Why Bespoke Software?

Businesses seem willing to accept that whatever software package they buy will not be perfect and they expect to have to adapt their working practices to the software – but surely it should be the other way around?? This is where bespoke software comes in.

People often ask me what exactly we do at Roar and when I explain that we develop and build bespoke software, the response is almost always “Yes, but what kind of software?”.  There seems to be a need to fit Roar into some sort of category, but the reality is that we take on a huge variety of projects from small, but crucial, half day tasks, to huge development projects done over many months. This month, I thought we’d take a look at some of what we do and why bespoke can be better.

CRM

I was talking to someone last week who worked for a company that had just invested a significant amount of money in an “off the shelf” CRM.  The CRM was (as most are) geared around a sales function.  Unfortunately, the people using the CRM in this instance were not sales people.  The language and the process used in the CRM were completely alien to this team and so had no real meaning for them.  This had resulted in half the team being reluctant to use the system at all (making it practically worthless) and the other half making up their own list of term translations in an effort to ensure consistency across data entry.  This company are continuing to pay licence fees for a product that is not really fit for purpose and has already alienated a large proportion of users.

In theory, changing the labels (in well written software) is not a huge task.  In reality, getting labels changed in “off the shelf” software can be a nightmare because the original developers may be quite far removed from the end users. Plus, they will now be working on their next “off the shelf” product.

Obtaining a custom CRM system doesn’t have to cost a fortune.  And there are huge advantages!  The system is built to fit with your business and perform in the way you need it to so your employees will find the transition to the new system easy. Another advantage is that you own the software.  It’s yours.  There are no ongoing licence fees.  The system will be easily maintainable by yourselves and if you want to expand it at some point in the future, you can go back to your original developer or appoint someone new.Bespoke Software https://roar-software.com

Systems Integration

Sometimes, when you buy an “off the shelf” software package, it is already designed to integrate with other stand-alone packages or systems (a payroll package integrating with a Workplace Pension Provider, for example) but often these can be restrictive, only integrating with certain providers, and functionality isn’t always what you would like it to be.

We got a call a few weeks ago from a small, local firm who had purchased a piece of software on licence to integrate their website with their CRM.  This particular piece of software kept crashing, though, and then their whole system fell down and no-one could work.  They called us out of desperation (it wasn’t our software) to ask if we could help as it had crashed once again.  Paul went down to take a look for them.  When Paul looked at what this particular piece of software did, it was apparent that we could build an equivalent product for the client for less than the cost of one year’s licence fee.  The software we built is robust and reliable.  This particular company have not only saved money, but have improved their efficiency and reduced the stress levels of their employees as they are no longer frustrated by constant crashes.

Business Automation

Before I worked at Roar, I hold my hands up, I had no idea just how many administrative tasks could be automated.  And I probably still don’t.  The example in our case studies of the automated dunning systems we created is just a small taste of what can be done.  Creating this zero-touch system reduced the number of data entry points and in doing so, reduced the risk of errors being made and communication delays to virtually nothing.  Of course, there was also a time saving as the previous system was very labour intensive.

You can automate a whole business process or workflow, or just a part of it, allowing your employees to get on with the work you actually pay them to do instead of the repetitive administrative tasks that go alongside it.

APPs

We recently developed an app that allowed users to book in to exercise classes.  Prior to the app being developed, the user would either have to contact the gym or teacher to book into the class, or just turn up on the day and hope for the best. If the class was over-subscribed or cancelled, the user would have had a wasted trip.  From the gym’s perspective, the app will allow them to not only see how many people are booked in but to track the popularity of a particular class – valuable when making business decisions.  The app also provides a means of communicating with users so that if a class needs to be cancelled, a message can automatically be sent to those booked in.

Anything else?

Need a countdown clock anyone?  One of our clients did.  They needed the clock to display on a big screen and count down to the start time of an event. They now have a piece of software that enables them to do that whenever they need, or want, to.

Another request we had was for a piece of software to help with some payroll calculations.  In 2015 there were some important legal cases that resulted in employers having to include commission when calculating holiday pay.  There were several complications around how this calculation should be carried out and we were asked to write a piece of software to help with this so that it would not be a time consuming process for HR and to ensure consistency of treatment when making the calculations.

Already got a CRM that you have invested a lot of time and money in? But it doesn’t do what you need it to or does it in an awkward way? Again, this is the type of thing we can help with.  It may be that we can develop a piece of software that runs alongside your CRM and just makes everything that bit easier and smoother.

So, What Exactly Do you Do?

All of the above and so much more!  I guess you could say we do the bit that is invisible to you and your employees but just makes things better.  Makes things easier. Makes tasks quicker, less ‘clunky’. We are the company that can make your life easier, your business more efficient and (potentially) your employees happier.

