Digitization is an adaptive change. This is because it takes place in small,gradual and interactive steps overtime. Guidance is required for this process to take place in a smooth and flowing way. This initiates from conception, preparation through implementation and finally resolution.
A proper management strategy is a requirement to ensure that as a business there is complete transition and adaptation to the changes. Here are a few factors that can guide you as you are planning your digitization process.
#1 Know your why
This will define the starting of this process and how it will be done. Thus a plan should be executed to guide the company in the right direction. This plan should include Goals – What do you want to achieve after the implementation. Will the change make the company grow ? and in what way? Are you going to get an electronic document management system software or you are just going to store in the cloud or internal server
Key performance indicators -How will you measure your success? How will they be broken down in steps for you to know you are moving in the right direction. Where are you now or where are you starting?
#2 Whole Team buy in
The company as a whole has to be prepared for the transition and the way to get a buy-in from the whole company is to communicate in a highly effective manner. The employees should be made aware of the transition and why it is necessary and also to assure them of their job security.
This will bring in the employee involvement in the implementation and transition process and easen the process. Who is included in overseeing the project? Who will sign off at every stage? Who will be accountable.?
#3 Scope of the project
What is the scope of the project? Who are the stakeholders involved and will be interfered with when the transition takes place and this involves both internal and external stakeholders.
The stakeholders could be the suppliers, clients or any other persons involved with your organization either directly or indirectly.
#4 Risk involved
What is the risk involved in the implementation and how will it interfere with the digitization process?
How will the confidential documents be handled if you are planning to outsource the process?
#5 Plan in place
Implementation of the digital transition is then done using the plan as a directional tool. Employees should be empowered continuously to speed up the steps in the implementation and to make them get into a place they took part in the implementation.
They should also expect hurdles which they should readily be able to eliminate. There should be continuous communication on the ‘why’ to ensure that everyone is on the same page.
#6 Continuity plan
Plans should be in place to ensure that the implementation sticks because the possibility of backsliding is high. This should be included in the company’s culture and practices.
Controls should be put in place to ensure this takes place and the reverse doesn’t take place.
#7 Conduct an analysis
Conducting an analysis after the implementation is a plus because you are able to confirm if the project was a success.
Questions to ask yourself are like were the goals met? Can the same process be replicated somewhere else?
It is good to know that no two digitization processes are the same though they follow the same stages in the implementation.
For the process to be successful a lot of care and due diligence is required.