CAFM & IT
IT’s not too late.
review. The economic news is unlikely to have lifted spirits as businesses headed into 2012 but some new year’s resolutions can be more useful than others. Internal investment presents challenging decisions for business at the best of times so some self analysis can be a good alternative which can offer profitable rewards. By reviewing systems and processes businesses, whatever their function, can improve the way they work and the level of service they provide, raising standards and making them more competitive.
IT in the property sector is a case in point. Many property managers, investors and occupiers have installed highly innovative software products that can make their users’ lives easier and more productive. Many businesses, however, still operate reasonably successfully by using outdated processes that have been adopted over many years, so the investment made in the software isn’t being fully realised. Rather than working with outdated practices business should consider reviewing three main parts of their business practices to help bring improved profit and raise service standards.
1. Business Process Review Automate of Eliminate! The start of a new year is a good time to review existing business processes. It is
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very easy to fall into the trap of using a computer system and people in the same old way – because it works and “we’ve always done it that way”. There’s every chance, however, that the software has moved on to offer new facilities that could provide significant efficiency gains. For example, the “purchase to pay” process can include many outdated, time consuming phases, from chasing a paper invoice round the office for authorisation, to relying on memory to account for commitments made to spend money. Many components of a business process can now be automated which provides not only efficiency gains but usually a better audited practice.
2. Reports Are the reports you’re producing what your business really needs? As computer software moves forward it is usual to find more and more option for standard reporting that are easier to use flexible reporting tools. This is a good time to carefully consider your audience requirements rather than simply churning out the same old reports. It may be that a new report or perhaps just a more creative use of new filters or sorting facilities could make the recipients life a little easier. Routine reporting could of course be automated to save time and ensure punctuality allowing users
January may be long gone but it’s never too late to make a ‘resolution’ for positive change and Trace Solutions believe that it’s never too late for an IT
to concentrate more on exception reporting where you are alerted only when attention is really required.
3. Occasional System Users Get more value from your investment in technology by encouraging more occasional use. Infrequent users can be put off using a system as many functionally rich software programs can appear difficult to use. Some advanced systems offer easily tailored views and menus to deliver exactly what the occasional user requires, allowing system shortcuts to favourite routines. Of course, some occasional users requirements may simply involve receipt of standard or exception reports and automating their production may be the best solution.
For businesses looking for improved efficiencies in a slow economy, IT offers significant potential. The right software will help property managers, investors and occupiers to focus above the level of mundane tasks and not only move the business as a whole in the right direction but improve profitability and efficiency. This will offer benefits in the short-term and stability in the longer-term.
www.tracesolutions.co.uk
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