 

Roar Software offer a free, no obligation business systems review for anyone ready to explore how bespoke software could help their business to grow whilst at the same time improving workplace wellbeing.

Digital What?

Once again, workplace stress is in the headlines as the number of people suffering continues to grow. Last month, I Roar Software Digital Transformationblogged about how embracing new technologies in the workplace could provide a golden opportunity to improve workplace wellbeing.  I touched on Digital Disruption and Digital Transformation as I highlighted research that claims adopting AI in the workplace will give workers back two weeks a year.

The more reading I do, the more I am convinced this is the way forward for any business wanting to improve workplace wellbeing.  But as I read, it is clear there are a lot of terms being bandied around that could be confusing and get mixed around.  Zandra Moore, CEO of Panintelligence, talks about the use of “mind-boggling language which confuses people and is a barrier to working together” and I think her point is valid across all industry sectors.  So, in this blog, I am going to try to define some of the phrases and buzzwords you might come across.

 

Digital Disruption

On the face of it, using digital technologies to change the way you do business.  It also includes applying new business models and the aim is to affect the value proposition of existing goods and services.  Or, how can you do what you’re doing now in a different way that will make you more profitable. Digital Disruption can be applied to a single area of the business or the whole business – for example moving from ledger books or excel spreadsheets to cloud based software for your accounts is a digital disruption; as is the adoption of the Platform Economy (think Uber).

Digital Transformation

 Essentially, what happens to the business when a digital disruption takes place.  But it is so much more!  Digital transformation needs to be cultural for digital disruption to be truly effective.  It encompasses “organisational activities, processes, competencies and models to fully leverage the changes and opportunities” I think the most important part of digital transformation is the cultural aspect.  I am sure I am not the only person who has worked for a company where the CEO has decided to make a digital leap, believing it will benefit the company and employees, without ever really instigating the cultural shift that is needed to ensure successful adoption of the technology.

 

Digital Business Automation

This is part of the digital transformation.  It could be described as the automation of repetitive work, tasks, processes, workflows and even decisions.  Successful digital business automation requires the task, the workflow, whatever to be completely broken down and examined from end to end.  It’s really important to think about the impact of each automation on the rest of the process, workflow and business as a whole. As I said in Scalable Technology, there is no point in automating one part of your business if it means another part will not be able to cope with the increased productivity and you are not ready to address that at the same time.

 

Digital Resilience

So you’ve weathered a digital disruption and completed a digital transformation!  You’re good to go right?  But what about your digital resilience? This is about your reversionary modes of operation.  What happens if your tech goes down?  There have been a few incidences recently of the banks grinding to a halt (very frustrating) because their “computers are down”.  If that happened to you, would your business still be able to function? And if it couldn’t, what would the impact be on you, your customers and your employees?  It’s definitely worth considering a fall-back system if it is something you can arrange.  Depending on the size of your business, that might just be taking the information down with good old-fashioned paper and pen.  If your systems are all cloud based, it’s making sure wherever your servers are they have a system to cover them in the case of, for example, a power cut. But what happens if the power cut is in your office?  How much battery back-up time do you have for your electronic devices? How frequently do you back up your data?  Do your employees know how to complete a task manually if absolutely necessary?

Regardless of whether you are undertaking a digital transformation or not, these are all good questions to ask of any business and undertaking that risk management exercise is invaluable.

 

AI – Artificial Intelligence

Do you automatically think “robot” when you hear the term AI?  For a lot of people, “Cybernet” springs to mind.  But what does AI in the workplace mean?  And what does it mean for jobs?  The first thing to remind ourselves is that this is nothing new.  Did you know that the first prototype industrial robots were actually used as early as 1961?  I think there is a difference between a machine that has been programmed to do something (for example a robot that has been programmed to spot weld something to a car) and true artificial intelligence.  Computers capable of learning in order to better carry out the task they were initially programmed to do, could provide a huge benefit and time saving within the workplace.

We are already seeing the use of chatbots – and while they may have been stilted and struggled to understand everyday conversational terms in the past, things are changing. Robots are very successfully carrying out manual repetitive tasks in many environments – picking product off shelves, for example.  Robots that can learn – AI bots – provide a plethora of opportunity that we should embrace.

These AI systems will work alongside humans, not steal their jobs.  AI will potentially make your job easier, quicker and possibly different. It does not mean there will be no jobs – how long has voice recognition software been around?  Did it get rid of the secretary or PA? No – it made the job easier perhaps, but not redundant. The Davinci Robot has been around for a lot of years carrying out surgery with great precision but it will always need a guiding surgeon (due in part to the unique nature of every human body).

