Whether you are managing a remote team, or some of your employees are on the go, you can improve your productivity and go completely paperless in the office by implementing an effective collaboration software designed to your needs. While there are cloud computing solutions designed for companies that are available at a low price, you might want to consider investing in your own technology and taking full advantage of the custom features offered by the product. If you are ready to get started, below you will find a few tips to make sure that your project will be a success long term.
Number of People to Be Connected
You need to plan your software for the current and future workforce in your company. If you are planning to employ remote workers or freelancers, you have to consider this. If you are limited to five people accessing the platform at a time, and you have more, your software will no longer serve your business needs. It is always better to plan for expansion than being limited by the capabilities of the software.
Another important thing you need to look at is your current office infrastructure. Does your company have enough storage to backup the system files? Is your operating system able to handle the large applications? Do you already have an intranet system that can be integrated in the new development? If you are not sure whether or not your new software will be compatible with your existing applications, and your remote workers’ computers, it is best to check with the software development company first, to avoid disappointment.
While you want everyone to stay connected, you don’t want unauthorized access. If you have remote workers, or those who are on the go, you need to protect your infrastructure and files. If some of your employees will use mobile devices to collaborate with the team, you need to ensure that the app created is safe and encoded according to industry standards. If one of your employees loses their laptop or phone, and people from outside of your organization will access your files, you will face reputation loss, and data protection breach that will cost your company a lot of money.
To customize the settings and make sure that everyone gets access to the areas they need to use, you might want to think about creating different access levels. Management levels will provide access to reports, financial details, and analysis, while lower level access will only allow users to complete and send tasks. It is recommended that your remote workers get a different access level than those in the office, and access control passwords are set up for maximum security.
Change is constant in the world of business, and you have to be prepared for it. Your business size, model, and even working methods might change in a year’s time, and you want the collaboration software to adapt to these changes. You might want to add features and integrate new software, and if you cannot do this, you will end up getting a new company software designed again, and wasting money.
Ease of Use
When designing your internal collaboration and communication software, you will need to have the end user in mind. If they are not tech savvy, it they will have trouble operating a complicated system. The simpler the user interface of your software will be, the more likely they will start using it, saving you money, and making your business more productive. After you get the demo from the developer, ask your employees to test it and give you feedback, so you can tailor the interface to their needs.
Support and Training Options
You don’t want to spend weeks or months trying to figure out how each part of the program works, and then training your employees on how to use it. Find a company that develops the system and offers ongoing support, as well as training for your employees. This way, you can implement the new infrastructure as soon as possible, and make the most out of the newly created collaboration solutions to improve your business.
When commissioning a new custom business software, you will need to consider what you would like to achieve, how it will save you time and money, and make your employees’ lives easier. Think about future development, expansion, and make sure that your developer will stick around to give you training and support when you need it.