Digitizing companies and government organizations is a crucial topic in today's era, especially with the spread of the coronavirus. All managers and business owners are taking steps to implement this process. The benefits of electronic management are numerous; for example, you can read this blog post to learn how an electronic company and organization can significantly reduce costs compared to non-electronic ones. In this article, we provide scientific guidance for those business owners and managers who are new to setting up their operations. We will fully explain how and where to start digitizing your company and office.
Small Businesses and New Companies
This article is useful for all business owners and managers. However, for small businesses and new companies that are just starting, it is much easier to begin their operations electronically. This is because they have not yet established any records or used paper. Their employees have not yet used any system and are ready to be trained and educated on a new system for the first time.
Where to Start?
In this article, we will guide you step-by-step on how to digitize your company and office. We will explain how all parts of the company become electronic, and then we can call it a fully electronic company. So, let's begin.
Visibility and Communication of the Company
Every company, office, and organization should be quickly and easily accessible for viewing and communication over the internet. Therefore, one of the steps that managers and business owners should consider is how to do this efficiently and effectively.
Website – Visibility and Accessibility of Work
Your business should be easily found on the internet. To achieve this, your company must have a website. Every website has its own address, just like how your office has an address. People will visit your website using this address. For example, this website where you are reading this article is the website of Patris Company. Our clients and visitors can easily find us through this address (patrisco.com). This address is called a domain name. Besides continuously publishing scientific information and articles in the fields of business management and human resources, we have also thoroughly explained our company on our website. Anyone who wants to know more about our company can easily access it here. We have also detailed all our products on our website. Our visitors can contact us through the website. Note that this task is the website's responsibility; social networks can never perform this task. Instead, they are used for creating connections and quick short content. Creating a website can be done in many ways. You can use platforms like (WordPress.com) which require basic expertise, and you can have your own website in a short time. Alternatively, you can start from scratch through (WordPress.org) either by yourself, your team, or an external company specializing in this field.
Email – Work Communications
Email is the most important way to communicate for work, whether among employees or with external entities. Every manager and employee should have an email. However, one of the common mistakes many business owners and managers make is using personal email accounts like gmail.com and outlook.com for business purposes. These accounts are not suitable for business and should only be used for personal life. Every company and organization should use business email. Business email is designed for this purpose; it allows you to separate work from personal life, and it gives your work a professional look. The business email address should match the domain name of your website, not gmail.com or outlook.com. There are many strong business email providers available, such as (Zoho Mail) or (Google Workspace).
Managing Tasks and Company Processes
Every company must manage its tasks and processes electronically. This reduces much more than just costs; it reduces time, errors, and routines. This task is done through a system known as BPMS (Business Process Management System). To explain simply what this system does, it electronically handles everything from small to large tasks within your business processes. All company employees install this system on their computers; everyone has their own account and performs their tasks through it. However, the importance of BPMS is not just to replace paper with computers; it speeds up task execution, reduces errors, decreases costs, and allows hundreds of types of reports on task execution. In this field, the Karama system is outstanding, one of the products of Patris Company, trusted by many companies and government offices across the Kurdistan Region and Iraq. As we mentioned, the benefits of BPMS are numerous; therefore, you can be the reader of this article .
Accounting and Finance
As we know, accounting is one of the most important parts of any company and organization. Even the establishment of every company requires experienced accounting. Therefore, the best financial and accounting system should be used in organizations, as all financial decisions are made based on the performance and reports of that system. You should always be aware that an accounting system is not just about gathering and displaying numbers or knowing how much you worked at the end of the day. A successful accounting system must be based on the principles and foundations of accounting science. The company's accounting should not only be the result of the accounting department but also the training on the system should be provided so that all its features can be used. At the end of every quarter and year, managers and business owners, based on the detailed results of this system and the advice of the accounting department, can make accurate and error-free decisions. There are many powerful accounting systems available, such as (Zoho Books) or (quickbooks).
Human Resources
The human resources department, or HR management, must perform its tasks electronically and organize employee affairs and company communication through a system. The HR system not only collects all the information and needs of all employees and managers but also organizes working hours, leaves, and shifts. It prepares payroll lists and hundreds of types of reports for you in a short time, allowing you to understand the efficiency of your employees and human resources in detail. Again, you need to be aware that the HR management system should be based on the scientific principles of that field, and it should benefit from the internal experience and demands of business owners. Patris Company has two powerful systems for managing employee attendance and HR: Leopard and Pay Time.
Conclusion
There are certainly many other systems, technologies, and fields that have been digitized by science and business management. In this article, we are pleased to discuss several essential systems for managing companies and organizations. We hope this article has been useful for you. If you own your own business, you can direct your questions below and we will be happy to answer them, or if you know someone who would benefit from this article, share it with them.
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