AI is only as good as the data it is provided with to learn from.  A great example of this and of how essential human sense checks are for any AI implementation is the Amazon AI recruiting tool that was eventually dropped when it proved to have a gender bias.

 

Augmented Reality (AR)

AR adds digital elements to a live view.  Simplistically, think about a furniture company allowing you to see how a sofa fits and looks in your living room; or being able to see what a new pair of glasses or hairstyle would look like on you.

 

Virtual Reality (VR)

VR, on the other hand, is an immersive experience.  Putting on that virtual reality headset really does block out the “real” world around you and take you to another place – or even dimension.  My first experience called to mind training in laparoscopic surgery – looking at a screen to see what I’m doing with my hands instead of staring down at my hands and what they were touching.  The training possibilities are endless.

 

These are just some of the terms that I am reading in the various articles that cross my desk each day.  I think some may be being used interchangeably (digital disruption and digital transformation for example) but the most important thing to focus on is the huge benefit any size business could realise from assessing the opportunities the digital world opens up for them.

 

Roar Software offer a free, no obligation business systems review for anyone ready to explore how digital disruption can help their business to grow and improve workplace wellbeing.

Digital Business Automation

It’s that time when I start thinking about what I’m going to write about for the next blog.  Some months, I won’t lie, it takes me a while to come up with a topic I want to write about.  This month, however, I have already written nearly 4 pages of notes on digital business automation.  It all started with one article that struck a chord with some blogs I’ve already written but got me thinking about several other issues too:

 “AI will give workers back two weeks a year, says research”www.roar-software.com October Blog

So many questions!  AI doing what?  What will workers do with the extra time?  How does that fit with Digital Transformation? Is it just about Digital Business Automation or will it need full Digital Disruption?  What’s the difference between the three? What about Digital Resilience? What even is Digital Resilience??? Lunchtime Yoga!!

Workplace Wellbeing

Those of you that follow my blogs, may recall that way back in April I wrote about businesses introducing lunchtime yoga as a way of trying to reduce workplace stress.  You may recall, that while I am not against lunchtime yoga per se (I actually do an 1.5 hour evening class every week), I feel that there are other approaches that could potentially be more beneficial.  I guess some of what I was getting at was the cultural shift that was really required (more on cultural shifts later). I have experienced businesses that introduce lunchtime activities driven by HR and designed to help reduce stress only to see them fail because management aren’t bought in, and employees don’t feel able to leave their desks to attend.  I suggested that a better approach to reducing workplace stress would be to tackle the main cause – overwork – and that one way of doing that may be to look at how tech could be utilised to reduce workloads for individuals. According to this research, using AI in the workplace could release 3.5 hours per week for the average employee. That would enable employees to take a proper break at lunchtime; to reduce the extra unpaid hours they put in arriving early or leaving late; give them thinking time; enable them to be more productive because they are not as stressed and overloaded.  It’s a win, win! BUT ONLY, and I mean ONLY, if a cultural shift also takes place to make all of those things acceptable in the workplace.

Workplace Culture

My working day ends at 5.30pm.  I have a boss who is very protective of his own free/family time and doesn’t expect anything different from any of his team.  Yet I still feel guilty when I pack up at the end of the day.  There is still a sense of dawdling so I’m not the first person to leave the building.  So deeply ingrained in me after all these years of working is the “can’t be seen to want to go home” attitude that even in a totally different environment, I struggle to shake it. Lucky are those of you who just pack up and leave without a care.

The culture of a company is so important and going to be even more so as the use of AI becomes more widespread.  There is a lot of scaremongering going on – stories in the media about how robots and AI are going to steal our jobs are an almost daily occurrence – but actually, this is a golden opportunity to improve our workplace wellbeing.

What would you do with extra time?

Of course much depends on how businesses view those 3.5 hours a day and some of that may depend on the drivers and motives for them undertaking the digital disruption that will lead to those 3.5 hours becoming available.  There are so many possibilities: a shorter working week; shorter working days; more manageable workloads; utilising the time created to upskill employees so that both they and the business can gain the maximum benefit from emerging technologies.

 

Digital Disruption isn’t just about the introduction of new technology, it is about introducing new systems and new ways of working, too.

 

More on Digital Disruption, Digital Transformation, Digital Business Automation and Digital Resilience in the next blog.


Scalable Technology

I keep hearing people talk about scalable technology but what do they really mean and what impact could it have on your business?Implementing Scalable Technology - Roar Software

When we talk about scalable technology, we are really referring to the extent that a system, network, or process is capable of coping with increasing volumes of work – or whether it can be easily expanded to accommodate those increasing volumes.

