data management Archives - Page 2 of 2

Better Virtual Management: Machines and Employees

Posted on March 11, 2021April 14, 2023 by Christine Evans

Everyone can agree that 2020 was a completely unprecedented year for the global economy. The entire supply chain was disrupted and all businesses, workplaces, and employers had to pivot their operations in ways previously unknown.

While prior to 2020 the idea of working at home was mostly relegated to freelance contractors, 2020 catapulted nearly the entire working population into that category. Where business owners found themselves struggling was in the management of machines and employees.

Now, the world economy is starting to recover, but business owners are still grappling with some of the same questions.

How can machine shops engage employees who remain on a work-at-home basis until they can get their vaccine? How can machines be remotely controlled to provide better throughput, workflow, and lights-out management?

These are the questions businesses everywhere need to tackle—and answer—if they are to remain competitive in a post-pandemic world.

Though businesses are primarily looking to return to “business as usual,” the manufacturing world has been forever changed by the events of 2020. That means, as much as business owners want “normal” to return, they face a “new normal” instead. While virtual management may not be as necessary as it was when nearly everyone was working from home in the pandemic days of mid-2020, the adjustments made are going to become part of regular business activities, including the ability to manage machines and employees virtually.

Without virtual management capabilities in place, businesses might just get left behind by those that continue to incorporate these capabilities into their business structure for increased output and profitability.

Invest in Top-Tier CNC Shopfloor Management Software

Better virtual management will always start with digitalizing the shop floor, placing machines and employees on a virtual network that provides instant feedback to both in terms of shop processes, throughput, and machine performance.

The best software that will tie machines and employees together is a suite that allows for the simultaneous and instant management, analysis, and optimization of machine tools. With these three items in place, managers and shop employees can access real-time data, adjust workloads, and gain insight from automatic digital analysis to optimize workflow and machine downtime.

All CNC machine shops recognize that downtime is one of the most significant factors in reducing profitability and employee productivity. When a machine is down, the machine’s operator is then taken offline to focus on troubleshooting issues with the machine. Whether it is past due for maintenance, a tool got out of alignment, or the unit needs to be reconfigured, the operator is taken away from their regular job to troubleshoot, and the machine’s workload is halted until the problem is solved.

With the digitalization of the shop floor, unexpected downtime can be dramatically reduced, unexpected problems minimized, and workflow and production boosted. Software that automatically feeds analytic data to machine controllers empowers employees to make critical decisions that save the shop floor, and the company, time and money.

Place More Data Into the Hands of Employees

When a limited number of employees are running the shop floor and managers are left to remotely work with them, empowerment for in-the-moment decision-making is key. The pre-pandemic shop floor ran very differently, with different operators able to run questions by the supervising manager by waving them over to ask a question.

Today’s employees are not only reduced in number, but also their supervising manager might not even be on-site for part of the day. What these employees need is data at their fingertips with guided analysis to make decisions along with the kind of instant communication that allows their supervisors to “OK” their choices.

Remote management software that links CNC machines together can simultaneously provide data to machine controllers and supervisors. With integrated communication software between workers, managers can access the same data set their employees see. Rather than emails or phone calls back and forth, with the right communication software, managers can approve or recommend actions based on real-time data.

Remote management and real-time data give employees the ability to be proactive in suggesting a course of action while providing managers the ability to preside over these decision-making opportunities.

With this kind of data access and communication, employees are given the power to make decisions with the safety net of having managers virtually by their side to provide further information, insight, and opportunities for learning.

Digitalize the Entire Shop Floor Process From Start to Finish

Digitalization only works to its full capacity if the entire process, from product design and machine concept to product execution and machine servicing, is digitalized. While it can be argued that any amount of digitalization is better than none at all, only partially digitalizing the shop floor will more often than not leave employees lacking data, information, and necessary analytics for accurate decision-making. Managers and machine operators alike need the maximum amount of data possible to make decisions effectively.

For machine operators, accessing the entire value chain is critical. They need access to product development, production planning, production timing, required output, machine tool life, and the minute set of data that informs them what the machine can handle.

By accessing this kind of data, the ability for optimization grows exponentially. The more a shop floor can be optimized for workflow, downtime, and throughput, the more shop productivity and industry competitiveness can be increased.

Incorporate Cloud-Based IoT Software

Digitalization is only as good as the ability to access data and remotely interact with it. If a shop switches machines over to a digital process but then proceeds to place the data on an internal server, the digital information is only as good as their on-site ability to process it.

