How do you support your business operations plan with software?

It’s relatively easy to play catch-up with software. Personally I think it’s more important to future proof your systems, starting with seeking a competitive advantage by understanding your customers frustrations with your and your competitor systems - then seeking a system that you can grow into that meets current and future needs of your customer.

In order for the technology infrastructure of the business to meet the operational needs and goals of the organization, this is a fundamental step. Knowing the functions and features of the existing software is essential to identifying any redundancies, overlaps, or gaps in our software landscape. In my opinion, it is important to assess existing software in terms of its usage, purpose, user-friendliness, reliability, security, integration with other systems, cost considerations, identifying gaps and opportunities, and prioritizing improvements. This promotes informed decision-making and provides a solid foundation for determining whether to invest in new software, replace existing systems, or optimize current solutions.

The first step would be to, identify the specific operational needs and requirements that your business operations plan addresses. Determine which areas can benefit from software solutions. Then you select software tools that align with your operational goals and objectives. It's important to look for solutions that are scalable and adaptable to your business's size and industry.

To effectively manage customer relations with Booker software at BeautyMark, the following software requirements should be considered: User-Friendly Interface: The software should have an intuitive and user-friendly interface that allows staff to easily access customer information, make bookings, and manage appointments. Customer Database: The software should offer a comprehensive customer database where detailed profiles can be created for each customer, including contact information, preferences, and appointment history. Appointment Scheduling: It should have a robust scheduling system that allows for easy appointment creation, modification, and cancellation. It should also support recurring appointments and group bookings.

In my 8 years of experience with operational excellence and software implementations, I’ve seen a common misconception among management about who should use the software and when. While management often wants a system to manage KPIs, they often lack a plan for leveraging the data once it's in place. To avoid underutilization, we work with management to clearly define the problem they want to solve and secure commitment from all layers on the target workflow. We ensure everyone understands how their roles will change, how much time they’ll need to spend in the software, and the actions required when the system generates actionable reports.

I agree. I know nobody likes to do it , but this is why setting up a call with the software company is so huge. Line out what you need. Ask the questions you need answered, blatantly and directly. Even when I refer business to another business I like to make sure they set up a call and get everything out on the table. This leaves less room for error or surprises. I like to think of it more as a screening than a sales call. Of course businesses want to do business. Get over that, and ask your questions. Play out scenarios . See how they react. There is an AP software company I recommend all the time. A) they handle business and B) they have a thorough Q and A with anyone before implementing anything or moving forward.

Do not forget to ask for references of each software and contact them. Ask them what they think of the software, what is good and what is bad. Then You will get a better view to be able to select which is the best option for your business.

I always assess the effectiveness of the software I'm using - in supporting your operations plan. It's important to note that being open to upgrading or replacing software as your business needs evolve is KEY.

Besides the steps outlined here, there are a few other considerations to keep in mind: 1. An evaluation of the costs associated with the implementation, maintenance, and upgrade of the software is crucial. This includes not only the initial purchase price but also ongoing licensing fees, support charges, and customization costs. 2. Consider the software's ability to grow with your company: It is crucial that your software is able to accommodate growth in users, data, and usage without causing significant performance issues or disruptions. 3. Change Management and Continuous Training and Development: Implementation of a change management plan is key to ensuring a smooth transition, addressing any resistance, and providing training.

I would also acknowledge integration capabilities with other software that’s used as well with the company, how flexible is the system or is it rigid in how data is collected and analyzed. Not all systems work the same and integration could be a bottle neck depending on what software is chosen.

If possible, for continuity and cost management. Home grown software are ideal. As we in the developing countries battle with economic challenges that could affect business optimization. It will be easy to improve and expand the capabilities of software quickly.

Provide adequate training to your employees on how to use the software effectively. Ensure that you have access to reliable customer support or IT resources for troubleshooting and updates.