Automating Processes in Businesses Using Information Systems
... sneak peek
At the center of business development and globalization today is technology. Across all processes, organizations are adopting computing systems to ease their way of conducting operations. With technology, businesses are giving themselves an extra yard of better performance and a competitive edge. Technology has allowed businesses to take their innovation and creativity to another level. Marketing, production, financial management, and even communication in businesses have been shifted to technological platforms. Technological infiltration and penetration across the globe has been on a massive rise. As a result, businesses have taken advantage of technology to boost their market fortunes. When you review the existing information systems in your business, you might conclude that you are way ahead; however, there is a sea of opportunities ahead to get better.
What's your IT position in your business?
Within your business, your production system is as important as the information systems put in place. Functions, performance and productivity within your organization all owe their continued improvement to well set out information systems. It is imperative to understand that technology is not an option; rather it is a necessity to keep your business's growth dream alive. This realization will be attributed to being part of the primary reasons why your company will have immense growth in the coming days. No, this is not a get-rich-quick scheme. It is a guide to adopting clear-cut information systems to get your business powered by the all-modern and all-robust computer technology.
To begin with, the marketing and promotions sector has one of the most comprehensive information systems. It is high time you realized that your target markets are no longer just chased on the ground, rather a huge presence online gives a platform to access them. In this regard, exercising aggressive marketing online, through social media and other community and social websites will give you the leverage you need. The system is such that, once the company has something to communicate to consumers, the first destination is the web.
Moving on, the administrative unit has an elaborate information system of sharing data and making business-related communication. Whether you are a local business or one with global ties, you need to be in constant communication. Your business, thus, has to have an intensive internal communication system based on the web, intranet and extranet connection all meant to make business easier. With an elaborate communication system, decision-making is eased because consultations and collaborations are quickened.
Information Technology Recommendations for your Business
Despite all the prowess and great presence of information systems within your company, there is always room for improvement. The business can always embrace and adopt new systems that are brought into the market so as to keep making progress. Following is a discussion on the possibilities of technology adoption into your processes and operations, to ensure you remain on top.
To begin with...
There should be a comprehensive system linking consumer needs to the administration and the warehouse departments. Intercommunication between the organization at large and the outside world should also be set up in a comprehensive way that serves every need. Your businesses might have elaborate information systems within; however, you need an equally robust system for external operation.
You have a superior human resource (HR) system that tracks workers, provides real-time data on the number of hours worked, any overtime, KPIs set and those met, and more.
Where are your clients in your IT model?
Customers need an easy interaction user interface with your business. If one exists, is it built to meet the current market demands and expectations? It should therefore be styled in a way that befits the preferences of consumers, and the market in general.
Customer Data Sensitivity
One thing that brings about much sensitivity when users of a system are accessing and using it, is the request for personal details. They need a conviction that there is no third party who has the capability of accessing their information. We are all skeptical about providing personal details to online service providers.
Imagine you are installing a clock app, then this pops up on your android phone.
What questions come to mind? Why do a clock application need access to my contacts?
If you are a skeptical user, would you allow such sensitive rights to that app? I know I wouldn't.
Personally Identifiable Information (PII) should be treated with absolute confidentiality. Personal details such as names and contacts, and payment information should be on a case to case basis. Make it clear to the user what your business intends to do with any PII information collected. Let your system tell users that you can be trusted.
Customer Centric System Automation
A good user interface should be put in place with so many considerations. Automation of the system is a necessary step in the digitized world today. One of the most important things to keep in mind is that customers desire a simple, easy to learn, and secure system for all their transactions. If the system cannot guarantee them that, they may not put themselves in a position of using it. System automation reduces human intervention to a minimum. If you are looking for a large local, perhaps global market, automation is thus necessary.
The system must be in such a way that it is self-regulating. Much of the help that users ask for should also be available in the system, and available on demand-basis. This ensures that response time is low and convenient. There should not be any alternative to the comprehensive user interface being automated.
Benefits of Customer Centric System
There is a multitude of benefits to this comprehensive user interface that include;
- Real time feedback from consumers that would help the business to improve on quality of products and service delivery.
- Enhanced information sharing between the business and consumers, which is critical in making purchase decisions for some people.
- Saves a huge amount of time in creating interaction between the organization and the market that could otherwise be done face to face.
- Reduced time requirement for consumers to interact with the business at any given time.
With the said benefits, the organization may look forward to bettering its operations through the platform, directly and indirectly.