If nothing else, 2020 showed the world that data must be remotely accessed. The answer, of course, is to incorporate cloud-based IoT software when the shop floor is digitalized.

When machine data streams instantly to the cloud, managers can access and effectively manage shop floor employees regardless of whether they’re in the same state or a different country. Data is key to management and shop floor data must be hosted somewhere other than an internal server. Cloud-based data should be remotely accessible by all parties who are involved in the management and decision-making processes for the shop floor. With remotely accessible data, all employees will have the ability to optimize machine processes, production rates, scheduled downtime, and total shop floor efficiency.

How Manufacturers Are Innovating in 2021

Posted on February 22, 2021November 22, 2024 by Matt Bernot

As they do every week on Twitter from 2-3pm EST, the great people behind #USAManufacturingHour (@DCSCInc, @CvtPlastics, and @SocialSMktg) lead powerful and informative discussions about the latest topics in manufacturing. This blog is sourced from discussions from the inaugural #MfgHour Virtual Networking Mixer.

Innovation comes in all shapes and sizes—this is especially true in the manufacturing industry. While the manufacturing industry contributes a whopping 11% to the overall United States GDP, 75.3% of American manufacturers have fewer than 20 employees.

In short, the small business manufacturers of America continue to carry the weight of the economy on their backs.

This is no small feat, especially considering some of the staffing challenges that have plagued manufacturers of late. Despite 8.6% of the United States workforce being employed in the manufacturing industry, 89% of manufacturers report they are having trouble finding qualified workers.

There are many factors that have contributed to the recent growth of this issue. This is a dilemma that demands industry-wide attention—and in some cases—a fundamental rethinking of business operations.

The future of manufacturing will demand a lot from businesses both big and small. While every manufacturer is unique in terms of their product and service offerings, one theme holds true—innovation is necessary.

Small Change, Big Result

One of the most curious elements of innovation is that change often starts small.

Let’s take a step back from manufacturing for a second—this is a theme that holds true across society at large. For example, the average person does not contribute an alarming amount of greenhouse gas emissions. The effect, however, is cumulative—while a single person’s actions don’t dictate the fate of our environment, the aggregate sum of every individual’s actions do in fact help dictate it.

Sure, this is a relatively moribund example, but it does effectively illustrate the point that small actions often have big consequences.

In manufacturing, finding innovative and creative ways to increase the frugality of your production while upholding the standard of excellence that your customers and clients have come to expect is certainly no easy task.

Cathy Beck of Grey Sky Films has seen this play out firsthand. Videography had been disrupted by the pandemic—without the ability to have frequent site visits, it was time to think outside the box.

Cathy and her team worked hard to create custom content databases for her clients to access virtually. This not only satisfied her existing client base, but this methodology functioned so smoothly that it led to additional clients coming on board.

In the Beck household, finding innovative solutions is a family affair. Years ago, her husband helped a snack food manufacturer save a significant amount of money and resources with one, small change in product packaging:

“They realized that by minimizing waste by 1/10th of an inch would save them a ridiculous amount of money by the end of the year. Think about that, how tiny that was but how effective it was.”

Not every innovation has to be a novel invention or a reality-shattering epiphany. Sometimes, all it takes is taking a more detailed and organized approach to the things your business already does well. And as the oft-quoted cliché goes, good things come in small packages.

Lean Manufacturing Processes

Most of us have found ourselves in a position like this before: we are so hyper-focused—some may say “obsessed”—on the end result of a professional goal that we lose sight of what’s directly in front of us.

In other words, sometimes we put the cart before the horse.

Task management is vital in nearly every industry. In manufacturing, it takes on an elevated level of importance.

People have a tendency to keep their blinders on, especially when it comes to over-focusing on the final outcome of the product. That’s not a bad thing on its own—it’s obviously important to have a clear picture of your end-stage product.

Having only the end result in mind may cause someone to overlook various, crucial aspects of the production process—utilizing more fuel efficient machinery, finding more durable materials, and even assessing how your equipment is arranged on the production floor.

Lermit Diaz, CEO of SCTools, knows a thing or two about how important it is to focus on every detail of the lean manufacturing process. His approach: the size of the change is not as important as the consistency and dedication to every detail that serves the overarching goal:

“The small steps will encourage you to get that objective and you move to the next one and the next one.”