In theory it should be simple.  But with so many technologies out there, all promising to deliver efficiency savings, or bring you up to date with the latest happenings and technological advances, it can actually be a lot more difficult than it might first appear.

 

How do you implement Scalable Technology?

There are many considerations when you are looking to implement new technology, whatever form that may take, and you are keen to ensure it is scalable.  Here are a few questions that might give you food for thought if you are about to disrupt your business.

 

  1. What is your overall aim?

Take a step back and revisit your original business and growth plan.  How does the technology you are considering implementing fit in with that? What do you hope to achieve?  It sounds obvious but there is no point in investing in, for example, a new all singing & dancing payroll and accounts system that is designed to cope with up to 10 employees if you are planning on having 20 within 2 years (even if you only have 2 now).

 

  1. How will any single change/upgrade affect people?

Before you implement any new technology, plan in your mind (or on a piece of paper) how it fits with all your existing processes and workflows, and the impact it will have on them. Consider the impact it may have on employees, users, customers.  Say, for example, you introduce an automated process that means Jane in production can produce twice as many Whizzbits in an hour than she used to – what does that mean for Jay in packing? And how will he feel if he can’t keep up?

Last time I looked, a company’s most valuable asset was still considered to be its employees. Introducing change is often a challenge and handled the right way is almost always a pleasure.  Just remember to answer the WIIFM (What’s In It For Me?) for each of your users.

 

  1. How will any single change/upgrade affect everything else?

Where new technology is introduced into a work flow, what will the impact be at either end?  Will your existing technology integrate with the new and what will that mean?  If your existing servers and networks don’t have the capacity to cope with the new technology, you may get frustrated as well as not being able to maximise the true benefit.

And It might be great to improve sales but not if your customer response times can’t keep up and you start to lose some of your reputation.

 

  1. Are you introducing technology for technology’s sake?

Have you been caught up in the latest fad? Everybody on the block is talking about some new gadget or way of doing things and maybe you’re starting to worry that you may be perceived as being ‘behind the times’.  Perhaps engage in a cost/benefit analysis to assess whether this will really benefit your business in the way youwant and need it to.  What might you lose if you go ahead?

 

  1. Do you already have the capability you need?

You may be pleasantly surprised to discover that you already have scalable technology and that all you need is a little expertise to help unlock that existing capacity.  It may be that some of the processes you still handle manually can be automated with very little effort, freeing up people and capacity to handle new business without detracting from your existing customers and clients, for example.

 

 

As our businesses grow and the way we work changes, it is all too easy to get caught up in the feeling that we need to implement every technology possible.  I bet though, if you think back over your life you can remember at least one piece of technology that you bought into, used once or twice and is now sitting in a corner gathering dust.  Perhaps it didn’t quite do what you wanted or hoped it would do? Or perhaps it just didn’t make a big enough difference to your life to warrant the effort involved (I’m thinking the portable CD player that wouldn’t skip tracks if I took it out running with me… Or Vista! – need I say more?).

Having said that, selecting the right scalable technology will provide you with a benefit that will just keep giving, and working with the right provider, who cares about your business, not just their own, will pay dividends.

 

If you are interested in finding out more and exploring technology solutions that would work for your company, Roar Software offers a Free Systems Survey.  You will be provided with a report encompassing the capabilities of your existing technology and making recommendations that will benefit you now and in the future.


Women in Software

As we continue to expand, we are recruiting again at Roar Software.  Sifting through the applications it becomes glaringly obvious that we are lacking something – female candidates.  “Why are there no women?” I can be heard asking the room in general.  I am met with a puzzled silence. None of us is sure.

I’ll be honest, while I occasionally read about professional female software engineers, I have yet to meet any.  Having Isobel in the office in June for training/work experience was a breath of fresh air.  Isobel was obviously enthusiastic about pursuing coding as a career and displayed talent – she has an open invitation to come back to further develop her skills – but Isobel has not come to coding through the traditional route and, up to this point, is largely self-taught.  The whole situation has got me thinking about why there aren’t more women in the industry.

Nothing new

Women programmers are nothing new.  The recent film, Hidden Figures tells the story of women working at NASA, effectively as ‘human computers’.  The story is based on the lives of women such as Annie Easley.  Easley began working for NASA in 1955 and became a computer programmer when the ‘human’ computers were replaced by machines.  Given that was more than 60 years ago, it feels disappointing that I am still sat here lamenting the lack of female coders.

What about now?

Linkedin have done some statistical analysis showing that across all industries, females only represented 9-23% of the workforce with software engineering skills. This might not be the most scientific research and in light of other statistics, I think the figures may be a little skewed.  Only 8% of students studying A level Computer Science in 2017 were female (only 0.4% of females opted to study Computer Science in 2017 according to a report from the Department of Education looking at A-level and other 16-18 results in England).