Importance of Visuals on a Customer Interface
One thing to learn about consumers and human beings in general is their love for visuals. When something is visually presented, it tends to win their attention more. Therefore, the comprehensive user interface should be more visually-themed than it should be textually themed. Images should appear across the screen, as should statistical charts that appeal to the consumer to buy. The desired end result is getting positive financial gain from the platform. If this cannot be realized, there shall eventually be no point in having the platform in the first place.
Therefore, appealing to those potential buyers should be a priority through visuals.
Networking and Interactive Processing
The two principles of networking and interactive processing facilitate development and use of information systems. Making it possible to have the integration of data possible is the networking aspect. The system must bear that component because you want the client in Sydney, another in Tokyo, another one in Rio, Cape Town, or New York to all access the same kind of information. Across the different places, languages and preferences will differ, but the impact felt should be the same. This brings in the point of interactive processing, where the end user gets information closer to them.
Centralization versus Decentralization
The end-user base is not all based in Manchester, or the whole lot in New York; rather, your business is dealing with a client base across the world. If you are to offer them the best service across the platform, one thing needs to be done; decentralization. In literal meaning, decentralization involves dispersion of processes and operations from a central point to other regions. With a decentralized policy of this platform, you shall manage to serve the specific market needs of every region, considering the different economic dynamics of each of the covered places.
End-User Computing Needs: Mobile vs Computers
You may have a platform that is unique and superb. It may be great looking and easy to use, but highly incompatible with the end-user's computing needs. The generation in the world today is highly inclined to using smartphones rather than PCs. Therefore, a great concern should be the system's compatibility with today's phone. A mobile version of the platform may be more important than even the computer version of the same. From this realization, the company may opt to develop a mobile phone application to make things even easier. Therefore, the development phase should keep in mind the computing needs of the targeted persons.
Recommendation for Development
If the recommendation is adopted, there will be a question of whether to adopt an already existing system, or develop from scratch. From the onset, the preference should be building a system tailored to suit the very specific needs of your company. When the organization adopts a system that is specifically tailor-made for them, there are so many advantages that come with it. Most essentially, the security question has more answers to it because the vulnerabilities are sealed from within. Even if they may not be entirely sealed, there is the ability to determine how to act when a threat is posed, because there is an internal understanding of the information system. Therefore, do not acquire the system, develop it internally if there are resources to do so.
Potential Security Threats to Consider when Implementing IT solutions in your Business
Cyber security has become one of the greatest concerns in the world today. Therefore, every system that is digitized and computerized must be evaluated against the potential of cyber threats. This evaluation should ensure that the possible risks are averted and users provided with a clean slate. To begin with, 'virus' attacks on the system could be critical and have catastrophic consequences. This may lead to massive loss of data that the company may not have anticipated. Therefore, putting measures in place to deal with such a situation can be prioritized. One such measure could be cloud backing of data in the system.
Hackers have also been upping their ante with their illegal works. The system should be built in such a way that gives them an absolute zero chance of accessing the servers. The thing to do is ensure that an alarm shall be raised any time there is an attempt to illegally access data from the system servers. The servers shall contain critical end-user information that must be retained at all costs. It is a security concern that must be treated with caution.
A Trojan program is a highly dangerous security threat. This can be used by illegal persons to access servers and severely compromise them. Trojan has the capability of capturing passwords, credit card numbers among other sensitive details. The program masquerades as normal, but ends up being the link to heinous acts. It can be avoided by ensuring the system remains updated with the latest and best versions of antivirus; such as Kaspersky. A common forgotten threat to systems is the way employees use it. When they expose a firm's information to non-legalized persons through their personal computers, it amounts to a security threat of that information. For instance, an admin who logs into the system with their personal computer can leave the password accessible to a person who may end up using it for their own gain.
... Conclusion
Technology is the only way for businesses in a competitive market today. Organizations are finding their reprieve through technology. Slow adopters of technology have at times found themselves swimming in murky waters when trying to keep pace with their peers in the market. You should always look forward to being the leader and adopting technology to their advantage. When that becomes the case, your chances of making it big in the business circles shall definitely improve. Consumers are the end-users of products, and they make the most important part of any business cycle. Without them, there is absolutely nothing like business. Therefore, computing solutions should be provided with a clear platform that targets them. Most consumers have become digitized, and they need to be treated as such. Their operations need to be taken a notch higher though a comprehensive system that covers all that they need from the firm. It shall be a gain-gain situation for business and end-users as operations and services are taken a notch higher.