Gina Tabasso from Dar-Tech, Inc shares a similar perspective when it comes to keeping projects and production in scope. As we mentioned earlier, the vast majority of American manufacturers have less than 20 employees. In other words, not every company’s eyes need to be locked in on the jaw-dropping figures that companies like Apple and Volkswagen produce:

“You don’t need to be innovative on a global scale with your company or a process or project – it can be in your individual jobs.”

At the end of the day, make sure that you know what your end goal is—but don’t get lost in chasing it. Take your manufacturing process one granular step at a time.

Adapting to Modern Manufacturing Methods

Every year brings industry wide change to manufacturing processes and the manufacturing industry as a whole. In 2020, we all experienced just how quickly change could be ushered in.

For many in the manufacturing industry, it was time to upgrade their online presence. This meant seizing the opportunity for change in a way they hadn’t before.

When asked if anything changed in his marketing efforts, Noah from ArtusCorp summed it up succinctly:

‘”Absolutely. Yes, it changed. I would not be sitting here talking to you guys without that.”

Sometimes the speed of change is overwhelming. In modern manufacturing—especially small business manufacturers—this is often the norm.

Sometimes the speed of change is overwhelming. In modern manufacturing—especially small business manufacturers—this is often the norm.

Many who were not privy to the digital marketing landscape prior to 2020 found themselves entering 2021 much more knowledgeable on the various mediums that can be used to connect with customers and clients alike.

One medium, Instagram, has been a boon for manufacturers as of late—some manufacturers have been able to utilize Instagram for making connections, showcasing products, and even making sales. Jen Wegman of Insight Information Solutions has seen firsthand the benefits that Instagram has to offer:

“I would target fabricators and woodworkers who needed castors for their stuff and we would get consistent leads on Instagram and you’d think, ‘why is a manufacturer on Instagram?’ You’d be surprised.”

Forming connections and fostering relationships with sales goals in mind is nothing new. But this year, many manufacturers have discovered new and creative ways to accomplish this goal.

Wrapping Up

Modern manufacturing innovation comes in many forms. More often than not, it’s new technologies that drive innovation by finding novel ways to increase efficiency. Other times, it’s repurposing existing technologies to better fit the needs of a growing business.

Beyond technological advancements, manufacturing innovation also arrives in the form of new methodologies and processes. Your end goal remains the same—the path you take to get there, however, has shifted.

No matter the size or the shape of innovation, it is always just around the corner.

How to Gather Requirements for ERP Implementation

Posted on February 16, 2021October 25, 2022 by Kseniia Goldovska

When choosing an ERP for your organization, don’t make the decision based on another business’s experience. Often, the same system could be both super-efficient and non-efficient depending on the specific needs of the business.

The best way to thoroughly implement an ERP? Involve your employees in the process.

Where To Start

As you assess the requirements that an ERP will need to functionally support your business, you should evaluate the status quo.

Every organization has bogged down, bottlenecked processes that hinder progress—

analyzing your organization’s bottlenecks is the first step in determining the reasons your business will benefit from implementing an ERP. As you do this, define the main goals that you’re hoping to achieve by implementing a new software solution.

Invite your team to collaborate—you’ll need as many insights as you can to develop a clear picture of what your business needs in terms of an ERP solution. Don’t limit your collaboration to the C-suite. Everyone in your organization—from the CEO to the newest intern—will be able to give you valuable insight into the different requirements different members of your organization require. You can also include a third-party ERP consultant to get an outside perspective.

Prioritize The Processes You Need

The selection of ERP software mainly depends on your business’s specific areas of need. For example, if you’re looking to manage your projects more efficiently, you should enlist the services of a software system focusing on project & portfolio management.

Together with your team, understand which processes your business places a priority on.

Your first task: gather feedback from as many members of your organization as possible. A good way to optimize the process is to send each employee a questionnaire to collect as many independent opinions as you can.

The next step: sit down with your employees that deal with the most frustrating bottlenecks your business has. They deal with them directly, so they’ll be able to give you the clearest picture in terms of what part of the process needs to be adjusted.

Brainstorm with your team to define the specific pain points that your employees identified. This list of needed features and improvements will guide you in choosing an ERP.

List Your Requirements

After you have collected enough data to analyze, it’s time to make a list of the specific ERP functionalities that your organization needs.

