, eliminates dependence on individuals and offers the freedom to access the desired information individually. Therefore, accessibility to processes is a great advantage for company employees and company owners, that all the information entered separately in the documents can be easily accessed in a single system.
"Everything should be as simplified as possible, but not simplified."
The more the digitization level is increased, the more relief the company experiences. Considering the invisible losses, the same works are done twice, three times, maybe hundreds of times, and the same issues that have not been seen, there will be no compensation for the time lost by the company. The point where the level of digitization is not increased is that none of these errors and time losses can be noticed with the right data and they will increase and increase. 150 employees of a company with 150 employees ask human resources how many days off they have left at regular intervals. Considering that the leave periods of employees vary according to their working years, it is not possible for human resources to follow this data correctly. In this context, it is important to incorporate and sustainably use software suitable for the company that can deliver the correct data quickly.
Digital Transformation Steps
Separate jobs are done in all departments of the companies, and not all of these jobs can progress at the same pace and efficiency. Departments with glitches, providing faulty outputs, and causing time loss are the first to find solutions in the digital transformation path. These problems may be confusion of permit data in the human resources department, loss of expense forms, the mismatch between production speed and outputs presented in the production department, or lost customer information in the sales department. It is the right strategy for the company to start from the point it needs most.
Digital Transformation Integration
Already, maybe we are working remotely thanks to the digital transformation that we have integrated more into our lives for about a year due to the pandemic.
Digital transformation is not to buy software, but to be integrated into the software by raising the awareness of all employees so that the problem can be detected and solved by the senior management. It is necessary to analyze the current situation of the company and report on which department and which methods are used. Afterward, evaluations should be made according to the results, and the levels of digitization should be increased by prioritizing the departments that are lagging behind or at a deadlock.
While following these steps, habits should be taken into account and should not be switched sharply, because, with this method, things face the possibility of becoming even more incomprehensible. After evaluating the existing departments, projects called process design are started in the direction of the deficiencies that arise. In process design, the functioning of existing processes is examined. For example;
- What are the actions taken by the staff at the point of getting permission?
- Is he mailing to human resources?
- Is there a used tool?
- Is he asking his manager? Is it referred to human resources after asking the manager?
- Or does it need to complete many steps like this?
In the first stage, process designs examine the processes that currently cause waste of time and examine how we move them to the digital environment. Thanks to the software suitable for the company, many of the questions listed above and that can be listed more are reduced to a single answer; Filling out the permit form on the system.
Therefore, when the software is acquired within the company, digital transformation is not realized. When the software is integrated into the way the employee does business, the process can be successfully managed and company jobs can turn into healthy data.
It is the employees and services that make a company a company. Recording the past, present and future values of these two phenomena are also the footprints of the company. Digital transformation is the compass of a company that does not know where it came from and cannot predict where it will go. With instantly available data, the company's competitive level increases, its footprints stop circling and begin to paint the market forward. These sure steps are the most important action that will increase the future, quality, and most importantly, the value of the whole company.
You can also find some Digital Transformation Examples here.