What is Digital Transformation?
Considering that each department has a separate job, how can a follow-up of a work be done with maximum efficiency in minimum time? If the basic rule of sustainability of business within the company is following, how can this follow-up be achieved when many departments are considered? Sounds impossible, right? It's not.
So, what is digital transformation? Digital transformation, the computer, mobile phone and so on. It is a sustainable operation in electronic environments. It is a system that increases the efficiency of the company employees and the development of the business, facilitates the follow-up and then distributes the organized work concept within the company proportionally. Digital transformation is being applied in today's technologies to reach more masses and increase business volume.
With the introduction of the computer and later the internet into our lives, we have experienced a digital transformation in our social life and we are still living with the advancing technology. Thanks to new applications, services, programs and channels that come out every day, our adaptation reflex are improving day by day. While social life progresses in parallel with technology, people expect this development in the services they receive accordingly. In addition, by getting used to the concept of 'speed', a search was made to get things done in a shorter way. Digital transformation in companies comes into play at this point. It provides digital transformation and development in many issues, both at the point of reaching the customer from the digital environment and with the employees handling their work faster than the digital environment, enabling companies to organize and structuring and to receive feedback by reaching the customer.
Benefits of Digitalization
Imagine a pilot that will lift the plane, but the screen in front of it has neither coordinate nor weather, altitude and lowness information. It also doesn't have a system that will report changing wind information as soon as the plane lifts. How many people do they need to meet and take off the plane at the same time to access this information? Is this possible? It is not.
All data should appear on the screen of the pilot. As a result of the analysis, the pilot strategy should be determined and proceed in a healthy way. Digitalization and digital transformation 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 the most suitable for the company structure. Once such software is used in companies, only one thing remains; to lift the plane.
The first benefit provided by the digital environment is operational efficiency. Everyone who is working in the company may need instant data, answers and calls but the biggest problem is that these instant needs cannot be met. In digital transformation, people can learn the information, data and answers they want without the need for another person. The need will be gone because all data will be stored in a computer environment. This accelerates the operation of the company because an employee does not engage another employee for any information or data query. They can reach whatever they want with the digital media brought by the company.
The second advantage of digital transformation is ability to take fast action. After 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 when things turn around, friendly time can be replaced by hostility. In addition to being a unit that affects the entire functioning of companies, time is an important parameter in reaching customers and receiving feedback.
ABILITY TO BE ANALYSIS
Considering that different jobs are performed in each department in companies, the analysis of each work performed is also required. Obtaining these analyzes from the software with digital transformation to turn time into friends provides companies with both sustainability and maximum efficiency. For example, examining the sales processes by requesting a report from the sales department every day is a great waste of time. Examining 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, works of the sales department that will be wasted time 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 they delete them. In this way, a user can see his history and access his data at any time. Their companies need a corporate memory. Companies can access historical data by digitalizing in order to remember experiences, to see past mistakes and to regain success. In this way, companies can continuously improve by not missing any mistakes and no successes. They do not fall into failure under the shadow of lost data at the time of need and can 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 possibility 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.
DEPARTMENT AND PERSON-BASED PERFORMANCE MEASUREMENTS
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 digitalization level is low. The most important question at this point is; how efficient is this measurement? Could the employee panic and underperform because he realized 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. 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 tapes and saves every department of the company in it's memory. Therefore, when asked how the production rate was 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 production department every day to measure performance.
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 bring systems that can easily and instantly access the data of each department. In this way, by creating a traceable workflow, past mistakes will not be repeated. It can detect and prevent current errors early. Also, it 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. They reach them with the software that is most suitable for their business methods and processes.
Levels of Digitalization
There are levels of digitization. These vary depending on the companies. Creating a document in Word or sending an e-mail instead of sending a fax or writing on paper 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. 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 leave form to it's structure. It can access that data quickly whenever it wants.
DIGITAL TRANSFORMATION PROVIDES ERROR-FREE PROGRESS OF YOUR COMPANY BUSINESS
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 add to its structure. This will happen by increasing the level of digitalization. In the company software, 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 easy to access as well as high reliability. In this way, more efficient jobs replace time lost in Excel. For the future steps of the company, robust data should be collected and stored in software with dates. Excel etc. It is not possible to maintain the accuracy of these datas in products. 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. A database should be created and all information should be entered.
QUICKLY ACCESSING DATA THROUGH A SINGLE SYSTEM THANKS TO VERSATILE SOFTWARE
It is important that the software the company has acquired by increasing the level of digitalization is versatile. For example, when entering the system, it is important to be able to access the personal company information of that employee, as well as seeing the sales and customer feedback received by a staff member. This personal information may be data such as how much time it takes leave and what it reflects as 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 provides the freedom to access the desired information individually. Therefore, accessibility to processes is a great advantage for company employees and company owners, that all 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 digitalization 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 digitalization 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.
Where to Start Digitalization? Steps of Digital Transformation
Separate jobs are done in all departments of the companies, and not all of these jobs can progress at the same speed and efficiency. Departments with glitches, providing faulty outputs and causing time loss is the first to find solutions in the digital transformation path. These problems can be confusion of the permit data in the human resources department. Also, it can be loss of the expense forms, the mismatch between the production speed and the outputs presented in the production department. The lost customer information can happen in the sales department, too. It is the right strategy for the company to start from the point it needs the most.
DIGITAL TRANSFORMATION IS NOT TO BUY SOFTWARE
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 determined and solved by the senior management. It is necessary to analyze the current situation of the company. Also, report which methods are used in which department. Afterwards, evaluations should be made according to the results, and the levels of digitalization should be increased by prioritizing the departments that are lagging or at a deadlock. While following these steps, habits should be taken into account and should not be switched sharply. With this method, things are faced with the possibility of becoming even more incomprehensible. After evaluating the existing departments, projects called process design are initiated in line with 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/she mailing to human resources?
- Is there a used tool?
- Is he asking his manager? Is it referred to human resources after asking the manager?
- Does it need to complete many steps like this?
In the first stage, process designs examine the processes that currently cause a 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 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 of doing business by the employee, 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 is also the footprint of the company. Digital transformation is the compass of a company that does not know where it comes from and cannot predict where it will go. With instantly available data, the company's competitive level increases. It's footprints stop circling and begin to paint a forward picture in the market. These sure steps are the most important action that will increase the future, quality and most importantly value of the whole company.