Your Requirements Should Be:

Avoid high-level descriptions and turn the pain points that your employees voiced into specific requirements.

For example: Your employees spend too much time manually tracking financial flows → The Erp software you choose should have extended automation functionality for financial management, including keeping detailed financial records on all of your projects, should allow you to check their status anywhere, any time, and should generate financial reports at time intervals of your choosing.

You should be able to clearly determine the value that certain upgraded features will add to your business.

For example: track how many hours are saved by ERP automation. If your employees are manually entering data in Excel, track how many hours were saved as a result of automation. In this way, you should be able to easily calculate the return on investment of your chosen ERP.

Don’t fall victim to unrealistic expectations—a software is only a software. There is no magical solution that will mend your business ailments overnight. The right ERP will act as a catalyst for your business—make sure that your employees are working diligently to make the most of the powerful new tools at their disposal.

Making The Decision

After you’ve formulated your requirements list, it’s time to choose the ERP software you want to use. Most ERP vendors offer a free demo of their product. These demos are custom-tailored to give you a preview of what specific functionalities the ERP can offer—make sure you choose an ERP that is deft in handling all of the delicate intricacies that only your business needs.

Make the most of the ERP providers’ experience. Utilize their team of software experts to ensure that their solution is able to be a comfortable fit for what your business needs.

Technical implementation is a major factor to consider. If you have an in-house team of developers, consult with them before making a decision. They will be able to provide insights that someone less tech-savvy may have glanced over.

If you don’t have a team like this on your payroll, enlist an ERP that is able to walk you through and assist you with the oft-complex process of data migration and implementation.

Training Your Employees

The successful implementation of your new ERP isn’t the end of the journey, it’s really just the start. Your employees need to learn how to use the system.

Although your enterprise resource planning software was designed and developed to digitize your organization’s processes and increase employee efficiency, many of them may be reluctant to learn how to use a new software. Your task here will be to communicate the value of the system and to teach your employees to build new and better professional habits.

This is an arduous task at first glance, but there’s good news—most ERP vendors offer personalized support & employee onboarding. Not only will a team of experts develop a software tailored to your businesses specific needs, but they’ll show you the ropes and train everyone in your organization on how to get the most of the software.

Wrapping Up

The prospect of shifting the entirety of your business’s operations to a new ERP can be daunting on the surface. But like most things in life, breaking down this large undertaking into digestible chunks will help you through the process.

The Best Steps To Follow In This Process:

Gather as many insights from as many employees as you can
Determine the main objectives of ERP implementation
Make a list of the specific ERP functionalities you need
Prioritize them in order of importance
Talk to your ERP vendor
Implement the ERP
Utilize the ERP’s vendors expertise in teaching your employees how to use the software

ERPs contain a wide-ranging set of functionalities across an even wider range of industries. Not every ERP will be perfect for your business, but don’t fret—the perfect ERP for business is out there.

Data-Driven Decision Making: A Guide To Working Smarter

Posted on January 25, 2021November 22, 2024 by Matt Bernot

We all have hunches. Whether it’s at work or at home, we often rely on our gut.

Sometimes, it points us in the right direction. (Yes, that person across the bar did in fact smile at you.)

Other times, it keeps us out of harm’s way. (Aren’t you thankful that you dodged that foul ball with almost no conscious effort?)

While your gut is a valuable resource in scenarios like these, it can often lull you into a false sense of security for those looking to translate natural, instinctive insight into the business world.

There will always be those special, gifted few. You know, the ones who are able to make sense of and intelligently act on overwhelmingly complex data sets using only their natural brainpower.

There are exceptions to every rule. Always have been, always will be.

But when it comes to your business, don’t bet on the exceptions. Bet on data-driven decision making. Let’s find out how data-driven decision-making can help your business.

What is Data-Driven Decision Making?

According to Northeastern University, data-driven decision-making can be defined as “the process of making organizational decisions based on actual data rather than intuition or observation alone.”

To break it down even further, there are two types of data that will be relevant to your business: quantitative and qualitative data.

Quantitative data focuses on cold, hard numbers. Sales figures, employee turnover, and shipping costs are examples of quantitative data.

Qualitative data focuses on non-numerical data. Examples of qualitative data relevant to your business would include things like employee interviews, customer reviews, and the job satisfaction of your employees.

Both are important, yet neither provides a complete picture of your business and how it can build and sustain future success. When successfully cultivated, categorized, and deployed, these two types of data sets can transform the way your business makes decisions.

