HOW CAN MY COMPANY START ITS DIGITISATION PROCESS?

Accelerate your business with these tips on "How can my company start its digitalisation process? Analyse and discover this TIP!

It is normal and even advisable that in the times we live in, companies start to consider how to make the big step into the digital world. Thanks to the internet and the advance of technology, we can find thousands and thousands of tools on the market that can help us to streamline processes, automate tasks or help us in our daily management.

However, it is a process that needs a lot of involvement, dedication and planning. It is not something simple that can be done overnight. It is a process that can completely change the structure and way of working of our company. For this reason, a firm commitment and full readiness to move the process forward is necessary.

Here are some steps you can take to achieve the goal of digitising your business

Steps to take to start the digitisation process of your business

ANALYSE YOUR COMPANY'S CURRENT SITUATION

• We cannot expect to make a structural change of this magnitude without first having a detailed understanding of the current state and situation of our company.
• It would be like taking a leap into the void, not knowing when or where we will land. It may go well, but it will most likely go wrong and you will end up wasting time and money.
• There is no common digitisation process and no universal guide. Every company is different, with its own situation and structure. It is an individual process that varies from company to company.
• For this reason, it is important to study, analyse and know in depth where our company stands. 
• Whether there are points that can be improved more easily, whether there are some points that already work digitally or whether we can incorporate different departments together are some of the aspects that we will have to analyse before we start.
• This is a preliminary work that will help us to understand where we are and where we should start. It helps us to create a roadmap with all the processes that we will have to carry out.
• Knowing the basis and the elements we have as a starting point, we will have a great advantage when implementing and planning the digitisation process of our company.

PLAN

• We have already mentioned this word a lot in the previous section, but we want to emphasise how important it is to have a plan to follow.
• If we have made a specific analysis as indicated in the previous point, making a plan of the strategy we will carry out should not be complicated.
• Once we have a general and complete picture of the situation our company is in and we have in mind the goal we want to achieve - digitalisation, obviously - we only need to think about how to link the two.
• The planning (see+) consists of the set of processes or actions that we will have to carry out in order to move our company from its current state to the degree of digitalisation that we want to achieve.
• You do not necessarily have to achieve complete digitisation, you can opt for a hybrid project or to the degree that best suits your company.
• The important thing is to leave no room for improvisation. All our steps must be previously studied and calculated, as this is the best way to prevent incidents or surprises.
• If we have analysed the situation well and planned thoroughly, there should be no unforeseen events. And if there are, we will be prepared to deal with them so that they affect us as little as possible.

RELY ON SOFTWARE

• One of the keys in the digitisation process is to choose the right type of software to use.
• If we have analysed the company, our planning will already specify which departments are to be digitised. Knowing this, we can then directly search for the type of software we need and see what offers we can find on the market.
• The main, most universal and easiest to implement are invoicing programmes: 

• • With them, all our invoices issued and received can be stored digitally.
  • This will allow the programme to count them and change their status automatically.
  • In addition, if we add OCR technology to these programmes, we can also add the invoices that we still receive in physical format. 

• If you do not know what is OCR recognitionis the one that analyses the characters and converts a paper or image file into a digital and editable 100% file.
• Another software that can be very useful is CRM. A programme that unifies all interactions and data with customers in one place. Particularly useful for improving customer service and devising marketing strategies.
• These are just three fairly generic examples of software that you can use in your company as a basis for digitisation.
• From these you can add others that better fit your company, or use them as a starting point in your search for other software.

STUDIES THE MARKET SITUATION

• While it is useful to know our company and its situation internally, we cannot neglect the environment in which our company is located. We cannot have an objective point of view if we do not have one or more other points of view to compare ourselves with.
• It is not a question of aggressive competition, but rather of knowing where we are positioned.
• We must market and competition knowledge to find out where others stand and to see whether digitisation can not only be an advantage, but also a competitive advantage.
• If the rest of the competition still operates in an analogue way, digitalisation can be a very good way to step up and differentiate ourselves. Our company can operate more efficiently and customers will appreciate it.
• If, on the other hand, the rest of the competition is already at an advanced stage in the process, digitisation becomes more imperative.
• We may find ourselves ahead of the curve in a short time and become obsolete. We risk losing customers and jeopardising the survival of our company.
• Analysing the competition can serve as an incentive to convince us of the need to digitise our business and keep up with technology.

