Your company likely uses dozens of IT processes every day, and staff probably go through the same steps to generate a report, contact new clients, or complete employee onboarding. Streamlining your processes involves simplifying or eliminating unnecessary steps; after all, the more efficient they are, the more time your employees will have. This preserves the quality of their work, automates any repetitive tasks, and can save money for your business.
With the rapid digitalization of the business world and IT processes permeating most aspects of modern business operations, the need to streamline them has never been more pressing. In this piece, we’ll outline three methods of simplifying and modernizing your IT processes.
1. Use an Excel-to-web application to streamline spreadsheets.
Numerous problems can ensue when multiple employees can contribute to company documents. Older versions can get confused with newer ones, formulas may accidentally be overwritten, and those without the right software might not even be able to access them. Meanwhile, the cost of updating these software packages across the company could put a major dent in your bottom line. The risk of exposing your intellectual property through careless user handling further accentuates the need to manage your documents – particularly your spreadsheets – more efficiently. This is where an Excel-to-web application can help.
Instead of using spreadsheets in the traditional way – sharing individual files between staff members – you can convert Excel files into a web application. Web-enabling spreadsheets eliminates the problems associated with multiple spreadsheets, as only the web-enabled version can be used and altered. Only approved members can access the portal and edit its data, significantly reducing the potential for errors and keeping your intellectual property out of unauthorized hands. What’s more, you’ll no longer need to spend on spreadsheet software for each employee or hope that clients will have the same packages as your business.
2. Automate your social media and email processes.
Social media and email marketing can provide phenomenal returns for businesses. Approximately 71% of consumers who enjoy a good social media experience with a brand are likely to recommend the brand to others, while every £1 spent on email marketing returns a mammoth £32.28 on average. Although the returns can be significant, it takes considerable time and effort to manage your social media pages and emails. Tasks like monitoring engagement, managing customer service, and even creating social media posts and writing emails in the first place can be difficult to keep on top of.
However, you can streamline both using automation tools – for instance, managing all social media pages from one dashboard. You can schedule posts so that they’re automatically sent out at specific times on each platform, saving you the task of manually posting them yourself. These tools can also track your content to help you determine what type of post works and what doesn’t, with analytics tools monitoring metrics like engagement and comparing results against competitors.
With other tools, you can prepare emails in advance and schedule them to be sent whenever you desire. With list segmentation, you can divide recipients into different groups and send targeted emails to particular clusters. This ensures that your audience will receive only relevant information, which improves the efficacy of your email marketing campaigns. Social sharing tools can integrate your social media and email marketing campaigns. You can also customize signup forms and generate reports that provides data about readers’ locations and the most popular links in the email.
3. Use cloud storage to store your data.
If you’re still relying on hard drives for data storage, a corrupted file can become a major drain on your business’s time. Even if your data isn’t lost, recovering it may take some time, to the detriment of your operations. Furthermore, depending on the nature of your business, physical hard drives may take up space in your office that would be better used for accommodating staff.
This is why you should consider cloud storage technologies instead, which remove the need to maintain costly, bulky hard drives and can automatically back your data up. This enables you to quickly retrieve files, should your computers face any issues. And, as this data resides in the cloud, it definitely won’t be affected by issues like theft or an office fire either. By hastening data recovery, you can minimize any potential disruption to your business.
Is it time to move on from Excel? Learn “Five Reasons For Corporate Finance Departments To Finally Ditch Their Spreadsheets.”