After the decision to reorganise business processes at the enterprise has been made, an important step is the choice of application software that will be designed to serve and automate the business at the enterprise.
No matter if you need to buy a project management suite or accounting software, it requires a collective decision from the employees or superiors who need it or those involved in the business.
The main task of any control system is to provide a comfortable and sufficiently functional “workplace” for the user. We have given several criteria for choosing a task management system that describe in the most detail what exactly needs to be paid attention to, and what points should be taken into account when choosing a system.
Business management software explained
A business is created primarily for profit. And any software product created to solve certain business issues, which at the same time directly or indirectly contributes to an increase in profits, is a product for business.
And also, if the program does not affect the company’s profit in any way, it can be attributed to any category other than the business system.
Important points to take into consideration before choosing a Business Management software
Paid or Free?
This is, perhaps, the very first question asked by the specialists of the companies responsible for the choice of the management system. The answer to it depends on what goals and objectives you set for yourself. Free systems are certainly not cheese in a mousetrap. They have enough functionality to solve simple tasks. But, as a rule, they have a number of restrictions that sooner or later make themselves felt.
Assess your financial capabilities. If your choice is a paid solution, consider the following factors as well:
Terms of software provision and use
An online service where payment for providing access to the system is charged monthly (sometimes quarterly or annually). The cost of the service also includes a fee for providing space on file storage and providing technical support. The main disadvantage of this approach is that if you pay late, you will most likely lose access to your data.
The second option implies a one-time payment for the software in full. At the same time, technical support in the first year of use is provided free of charge, then – under a post-warranty service agreement. In this case, if you refuse to pay for technical support, you will not lose access to the system, but support services will not be provided.
If you decide to install the solution on your own or a specialised server of the data centre, you need to decide on the executor of the implementation project . The system implementation project implies the installation of the necessary tool, its customisation according to the needs and requirements of the customer, as well as training users to work in the system.
If you have an advanced IT service, then perhaps you can cope with the task on your own. Otherwise, you need to use the services of an integrator company or solution seller. It is very important to take these costs into account when budgeting a project.
Functionality and integration capabilities of the solution
If you install non-interconnected programs and applications to solve each management problem, ultimately this can lead to confusion not only in the information space of the company, but also in the minds of users, which will certainly affect the quality of work.
To solve this problem, both full-fledged systems and lighter solutions are suitable . The solutions help to establish electronic document flow, manage tasks and work together on projects, maintain a customer base and track information at all stages of the transaction. This allows you to automate all the main business processes of the enterprise, save time and effort on routine operations, and ensure business growth.
Cloud or your own server?
There are 3 options for deploying the system:
- In the system manufacturer’s cloud
- In a private cloud
- On your own server
Let’s consider each option in particular, highlighting the advantages and disadvantages.
The system manufacturer’s cloud is the most cost-effective solution. The vendor has already prepared all the necessary resources for launch, so the deployment of the system will not take much time and will not cause much trouble.
However, this option has several important drawbacks: the impossibility of accessing data in the absence of an Internet connection, the complexity of integrating the system into the company’s information space, limited server settings and system maintenance (all server settings are performed by the system provider, you do not have access to administration functions).
Private cloud is practically the same as in the first case, however, the server for deployment is provided not by the system manufacturer, but by another company. The method also has economic benefits, but the deployment of the system will require additional manpower and resources.
Unlike the first option, there are more opportunities for integration, since you will have access to the “core” of the system, and you will be able to independently make the necessary settings. Maintenance in this case can be carried out both in-house and by the manufacturer of the system.
Your own server is the most expensive option for deploying the system, but at the same time the most “flexible” and secure. To install the system on your own server, it is necessary that the hardware and software meet the requirements specified in the solution specification. The implementation and support of a software product can be handled by both the system manufacturer and your IT service.
The principal advantage of this method lies in the maximum flexibility of integrating the system into the information space of the company. The undoubted advantage is also the availability of the system in the absence of an Internet connection. However, if you do not have qualified IT staff, deploying the system on your own server is unlikely to be for you.
SMEs can leverage business management software in many terms. The other thing to consider is the company size. Many businesses have a number of employees that are operating from different parts of the country. Hence, for these types of companies, choosing a business management system is the best option to pick.
The solution will enable you to handle all of the employees on one page. Below are the reasons that make it essential to keep company size in consideration while choosing the software for business growth:
Also, you can pick the solution as per the number of the desired usage and users. It assures that the internet speed is enough to run the software without any complication or delay.
From the correct software, you can easily expand or slow down your business, according to the seasons or peak or downtimes.
Most businesses use various types of services and software to assure their progress. It is beneficial if it holds the capacity to acquire data from tools. Like; to create comprehensive reports on expenses, the solution should import the data easily from the company system. In addition to that, by API, you can share the data among the systems to evade double data entry to reduce the risks of manual errors.
It is advisable to use the solution which supports the devices on different platforms, like, Windows, Mac, Android, and iOS. It enhances the team’s mobility as they can work freely despite the location and links every team member when there is an emergency.
Customisability and Scalability
The management solution with simple customisable functionalities might get accessed easily. Holding these features, the solution can offer you the graph of the progress on a daily basis and print daily work automatically. It might assist you in reducing the time spent on extra processes. For instance, an electronic queuing system can be fully customised.
The business solution scalability is however a point to take into consideration, especially, if you are considering leveraging it for long-term processes. The reliable software that boosts your company’s growth goes a long way and assures a better customer experience.
Business Management Software must be profitable either by increasing sales or by lowering company costs. Therefore, the competent implementation of such programs always pays off and even becomes profitable.
At the same time, it is very important not only to choose a good system but also to fine-tune it so that it really helps to automate the business processes inherent in this or that company.
Many systems are not bad in themselves, but bad in that they are not fully implemented. Therefore, no matter what system you choose, you must always plan all stages of implementation and bring the process to the end. Only in this case your expenses for work automation will pay off and make a profit.
About the Author
Allen Daniel is a content marketing manager & has been providing the Smart Queuing System solutions for a long. Being an employee of Qwaiting, one of the best queue management software, she likes to provide users with effective & trending write-ups on the software and their manual testing. She strives to offer information rich content, including blogs, articles, and guest posts that users find useful & helpful for them.