Why Data-Driven Decision-Making Is Important

Sticking to the data allows systems and their respective algorithms to be strong in areas where humans are notoriously weak—acknowledging bias and false assumptions. Computers remove the ever-so-fickle emotional component of decision-making that more or less defines our humanity.

By allowing technology to guide and assist you along your decision-making process, your business will reap tangible benefits.

Reduced spending – If your technology is able to guide you in a more innovative direction (i.e., making less of one product than others) then your process has already begun to bear fruit. Ideally, allow data-driven decisions to limit waste.
Faster decisions – Instead of belaboring over a decision and arguing over fickle details as a deadline approaches, allow data to make the best decisions for you. When a decision is able to be backed by data, the more sound that decision will be.
On-the-fly improvements – One of the best—and often most belaboring—things about data is that it is always shifting. While this may seem tiresome at first, it serves a purpose. By having access to a continuous stream of up-to-date information, you’ll be able to adjust your projects on the fly based on the most accurate information.

How to Support Data-Driven Decisions

It’s one thing to acknowledge the importance of how data-driven decision-making can help your business, but it’s another thing entirely to act on it. So how can your business use data to its advantage?

Before this process begins, some housekeeping is in order—organized data is the best data.

Let’s start by running through a list of questions to ask yourself:

What goals do you aim to achieve from making data-based decisions?

Are you primarily focused on brand awareness or conversions? Is your goal to improve an existing product or to launch a new one? Are your efforts focused on customer retention or customer acquisition?

Where does your data come from?

Is your data reliable? Has it been cross-referenced and analyzed for its authenticity? Have you gotten input from all of the pertinent employees from different silos of your business? Beyond all of that, is your data secure?

In what ways, if any, are you able to universally and easily view all of your data?

Can your data be viewed in digestible formats? Do you have dashboards, charts, and metrics accessible from all kinds of devices? Can your data infrastructure adapt to your growing and changing business needs?

If you feel that you haven’t adequately answered these questions, that’s ok. There are plenty of ways to keep your data organized and all in one place.

Data for data’s sake is only valuable for mathematicians and scientists. For the 21st-century business owner, data needs to be clear, concise, and actionable.

Data-Driven Decision-Making Examples

No matter the size of your business, your business generates data. Whether it’s customer financial data, employee feedback, or social media activity, business data comes in all shapes and sizes.

While all data is valuable and useful, not all data serves the same purpose. For example, datasets containing customer transaction history won’t necessarily help you build a better HR department. A car is a great method of transportation—until you reach the ocean.

Let’s take a look at how businesses big and small used data to drive them toward profitable decision making:

Netflix’s Hyper-Specialized Content – As a pioneer of mass digital streaming, Netflix has a huge subscriber base. Now, you’ve probably heard people say “You can’t please everyone.” Well, Netflix has come awfully close. By analyzing scores of consumers’ watching habits, Netflix has been able to tailor content specifically to their target audiences. One of their first success stories using data to drive their decision-making? House of Cards.

Google’s Project Oxygen – In 2008, Google embarked on an ambitious journey to figure out how to better scout and develop managerial talent. They sourced lots of data points—performance reviews, technical assessments, surveys, etc.—and came to the conclusion that there were 8 main points that led to managerial success. In this case, data enlightened us that “having key technical skills” was the least consequential managerial asset. Who knew?
Horne Label Manufacturing Success – Data-driven decision-making isn’t just for mega-corporations. Horne Label, the largest manufacturer of custom labels and tags in North Carolina, realized that they needed to work smarter. Feeling unorganized and limited by their current methods, turned to the help of a trusted ERP to improve their processes. By taking advantage of the streamlined automation and virtual dashboards now at their disposal, Horne Label was able to cut order input time by 50%. Beyond that, they can now view their data from anywhere, on any device.

Your Data Is Unique

Every business has data, but only your business has your data.

It seems like an obvious point to make, but for some businesses, it’s not so clear. In our copycat culture, companies and business leaders are always aiming to replicate the success of their peers and competitors. This is great in many ways—the best innovations and ideas are often directly sourced from older, less fleshed-out concepts. But in other ways, it’s detrimental.

Instead of looking at the insights and profit margins that have come from large corporations analyzing their data, it’s best to look at how and why they did it.

