Despite the rapid adoption of technology across the world, we are still experiencing businesses who run heavily on paper. Many continue in this way simply because “that’s the way we’ve always done it” or because “we don’t understand technology”. However web-based processes don’t need to be scary, and can bring a whole host of benefits. Here are 5 reasons you should make the change:
1. Organisation
Storing information on paper requires a large amount of space which can build up around the office or warehouse. The information can also only be organised in one way, changing that can be time consuming – it can take an incredibly long time to re-organise all those sheets, files and folders. Storing your data digitally reduces the need for space, and the data can be organised with a single click of a button. If you want to organise data by order number, customer name, purchase date – the options are endless. And just as easily as you changed it, you can change it straight back!
2. Easily updated
So you’re working with a customer, but they decide to rebrand and change their company name. This means you have to find all files that relate to their account, and either erase each section or dispose of them and create new ones. That is going to cause a lot of headaches! With web-based processes, you can simply search for that account name, and change it instantly, no headaches involved.
3. Access anywhere
It’s likely that more than one person will need to access data on orders and customers. This becomes a problem when everything is kept in a single place. If sales reps are out at client meetings, managers are in board meetings or customers are calling the warehouse and require information, it can be difficult or virtually impossible to access. With web-based processes, everyone can gain access to a digital database and have the information they need at their fingertips.
4. Quick search
There’s nothing more stressful than not being able to find a record of something when asked. Paper-based records can be incredibly difficult to search through in a time sensitive situation. As many people likely have access, files can be misplaced, lost or even risk being stolen. By moving your data to the web, information can be searched with the click of a mouse, and is always available when you need it.
5. Legal compliance
The laws around data management and privacy are changing with the introduction of the new GDPR next month. Being able to retrieve, destroy and update the data you hold on individuals needs to be a seamless operation to avoid penalties. Keeping records on paper can seriously jeopardise your compliance and put your business at risk, however with a digitally based database you can be back in compliance within minutes.
At Cyber, we can save you time and money by enabling a move from paper-based processes to more efficient web-accessed systems. Centralising data allows you to respond faster to changes in business needs and gives visibility of the most important information from the shop floor to the board.
If you’d like to talk about your needs, e-mail hello@cyb.co.uk.