MONITORS THE RESULTS

• The digitisation process does not end once we have carried out all the actions we had planned. That is only the first stage. Once we have reached the objective point of digitising our company, it is necessary to analyse the results. 
• We need to see whether the changes we have made have actually produced the expected results, or whether there are still changes to be made. 
• It may be that the digital system we have implemented in a certain sector is not working or is proving to be sub-optimal. That's why we must always keep a constant eye on the results.
• On the positive side, because it is all digital, it is much easier to get data and reports that tell us whether we are on the right track or not.
• We can use pre-established indicators to see if we are on the right track and need more time if we are not achieving the expected results, or if we need to approach it from a different angle.

TRAIN YOURSELF CONTINUOUSLY

• Technology is advancing by leaps and bounds. It is a constantly moving wheel that never stops innovating and launching new products or tools on the market that can be very useful to us and that we do not know about.
• This is why it is a training (+) continues. On the one hand, our own. We must keep up to date with all the new technologies and see how they can be applied and if they adapt to the needs of our company.
• On the other hand, for the workers in our company. We must make sure that everyone knows how to use the new tools we are going to use and that they are up to date with their updates.
• In addition, a worker who is up to date with technologies may discover improvements or new tools that can make his or her job easier. 
• We should be open to improvements and advice from all those who want to give it to us. Even if we think we are up to date with technological developments, there may always be news that we have not yet received that may be of interest to us.
• In short, it is about keeping an open mind to making changes even if it means changing the entire structure of our business. If we believe that they can be positive changes that will ultimately bring benefits to us and our company, it is worth trying.
• Provided that the necessary analyses and plans have been made to ensure that everything is done in the safest, most controlled and risk-free manner possible.

ARTIFICIAL INTELLIGENCE CAN HELP YOU IN MANY WAYS TO DIGITISE YOUR BUSINESS:

1. Software identification: You can use artificial intelligence to identify different software that can be useful for the digitisation of your company. You can ask it specific questions about the software options available for your needs and get recommendations.
2. Advice on digitalisation strategy: Artificial intelligence can help you define a digitisation strategy that is tailored to your company's needs. You can ask it questions about the specific steps that need to be taken to start digitising your company.
3. Identification of points for improvement: You can ask artificial intelligence questions about your company's current processes and get information about where there is room for improvement. In this way, you can find out which areas of the company need digitisation.
4. Advice on the training of your employees: artificial intelligence can provide information on training programmes for employees to help them understand how to use new software and technologies implemented in the company.
5. Technology advice: artificial intelligence can help you understand the latest technologies and how they can be applied in your business to improve performance and efficiency.

In a nutshell, artificial intelligence can help you digitise your company by providing useful advice and recommendations on digitisation strategies, software, technology and employee training. This will help you move your company's digital transformation forward more efficiently and effectively.

A company's digitalisation plan

A digitisation plan is a set of strategies, objectives and actions designed to implement digital technologies in a company in order to improve its performance, efficiency and productivity. In other words, it is a roadmap indicating how a company can use digital technologies to improve its processes, products and services, and compete in an increasingly digitised market.

This plan includes the assessment of existing technologies in the company, the identification of digitisation needs and opportunities, the definition of specific objectives to be achieved, the selection of the appropriate tools and technologies for implementation and the planning of the implementation itself.

It may also include training and capacity building of staff to adapt to new processes and technologies, the definition of indicators to measure the impact of digitisation and the periodic review of the results obtained to adjust the plan and ensure its long-term success.

In short, a digitisation plan is essential for businesses to remain competitive and make the most of the opportunities offered by the ever-evolving digital world.

SOME EXAMPLES OF BUSINESS NEEDS THAT CAN BE COVERED BY A DIGITISATION PLAN:

1. Improved operational efficiency: Digitisation can help automate processes and reduce the time and cost of manual tasks, enabling the company to be more efficient in its operations.
2. Improving customer experience: Through digitisation, a company can improve the customer experience by offering online services, live chats, online technical support and the possibility to shop online.
3. Increased capacity for analysis and decision-making: digitisation enables a company to collect and analyse large amounts of data in real time, making it easier to make data-driven decisions and identify trends and growth opportunities.
4. Flexibility and adaptability: digitisation enables a company to adapt more quickly to market and customer changes, which can be particularly important in a fast-changing business environment.
5. Improving collaboration and internal communication: digitisation allows a company to improve internal communication and collaboration through online tools such as chats and video conferencing.