Rather than asking “What kind of success and profit did their data analysis generate?” you should ask yourself why they chose to analyze data to begin with, and how exactly they went about parsing it.

With all kinds of data solutions out there, it’s important that you choose the right one for your business. But one thing is for sure—data-driven decisions are the best decisions for your business.

You’re Working Remotely. Did Your Data Come With You?

Posted on August 24, 2020October 31, 2024 by Matt Bernot

If you run a business, data is at the heart of every decision that you make. Removing a poor selling item from your inventory is driven by your financial data. Hiring the newest member of your staff is driven by the data found on their resume. Simply put, data is vital.

Businesses that have successfully transitioned to remote work have brought their data—and data management strategies—with them. As a business owner, you have the most intimate knowledge of your business. Knowledge of your finances is just as crucial as your knowledge of your employees. The best data is all-inclusive—it establishes a unity of fiscal and emotional intelligence. By utilizing your business’s “dual-threat” data, you can make the most informed decisions possible.

In 2020, informed decision making is more difficult than ever. How do you make sure the next—and most crucial—decisions you make aren’t hampered by the shift to a remote office environment? As your data moves home with you, make sure that it’s covered by a cohesive data management strategy.

Context Is King

In an interview with HBR, Didier Elzinga, CEO of Culture Amp, discusses how data provides insight into strategic decision making. He says: “Data is the pathway to context.”

As the captain of your proverbial ship, you see your business’s data in a context that others do not. The same goes for your top executives. A decision that appears lucrative in the eyes of your accounting department may wreak havoc on your sales department, or vice versa. Maintaining a balanced approach and overarching vision is driven by streamlined data management.

woman using laptop on balcony with forest in background

Every decision you make in a time of crisis seems amplified. During your decision making process, remember this: not every bad outcome is due to a bad decision. More often than not, bad decisions are born from bad procedures. Make decisions that help your bottom line without overlooking the needs of the people directly affected. Your employees make decisions every day too—make sure that they have an effective and empathic process to emulate.

In the short term, a decision that yields a profit despite taking a tumultuous emotional toll may seem necessary. Given the state of the American economy, it’s easy to rationalize this trade-off. In the long term, however, an environment where decisions lack emotional accountability is a house of cards one strong gust away from demise.

With employees working remotely, the need for individualized direction and attention from your top decision-makers looms large. This may be the first time that you have been able to digitally access your employees’ workflow, so make sure you utilize this data to its fullest extent.

Ease of Access Is a Priority

The importance of your data is undeniable. The only thing more critical than your data is your ability to access it. Moving out of the office has made this a complicated undertaking, but nevertheless, data accessibility needs to be the backbone of your home office.

Not everyone in your organization is an IT professional. Odds are, the vast majority of your employees wouldn’t fit that criteria. In order for your data to best serve your business needs, it needs to be organized and readily available to people in all of your business’s roles—not just those with skills akin to technological sorcery.

As a business owner, you need access to all of your data, all the time. But, the same doesn’t apply to all of your employees. This isn’t to say that transparency and collaboration aren’t core pillars of a productive work environment—they are. What this means is that you need to make sure the right data is accessible to the right people at the right times. Not everyone needs access to everything to get their job done.

If an employee does need access to restricted data in order to complete an assignment, it’s important that they be able to be granted access. If it turns out this data was immaterial to them after all, you have the opportunity to explain why. Your employees will benefit from your big-picture insights, and you’ll learn by seeing things from their perspective, too. Data accessibility needs are dynamic—make sure that you’re able to adapt on the fly.

Your Data In One Place

Businesses similar in size to yours have routinely relied on on-premise storage systems. In the age of the remote office, that has to change. In fact, there is a 60% chance that your business will be forced to cease operations if it suffers a major data loss.

Even if your business wards off data loss, data disorganization can still wreak havoc on your bottom line. Time spent searching for documents and information kills productivity. No matter what the needs of your business are, having all of your documents in a centralized, cloud based location will serve as a positive change for the long haul, even if your employees return to working under one roof.

man on laptop with data charts and graphs overlayed

It’s not just about your raw financial data either—make sure a coordinated system of communication is in place for you and your employees to discuss the context of your data. Additional data gathered about your employees work habits, insights, and decision-making skills will allow you to help them succeed in their respective roles. This type of balanced data is at the heart of successful businesses.

