When company owners and leaders hear about digital transformation, they typically love the potential impact of technological change. They have good reason. After all, the software on the market today helps companies in plenty of ways. For example, they can improve productivity and serve their customers with more resources. And that’s just the tip of the iceberg. This kind of software has evolved a lot over the years, so people can do more with it now than ever, including widening the reach of their organization. Digital transformation helps improve security and communication. It can also be used to streamline time-intensive tasks. Things like document management platforms and access control are more effective these days, especially when compared to manual options.
However, not everyone likes change, and some people still resist the possibilities. A lot of organizations face challenges with digital transformation, partly because people resist what they don’t know. Leaders also worry about the implications of moving to the cloud too quickly. Furthermore, there’s also uncertainty over the cost of maintenance for new technology.
The best way to overcome potential challenges is to get to know them first. Lots of companies have successfully made the switch from manual to digital processes. Let’s take a closer look at the challenges of digital transformation and how you can overcome those challenges to get the best possible experience.
Human Resistance to Digital Transformation
Just like with a lot of changes in this world, one of the biggest challenges to digital transformation is humans. Again, people are often resistant to change, so large technology shifts are usually unwelcome at first. It’s just the way that humans are built. We’re more likely to stick with what we know, even if what we know is an old-fashioned, outdated system that comes with lots of roadblocks.
When you start your company’s digital transformation, there are a few things that you can do to make this process easier. First of all, get to know the platform yourself. Get in touch with your software providers and ask any questions you may have. Schedule a demonstration of the product so that you know exactly what to expect from it. Once you’ve gotten to know the software yourself, you’ll be more prepared to answer employee questions about the transformation process.
Speaking of employee questions, understand that you may have to answer a lot of them. Employees will naturally want to know how the system works, how long the switch will take, and other things about the new technology that you’re bringing into the workplace. Be prepared for those questions. Emphasize the positive things that this digital migration will bring to the table. That part won’t be difficult. When it comes to switching from manual to digital, you’ll find that lots of your company’s everyday tasks will become more efficient and convenient.
Of course, your employees will have to familiarize themselves with the platform, too. Once they get to know the new digital document management protocol, they’ll see just how much more convenient it is compared to the manual system.
Consider adding resources dedicated to training people on new tools like digital document management platforms. Hold training sessions on how to navigate through the cloud and how transformation can help with all of the daily office work. Once employees see the benefit of digital transformation, they’ll give their buy-in, and you’ll start seeing results sooner than you think.
Deciding Which Data to Migrate to the Cloud
The next challenge comes from deciding which data should go digital first. If you decide to migrate everything at once, this choice may not be an issue for you. However, a lot of companies are hesitant to take on total digital transformation in one step. That’s understandable. Significant change, especially for large organizations, can be difficult. The bigger the company, the more data it generates, and that means that the digital migration can take a lot of time.
The good news is that you can start seeing the benefits of data migration even if you only migrate some of that data. Processes become a lot faster. As a result, once you start migrating some of your data, you may find more time to migrate the rest sooner than you may have expected.
Now, how do you decide which data to move first? This process is subjective, and it doesn’t have to happen all at once. Some business leaders find it easier to migrate the largest data sets first and do the smaller ones later. Others choose their most important data to go first, regardless of the size of that data. Choose which option will work best for your organization.
Once you’ve done that, you can migrate document management systems, templates, policies and other important information in stages. This process helps companies settle into the cloud more comfortably. Take things slow and adjust as necessary.
Weighing the Cost of Digital Transformation
One thing that stops companies from digital transformation is the perceived cost. People worry about the cost of hiring technical staff to handle troubleshooting, patching, and incident resolution.
Now, it is true that digital transformation requires new skill sets. Managing digital document management platforms is different than keeping filing systems organized. However, switching to a digital platform can ultimately save you money in the long run. Consider how much money your legacy system costs your company. The cost of lost documents and lost productivity can add up. Switching to a digital option can help speed things up, which in turn can lead to business growth that might have otherwise been inaccessible to your company.
We know that the switch from manual to digital can be challenging at first, but the benefits will absolutely be worth the effort. Vasion is here to help organizations understand the benefits of digital transformation. Contact us today to hear how we can tailor a custom approach for you and your team. We would love to have a chat with you about your options.