The 2017 GitHub Open Source Survey found that out of approx. 3,800 respondents, 91% were male and only just over 3% were female.

What can we do?

The multi-million-dollar question!  And with no easy answer.  I read about lots of initiatives encouraging young women into STEM.  How young do we aim for? At what age do we start to foster interest in STEM subjects?  Those initiatives are definitely needed but there are women coming through now who have discovered coding as a career a bit later on (like Isobel) and we need to ensure that they make it in the industry and that they stay.  The number of females leaving mid-career is double that of men.

One thing that keeps coming up is the lack of female role models and mentors – who do our young female coders aspire to?  This is a bit of a vicious circle.  I watch the guys working in here, heads down, sometimes oblivious to the outside world and I wonder if female coders work in the same way?  Can we encourage them to lift their heads and get more involved in encouraging the next wave of female programmers?  There is talk of gender pay gaps, lack of advancement, stereotyping and, even worse, sexual harassment all contributing to an unwelcoming culture.  Reading that ‘language and/or content’ makes females feel unwelcome has encouraged me to revisit our recruitment to see what I might be able to change.

If we want to see more female software developers, everyone in the industry already needs to take a close look at what they are doing and how they might be able to do it differently to make women welcome.


Work Experience at Roar Software

As a rapidly expanding business, recruiting the right people is key.  And for us at Roar Software, that means bringing people on board with the right ability and skills.  As part of our selection process, we ask candidates to complete a coding exercise and during this latest round of recruitment, one candidate very honestly told me that it was beyond her current abilities.  Isobel was taking an unusual route into the industry and we decided to invite her into the office for a week to see how we could support her in her aspirations.  This is what Isobel had to say about her experience.

A Week at Roar Software.

Isobel Burton

“Finding a path into a software development career can be difficult without a Computer Science, or at the very least a STEM degree, but thanks to a week spent at Roar Software I am now several steps further on that path.   I’ve been able to gain valuable experience about the world of software development as well as learn the basics of several key elements –  all of which has encouraged me to continue pursuing a career in this field.”

How it came about.

“I first developed an interest in coding in my final year of university, studying for a degree in Classics. This is certainly not the most typical degree you would expect from someone who wants to be a software developer but I have always had a keen interest in technology and much of what I most enjoyed about my course were the more technical elements: translating various languages and studying the structures of these languages. With this in mind I began to teach myself elements of software development after I graduated. I began with HTML and CSS and, subsequent to my enjoyment of these, branched out to JavaScript and Python. It was at this point that I began applying for IT related jobs, one of which was at Roar. After sending them my CV I was sent a coding test which unfortunately I did not think I would be able to complete with my current level of knowledge. At this point Roar was kind enough to invite me to spend a week with them to improve my skills; an incredibly helpful gesture that I appreciate so much!”

What Happened.

“During my time at Roar I was first given an extremely helpful introduction by Paul into the use and importance of databases, following which I began to learn a language directly applicable to this; SQL. With the support of Paul and the rest of the team I was able to learn the basics of SQL and even work through some exercises modelling situations in which databases could be extremely useful. The next task after this was learning Django which I could then use together with my new knowledge of SQL and my existing Python knowledge to hopefully be able to create some exciting projects.

“Learning Django took me longer than it did SQL and, though I got stuck several times, with the fantastic help of everyone at Roar I gained a good knowledge of Django. As a satisfying end to my time at Roar I was able to complete much of the original test exercise that I had been at a loss to tackle just weeks before! My time at Roar Software was enjoyable and informative and I learned so much about software development; from the basis of two crucial languages to the importance of beginning with sensible database structures. I felt thoroughly welcomed by a supportive and extremely knowledgeable team and I now feel so much more confident not only that IT is the right career field for me, but also in what steps to take moving forward to ensure that I continue to make progress with learning software development. Thank you so much Roar!”  Isobel Burton


Remote Integration

Well April and May have been busy months for Roar Software, not least because our illustrious leader, Paul, was away in Rwanda for almost 2 weeks working on a software development and integration project for a live event.  You can read more about that here.

Even though Paul was over 4,000 miles away, the time difference was only 1 hour and the only thing that inhibited communication was his broadband speed.  Having Paul working away from the office for that length of time raised the topic of, for want of a better word, ‘home’ working.  I say for want of a better word because that was the first thing that I stumbled over – ‘home’.  How many of us believe that ‘home working’ is just a euphemism for spending the day in your PJ’s answering the odd call?

For years, I worked as a field-based employee and the majority of my time was spent on the road, visiting clients at their own premises.  And there was still a stigma if I was going to be working from home to catch up on my paperwork, even though my ‘office’ was hundreds of miles away!