In the age of the decentralized workforce, data centralization is more important than ever. Working from home shouldn’t make you feel disconnected—it should make you feel empowered. You have the tools at your disposal to run your business anytime, anywhere.

The way you work has shifted—now is a better time than any to give your operations an overhaul. Put your data to work by establishing a virtual, connected space for you and your employees.

Ready For More Revenue? Prioritize Data Management Now

Posted on May 26, 2020June 27, 2023 by Matt Bernot

Now that businesses are reopening, we’re all preparing for increased consumer activity. Let’s assume you have the right tools in place to work safely, you’re hiring back employees, your loans have been forgiven, and you’ve even managed to hang onto some cash.

What’s next? You may not need to operate with a skeleton crew, but you do need to manage data to prioritize efficiency. This is an ideal moment to take stock of how your business accesses and controls information. It’s an even better moment to make some changes. Here’s why: with more businesses reopening, spending habits will return to normal. (It will— it always does— just look at post-2008 for proof). You will likely experience a surge of business. But you’ll need to have the right data management processes in place to handle it.

A Winning Data Management Formula

There are several types of data in question, all equally important to your business. You’ll need access to information about:

Customers
New Employees
Finances
Company Docs
Spreadsheets
Orders/Invoices

How can you make sure every employee can properly manage the information they need while also achieving process efficiency?

A simple equation: data management = coherence + automation + accessibility.

Coherence

Data coherence refers to the way information flows between the systems you use to store and use information. It means making sure that you don’t have multiple versions of the same information. As businesses accumulate multiple software products, they tend to experience data getting locked inside certain systems. While integrations between applications can help transfer information between systems, they are often both custom and costly.

Why is data coherence so important? Simply, if you end up with multiple versions of information, you’re prone to error. It doesn’t matter whether it’s customer, accounting, or employee data: you always want to end up with that “single version of the truth.” As your systems become more complex, that’s easier said than done. Files, tasks, projects, and invoices get changed all the time. Employees pass them back and forth, often via email, and edit or add details. If someone makes a mistake in the process, it can be difficult to track down the correct version.

True data coherence means that all information exists in a single copy with a clear edit log. The result is that nothing gets lots and everything has an audit trail. More importantly, it means your employees don’t waste time trying to understand what the most accurate version of any data is within your company.

Accessibility

You’ve had the experience of being unable to locate a report or an invoice. How long did it take you? How often does it happen? Probably more often than you’d like to admit.

Businessman struggling to find files and reports on a desk

Just like coherence with your company’s information, data accessibility is just as important in achieving efficiency. Problems with accessibility often stem from the same source as problems with coherence: working in multiple systems.

Separate systems for sales, accounting, HR, projects (the list goes on) produce proprietary data that becomes very difficult to share across the company. You end up with data silos as a result. And, as your information becomes more complex, there’s more to find— and more places to find it. Practically? That means hours spent for each employee digging through emails or asking permission for access to other software systems. Or, it means downloading endless spreadsheets and ending up with those troublesome data versions.

When operational efficiency is your goal, you need to make sure data is easily accessible. It should exist in a single location that everyone (who has the appropriate permission) has access to.

Automation

Here’s a controversial idea: manual data entry will never fully disappear. Many aspects of business will become faster, and there will be a greater push toward AI and automation. But your customers will still want to interact with a person. And when hiring, you’ll still want to actually see and speak with your candidates, accountant, CPA, and every other human that’s essential to running your business.

There are plenty of interactions (and our need for them, even in the Zoom era) that will necessitate manual work done by real people. But efficiency isn’t about automating everything— it’s about automating unnecessary manual tasks. Those include:

Duplicate tasks
Data collection
Approvals
Status Updates

This is where your choice of software becomes really important. Beware of applications that promise “everything automation.” You don’t really want to automate your business away. Control is about knowing when manual work matters while keeping your teams working efficiently on what can be done with a single click.

The Greatest Opportunities

If your business is surviving and you can anticipate the surge of opportunity (and backlog!) to come, that’s great. But as you keep your eye on big-picture wins, know that some of your greatest opportunities are at your fingertips right now. It’s all about the ways you set up your business for future success.

Flip the perspective for a moment. If things get busier for your organization, and you don’t have the operational efficiency to handle it, you won’t just get frustrated, you’ll miss those opportunities. And you can bet that your competition, who has figured better data management, will thrive. That’s why there’s no better time than now to get started auditing your own efficiency.

Tag: data management