You’re just trying to run a business. But you have some employees in the office, others working from home, and some flying or driving all over the place, everyone has their own work styles and preferred tools, and stuff always comes up. Sharing inboxes, collaborating on files, or syncing tools across different devices can be a hell of a headache as your team grows, costing everyone valuable time and creating frustrations where they don’t need to be.
Enter: Modern information systems to the rescue!
The truth is, creating IT efficiencies doesn’t need to be expensive. It’s just a matter of finding the right tools that get everyone on the same page with minimal disruption.
But what actually is an “information system”?
In a nutshell, an information system is like a meal recipe. You have the ingredients (your people), the tools (hardware and software), and the instructions (processes for business tasks within your organization).
The part people tend to forget is that all three of these have to work together. The best tools and systems in the world won’t make a bit of difference if your employees aren’t properly trained to use them, or are uncomfortable using them.
So how do you get everyone on the same page?
Start with an assessment.
In order to fix a problem, you first need to understand it. Asking the right questions can reveal where the bottlenecks are, and where your technology frustrations stem from. Remember: it’s not about implementing the newest, shiniest tool, it’s about finding one that works for you, your team, and your business.
Leverage the Cloud.
Whether your team is all in one place, or scattered around the globe, cloud-based tools can facilitate better communication and collaboration across your organization. Platforms like Microsoft 365 and Google Workspace allow you to share files and calendars, hold virtual meetings, and more, all under one umbrella.
Cloud and web-based apps also minimize compatibility issues across PC and Mac devices, as they largely run in browser.
Consider implementing a ticket system.
If your team currently shares an inbox, a proper ticket system might help decrease redundancies and optimize workflow. You don’t need four people checking the same fifteen emails; you just need them to get assigned in a way that keeps the Inbox organized without losing oversight.
Group-chat that meeting.
You know that joke, “This meeting could have been an email”? In many (not all, but many) instances, the need for a formal meeting is a sign of poor communication across your team or organization. Sometimes, a face-to-face is necessary. Other times, it’s more of a burden than a blessing.
When you’re working with a remote team, finding the right mode of communication can make a huge difference. Group chat platforms like Slack or Microsoft Teams can create a virtual office where your team can collaborate in real time without needing to get together to compare notes. Conversation flows the same as if everyone was together in a physical office. And if you need project management capabilities, there are tools that combine those as well.
Safety first!
Data security should always be front-of-mind. Whether it’s locking up computers and devices when they’re not in use, utilizing multi-factor authentication, or setting up a VPN, your business data is the Secret Sauce that makes your organization unique. Consider performing a security assessment to identify the weak spots in your organization’s armor. And don’t forget your people! While viruses and malware are still a major concern, the most dangerous criminals can bypass all technical defenses by hacking humans instead. Regular, rigorous training is a must to inform your employees of potential threats and give them the tools they need to identify and prevent them.
Too much information? Leave it to us.
You don’t have to do this alone. The difference between a good information system and a great one is just the right set of eyes looking at the problem from all angles, factoring in the human element, and coming up with the solution that works best for you.
That’s our thing. The Nerds have been helping out our Bay Area business neighbors for over 15 years now. We know how hard you work to keep your operations going, and we’re not here to sell you on anything. We work with you every step of the way to help you get where you want to go.