Home v Remote

There is plenty of research to show that home workers are often more productive than their office-based counterparts but many employers still seem to be reluctant to encourage home working and I believe that is, at least in part, due to that PJ image. Perhaps a change of language may help? In the US, the term often used is ‘remote’ workers.  Apart from increased productivity, having employee work remotely can offer many other advantages, for example, reduced overheads as less office space is required, a larger pool of people to select the workforce from as there are no geographical limitations (especially good if the work is highly skilled and there is a shortage of talent); a generally more relaxed workforce as they no longer have a stressful commute into the office.

Technology Support

In this day and age, is there really an excuse for not encouraging home/remote working and for not ensuring that it works for everyone?  As many companies are now looking to migrate their systems to the Cloud, there are even fewer reasons to insist that everyone is in the same working space all the time.  Anything can be accessed from anywhere and the technology to do so is just as accessible and affordable. With so many different communication methods open to us now, there is no excuse for remote workers not to join meetings

The Flipside?

Of course, there is a downside to having a remote workforce – the employees can feel, well, remote.  Consolidata experimented with complete remote working for 12 months and this was definitely one of the negatives they highlighted.  For most companies though, a central office is maintained that employees can visit and hot desk in.  In the same way that we integrate our systems and software to function more efficiently and work better together, we can use a variety of tools to ensure that even a remote workforce is integrated.  For example, having extra cameras and screens when people are joining remote meetings so that everyone can see each other and not just the presentation/chair.  Hubspot experimented with “remote week” and have some great suggestions for meetings.

The Future

Technological advancements coupled with an increased use of Cloud computing will, I believe, see an ever increasing number of companies move to employ remote workers.

Wasting time in traffic or remote working?

With all the rail disruption of the last few weeks and ever increasing traffic congestion on our roads, remote working is looking like an even more attractive option for everyone!  Gain an extra 2-4 hours a day by getting rid of that commute? Yes please!


Disrupting your Business to Stay Ahead of the Competition

It is a competitive market out there and to stay ahead of the game, many companies need to radically change the way they work and make better use of technology.  Digital transformation may seem like a huge undertaking but it doesn’t have to be.  Nor does it have to require a huge financial investment.  What it does take, is a bit of homework before you even start.

When you take the decision to disrupt your business in this way, it doesn’t necessarily mean ditching all of your existing tech and systems – it’s really about how you can get more out of what you already have.  One of the things you may look to do is outsource any software development involved and the developer you select will be able to provide you with invaluable guidance on leveraging your existing technology.  But that is only part of the overall project and in order to be successful, there are a few other things that need to be considered.

Employee Engagement

The first is your employees’ reaction to change.  If you can exploit the positive and manage the negative reactions you may experience when you first suggest a change in the way employees work, you will be half way to a successful implementation.  The key is to engage your employees from the outset.  You may have your own ideas but, you know what? Your employees may have some pretty amazing ideas too. After all, they are at the coalface, working with your technology and processes day in, day out.  Listen to them.  For smaller companies it is easy to sit down with all the staff, gather ideas and gage responses.  For bigger companies, selecting a representative working group (remembering to include the “difficult, opposed to change” employee too) might be the best way forward.  Make these initial meetings fun and open – no idea is too way out and people should feel free to express those ideas.  I always remember sitting in a “blue sky thinking” session. Of course, all the creative sales guys had gone blank and then our P.A. piped up “What about giving away a naked fireman calendar with every purchase?”.  I cannot tell you how inappropriate that suggestion was considering what we were selling – but I can tell you how appropriate that comment was for that moment in time.  The ice was broken, wacky ideas flowed which in turn prompted more realistic ideas and a plan evolved.

Formulate a Plan

And that plan is your next step.  At this stage, it is probably more a wish list of outcomes – what you would like to achieve rather than how you are going to achieve it.  Peter Drucker famously said “If you can’t measure it, you can’t improve it” so keep that in mind as you formulate your plan.  What does success look like for you?  And what does success look like for your employees and customers?  The answers might be different and if you can achieve both, you’re on a winner!  When you are looking at what you want to change, however radical, ask yourself what you will gain or improve by making that change. Try working backwards.  What do you want to gain or improve, what can you change to achieve it?

Select a Software Developer

Whoever you select as your software developer, see them as a partner.  Invite them to a working group meeting (maybe even before you have made your final provider selection) as their input may be invaluable in drafting your final spec.  Be open to any suggestions they may make and take seriously any challenges they highlight. Exploit the wealth of experience the best software developers have.