These are just a few examples of the many business needs that can be addressed with a proper digitisation plan.

THE FOLLOWING IS A POSSIBLE DIGITISATION PLAN FOR A NEW COMPANY:

1. Analysis of the current situation: Before starting any digitisation plan, it is necessary to make an analysis of the current situation of the company. This includes identifying the areas of the company that can be digitised, the processes that can be automated and the data that can be collected and analysed to make informed decisions.
2. Definition of objectives: Once you have identified what can be digitised, you need to define the objectives you want to achieve with digitisation. For example, improve process efficiency, reduce costs, improve customer experience, increase sales, etc.
3. Selection of tools and technologies: Once the objectives have been defined, it is necessary to select the right tools and technologies to achieve them. This may include process automation tools, e-commerce platforms, data analysis tools, among others.
4. Implementation and training: After selecting the tools and technologies, they need to be implemented in the company and employees need to be trained to use them effectively. This may include online trainings, tutorials, user manuals, among other resources.
5. Monitoring and evaluation: Once the tools and technologies have been implemented, it is necessary to monitor their performance and evaluate whether they are achieving the objectives set. This allows adjustments and improvements to be made if necessary.
6. Continuous improvement: Digitisation is a continuous process that requires constant improvement. Therefore, it is important to have a continuous improvement approach in the digitisation plan, to ensure that the company continues to evolve in the digital world.

In summary, a digitalisation plan for a new company requires careful analysis of the current situation, the definition of clear objectives, the selection of appropriate tools and technologies, implementation and training, monitoring and evaluation, and a focus on continuous improvement. All this in order to achieve an effective and successful digital transformation.

How can artificial intelligence help to realise a digitisation plan?

Artificial intelligence can be a useful tool to assist in the realisation of a company's digitalisation plan.

SOME WAYS IN WHICH IT CAN HELP ARE:

1. Identify the areas of the company that can benefit from digitalisation: can provide information and analysis on the different areas of the company that can be digitised to improve efficiency and productivity.
2. Recommend appropriate tools and technologies: can provide recommendations on digital tools and technologies that can be useful for the company, taking into account the sector in which it is located and its specific needs.
3. Develop an implementation plan: can help create an implementation plan that includes specific objectives, timelines and budget for carrying out digitisation.
4. Provide information on best practices: can provide information on best practices in business digitisation, including how to maximise the return on investment and minimise the risks associated with implementing digital technologies.
5. Providing solutions to specific problems: can help identify solutions to specific problems related to the digitisation of the company, such as data security, system integration or employee training.

In general, Artificial intelligence can be a useful tool to assist in the planning and execution of a company's digitalisation plan, providing information, recommendations and solutions to optimise the implementation of digital technologies in the company.

SOME EXAMPLES OF HOW ARTIFICIAL INTELLIGENCE CAN BE USEFUL TO DIGITISE A COMPANY:

1. Virtual assistant: can be used to create a virtual assistant for the company, which would allow customers to interact with the company more efficiently and quickly, without having to wait for a customer service agent. In addition, artificial intelligence can be programmed to answer common questions, provide information about products and services, and perform simple tasks, such as booking an appointment or placing an order.
2. Data analysis: Artificial intelligence can be programmed to analyse large amounts of data and provide valuable information to the company. For example, if the company wants to learn more about its customers, artificial intelligence can analyse social media, online searches and purchase data to provide useful information about customers' buying patterns and preferences.
3. Process automation: Artificial intelligence can be used to automate business processes, which can increase efficiency and reduce costs. For example, artificial intelligence can be programmed to send automated emails to customers after a purchase, to track orders and provide updates on order status.
4. Chatbots: are a useful tool for improving the customer experience. Artificial intelligence can be used to create personalised chatbots that can interact with customers and help them find what they are looking for. In addition, chatbots can be programmed to carry out simple tasks, such as placing orders or booking appointments.
5. Analysis of user behaviour: can be programmed to analyse user behaviour on the company's website and provide useful information about website usage. For example, artificial intelligence can determine which pages are the most visited, which products or services are the most popular, and how users interact with the website. This information can be used to improve the user experience and increase sales.

These are just a few examples of how artificial intelligence can be used to digitise a company. With the right programming and integration into business processes, artificial intelligence can be a valuable tool for improving efficiency, customer experience and profitability.