Business Digital Transformation: Steps and Benefits

In the era of digital technology, business digitization processes appear to be the only step to take on the likes of other competitors and develop in a sustainable way. Business digital transformation could save management time and costs. Thanks to it, you can effectively organize all important documents and optimize work.

Digital transformation for business

So what is digitization? What benefits will digital transformation strategy bring to enterprises? Let's explore the answers to these questions in today's article, which provides you with intelligent digital business management solutions.

What Is Digitalization?

Digitalization is the process of converting data and manual processes into a digital format. It is the application of technology to manage and transform the operations into computers or other storage devices. 

Digitalization includes the conversion of records, papers, handwritten documents, prints, images, etc.,. It aims at storing information in a scientific and optimal way.

When business owners convert data and information into bits and bytes, they can control, manage, and optimize security. And all data after digitization keeps unchanged. This trend helps managers improve productivity and work efficiency. Plus, they will save time when making decisions.

The Benefits of Business Digital Transformation

Before digitizing business processes, you often spend a lot of time searching for documents, making mistakes in the management process, and seriously affecting work performance.

Data management is not only simpler and more accurate after digitization. It also helps you easily access information, save space, and increase data security.

In particular, it is also the perfect stepping stone for the digital transformation of businesses in the technology age. Here are some specific benefits of business digitization.

1. Increase Work Productivity

As a matter of fact, it takes at least 12 minutes to search for documents for each employee.

Digitization provides necessary documents with just a few simple steps, optimizing your company's data search time. Thus, you could improve the efficiency and quality of work of employees.

Thanks to the digital transformation, you could have more time to learn, improve your skills, or tackle more important work. The digitization of business processes also helps you make quick and accurate decisions. You can also limit mistakes when using data.

2. Simple To Use With No Limitations

All digitized data will be stored on computers or electronic devices that can connect to the Internet, making it easier for you to access and find information.

After digitizing documents, users could access them anytime, anywhere, without limitation. Besides, you can also use many documents in timing with no difficulty and complexity. 

Digitizing business processes gives you unlimited access to information

3. High Access Security

Digitizing data makes it easy to track and manage the information optimally. You could also restrict access to the data source when needed. At the same time, it is possible to proceed with installing related workflows for each individual or department.

Accordingly, you could limit or control the data's access rights, comment rights, and editing rights. You could also make it private if it's important personal data.

That means you could be rest assured about the safety or security of the data when storing and using documents. Managers will no longer have to worry about lost, stolen, or damaged documents as the data is safely stored in digital format on technology software.

4. Improve Space Use

With the traditional data management method, you will have to take up a lot of space to store papers and documents. This is costly and exposes important documents to risks such as fire, damage, loss, etc.

These problems are probably eased when digitizing business processes.

The management of data backed by technology software results in optimal space utilization and reduces rental costs for enterprises.

You could use these savings to invest in machinery, equipment, and personnel, helping to increase production and business efficiency.

5. Perfect Stepping Stone for Digital Transformation

Virtual data storage is considered the perfect stepping stone for the digital transformation of enterprises. Digitizing business processes lays the foundation for organizations and businesses to survive and thrive in the future.

Digitization integrates many intelligent and convenient features when storing and managing data. As a result, organizations will operate more efficiently and professionally, opening up opportunities for sustainable development.

 Virtual data storage is the perfect stepping stone for digital transformation

Suggested Steps To Digitize

The business digitization process includes seven steps:

• Identifying digitizing needs and goals
• Identify the steps in the implementation process.
• Identify the main content of the digitization process.
• Workflow control
• Identify the steps that need to be changed and optimized.
• Find the right support tool, including software, equipment, and services.
• Complete digitization of business processes.

The steps to digitizing business processes depend on the goals of each business. Here are some basic digitization steps that any company must go through.

Step 1: Determine Your Digitalization Needs and Goals

To digitally transform business processes to achieve the desired effect for managers, it is essential to define the right requirements, information, and purpose of implementation.

• Clearly defining the requirements and information helps you classify documents correctly, avoiding errors when entering data.
• Sticking to the goals provides you with the ability to control time, work frequency, and data management efficiency.

Step 2: Determine The Implementation Process Steps

In the stage of business process digitization, managers need to understand the steps to take clearly. This makes it easier for enterprises to assess progress, control performance, and measure work efficiency.

Additionally, the clear and detailed listing of each job will help employees better understand their tasks, avoid errors in implementation, and increase work efficiency.

Step 3: Determine the primary content of the digitization process.

This is considered one of the key steps in the digitization process because it helps management determine whether activities are on track or not.

Key content may include the following elements:

• Implementation stages
• Where does the reference come from?
• Who is the supervisor?
• Evaluation of the process

So what will the process of performing these main jobs be like?

• Pre-test test to evaluate the effectiveness
• Testing during implementation
• Measure the feasibility of the process.

Step 4: Workflow Management

Controlling the digitized workflow needs to be taken seriously. You need to specify the following elements:

• unit of measurement for work control.
• Tools to support workflow control
• points and issues that need to be controlled.

Step 5: Identify Change and Optimization Stages

Once you understand the steps in your workflow, you can evaluate and consider which steps need to be changed or digitized. This step is intended to help you reduce unnecessary delays in your business.

The digitization of the stages will help the work progress better.

Step 6: Locate the Best Support Tool

After identifying the points that need to be digitized, it's time to find a suitable support tool or solution for your business. Currently, many companies provide services to support digital transformation or digitization of activities in enterprises.

However, too many choices could sometimes confuse you. You had better know what your company needs to choose the right tool.

It is best to list the minimum requirements that your business needs support from software or technology solutions. You could rely on these requirements to compare the features that the software or application has to see if those solutions could solve your problems or not.

Step 7: Complete Business Process Digitization

Once you have found a solution for your business, it's time to get in touch with your supplier to begin perfecting the digitization of your business.

You still need to have certain process quality control and monitoring to ensure that your business's operating apparatus can operate smoothly and efficiently.

FieldCheck: The Optimal Solution for Business Digitalization

Enterprise digital transformation will achieve optimal efficiency when enterprises choose the right reputable service provider. The FieldCheck task management software is highly appreciated by customers for its business management efficiency and proven positive results.

FieldCheck supports digital transformation

With FieldCheck, all processes of operations, business management, and paper-based tasks are no longer difficult problems. The software helps you store and manage all your business data accurately.

Optimize business management with FieldCheck's outstanding features on mobile devices:

• Control the number of products sold from the storage system in real-time.
• Manage employees easily with check-in/check-out, day-off requests, etc., with the touch of a button.

Employees check-in easily with FieldCheck

• Record the number of products in stock, calculate incentives, and support store quality monitoring with simple operations.

Record the product numbers in the stock

• Support, easy task assignment without the dependence on time and place.
• Manage information accurately, quickly, and easily.

Attendance management on FieldCheck

• Collect data easily and quickly on the phone.
• Support to check, remove duplicated data, and avoid operational fraud.