Consider the Delivery Impact

So now you know what you want to achieve and you have selected your software developer – what next? You have already engaged with your employees and management are on board.  Make sure you have given due consideration to the impact on company stakeholders involved in the delivery of the project.  How will it affect their existing workloads?  Employees will quickly disengage if they feel all that is in it for them is a mountain of extra work and their day to day tasks are falling behind.  What else will being part of the group mean? Do you have field-based staff who will be pulled in to the office more often, perhaps? Have targets and objectives been altered accordingly?

You, your software developers and your working group should all be clear on which features of the proposed software are most valuable to the end user.  What are your priorities?  It is also important to agree timelines, key milestones, contacts and contact methods.  Delivery of the project is a two-way process and it is important that you are responsive to your software developers’ requests for data and information.  Many software development companies take an Agile approach to software – releasing early and then continuing the development until the desired end point is reached.  This has many advantages as long as you have both been clear on what the minimum viable product is.  Software developed in stages can help resistant employees to adapt as they don’t have to cope with too many changes at once.  Bugs are spotted and fixed early (it is almost impossible to replicate every scenario for a piece of software in a test environment – users will always do the one thing you don’t expect them to!).

Extending the scope?

Don’t be surprised if new and different opportunities begin to open up as the software is implemented. Talk to your software developer about how these can be incorporated but be aware of going beyond the scope of the work originally quoted for.  Go back a couple of steps and ask yourself what benefit the new opportunity will provide and is it worth extending the scope of the project or making it part of a completely new project.

 

The whole process will prove exciting, challenging and rewarding and if you want to stay ahead of the competition, disrupting your business is the way forward.

 

Roar offer a free Systems Survey and the resulting report forms an excellent basis for those early working group meetings.  Phone Judy on 07472 972439 to book yours now and find out how else we can support you to achieve your own digital transformation.


Lunchtime Yoga anyone?

Can you leverage Tech and Software to Reduce Workplace Stress?

With stress and mental health issues accounting for a high proportion of absenteeism, many companies and HR departments are putting strategies in to place to support their employees in an effort to reduce workplace stress, and there seem to be a lot of in-house lunchtime yoga classes springing up.  Arecent survey by Perkbox found that 59% of 3,000 respondents felt stressed because of their work, with overwork being given as the biggest reason.  How will lunchtime yoga help with that?  Don’t get me wrong, I think lunchtime yoga is great and I think when it is part of a bigger initiative that also involves you reviewing your systems and processes to see how you can better manage workflows and workloads, it will be awesome.

There are several advantages to taking this approach to reducing workplace stress:  not only do you ensure a happier, healthier workforce but you also improve productivity and efficiency, potentially reducing costs in a variety of ways (not least via a reduction in absenteeism and an increase in staff retention).

So, let’s take a brief look at some workplace stress factors and possible tech solutions.

 

Office Environment

Hands up who still works in an open plan office?  Hands up who would rather not?  Thought so. From arguments over how hot/cold it should be to what music (if any) should be playing in the background, open plan offices can cause huge amounts of stress.  Even if the atmosphere is harmonious, the sound generated is usually quite harsh and it can be difficult to concentrate with all the distractions and interruptions.

So, what’s the solution? Ask your employees how they would prefer to work.  With all the different communication tools available to us now, is there really a need to have everyone working in one big, echoey room?  Moving to smaller work spaces with break out areas for when group working is beneficial, could make a massive difference. And if that really isn’t possible, what about utilising some of the new technologically advanced sound proofing boards that are available.  Strategically placed around the room, these boards will absorb harsh noise, making the open plan office a much nicer environment to work in.

 

Overwork

How many tasks do you still do manually that could be automated?  Overwork was highlighted as one of the biggest causes of stress in the workplace, so making processes more efficient could help massively.  There are so many factors here and while the time savings seem small when taken per action, they soon add up.  Take for example, the amount of time invested in dealing with an unpaid direct debit.  First, the non-payment needs to be picked up, then matched with the right customer, the customer record needs checking and updating – is this an expected cancellation or something else? Then a letter or email needs to be sent to request payment another way etc, etc.  Let’s be generous and say doing all of that manually will take 5 minutes – not long is it? The whole of that process (and more) could be integrated and automated meaning it would take seconds.  Is 5 minutes still not so long? And what about if someone is doing something similar 10 or 20 times a day?

There is another side to having multiple data entry points too: the risk of errors.  The more times data has to be entered manually, the higher the risk that a mistake may be made.  More stress.  There is the pressure to get it right in the first place and then there is the stress of dealing with the fall out if a mistake has been made.

The solution: integrate your systems and make use of push/pull notifications.  As workflows become more efficient, not only are you less likely to have overworked employees but those employees will have more time to work on new business instead of just managing existing business.

 

Inability to access information needed, when it is needed

There is nothing worse than needing some information and not being able to get your hands on it.  Perhaps it is held on a system that you don’t want everyone to have access to but isn’t able to support multiple permissions. Or the information is on the Sales CRM system that doesn’t link with accounts or vice versa.  Frustrating, annoying, time consuming – stress inducing.

Another benefit of integrating your systems is that you can reduce the occurrence of events like this. Introducing a new, or expanding your existing, CRM system will help to ensure that all your employees have all the data and information they need, when they need it.  Sensitive data will still be protected with multiple permissions ensuring that data can only be accessed and edited by authorised employees. Need to know if Mr Jones paid his bill before you ship his next order? There you go.

 

There are so many ways that savvy companies can utilise the technology at their fingertips to help reduce workload, reduce stress, improve efficiency.  While introducing lunchtime yoga is great, make it part of a bigger initiative that truly looks at your employees working day to see how you can improve it. It won’t just be your employees who benefit.

Roar are a small team of highly skilled software developers who can help you deploy your existing technology more efficiently.  Call us now to arrange a FREE, no obligation Systems Survey and find out how you could improve your employees work lives (and your Company’s efficiency).


As your SME begins to grow, you may find yourself spending too much time in the business and not enough time on the business.  So how can you change that?

The Situation

It is a familiar story.  Before you start up your company, you spend time planning and mapping out how you would like the business to progress, what systems you are going to put in place, how you will cope with increased orders.  As the business grows, you find yourself becoming increasingly busy and perhaps you employ a couple of people to help out.  Now you have a small team you think you will have more time to expand your business plan to suit your growing business… but the reality is often different as you get stuck in a cycle of completing tasks yourself rather than delegating, and there just being too much work for you and your team to manage without doing long hours.

And because you are so busy, you never get a chance to step back and look at the bigger picture.  You are immersed in your business instead of working on growing the business.

The Problem

This is the point where growth may stutter or even stop.  There just feels like there is so much work to be done and you don’t feel that you can stop doing any of it in case you lose the business that is coming in.  Perhaps the business is at that point where you feel you need more people but the turnover isn’t quite there for you to confidently employ another head.  The problem is that you are spending so much time working in the business that you feel you never get the chance to review properly where you are at and what can be done to sustain the growth you are experiencing.  Would another head solve the problem?  Or merely buy a little time until you find yourself in the same situation again? What happens if you take on more staff only to find the growth slows and you can longer pay the wages?  How many companies do you know of that have done that and gone under!

The Solution

Adopting tech in obvious and not so obvious areas, making small changes, can lead to big cost savings and massively improved efficiency.  The financial investment needed to make these changes need not be huge – in fact it may be zero – and nor does it need to be a recurring cost.

Let’s take the example of a company with a website that they have attached a shop to. A customer browsing the internet one evening places an order via the website.  Admin staff arrive at work the next day, see the order and then manually enter the details onto the internal system, making a call to the warehouse/production to check stock once they have inputted the order.  The order details are printed off and handed to accounts for them to ideal with and a copy is also given to dispatch so they can label up the parcel. But the warehouse then come back saying they haven’t got the item in stock.  Someone forgot to mark the sheet when they shipped the last one out the week before and replacements hadn’t been re-ordered or made.

It’s now lunchtime and the Admin dealing with the order has spent most of the morning trying to get this order (and several others) shipped.  Admin now has tocontact the customer to provide up dated shipping information or a refund.  They need to find the original order and contact details, type up an email…….  In the meantime, the other orders are piling up.

Imagine now that a small one-off investment has been made.  No need to buy new software or systems.  The website shop has been integrated with the internal CRM system, the accounts system and the warehouse stock system.  The same customer places their order and when Admin arrives the next morning, the warehouse is already picking the item, dispatch address and postage labels are already printed and waiting.  The accounts system has been updated without anyone touching a keyboard.  And the order can be filled because the stock control is automated – so the stock was re-ordered when it should have been.  And if there had been a flurry of purchases for that item and it was out of stock, the customer would have received an automated email with a revised delivery date.  And Admin hasn’t even taken their coat off yet.

How we can help

Are you getting the most out of your existing technology?  Do you know what your existing technology is capable of and what you can do to make it really work for you?  Roar IT Ltd are a professional team of software developers located in the heart of the North West and specialising in systems integration.  We can carry out a free systems survey for you, providing tips and advice on how you can get more out of your existing technology.  There’s no obligation – some of what we suggest may not even cost you a penny to implement – and the report we provide can be used to gain quotes from ourselves and other developers should you decide to take things further.  Phone Judy on 07472 972439 for more information or to book your visit now.