Imagine a paper-free, agile and responsive workplace where you can access real-time information about every aspect of your business from your smartphone. That’s what the right cloud-based software – otherwise known as Software as a Service (SaaS) – can do for businesses.
The advantage of cloud-based software for SMEs is they’re available on demand over the internet via a computer or smart device. They’re also cost-effective, removing the need to purchase expensive software or invest in on-site servers to store business data. Instead, businesses sign a subscription or pay-per-use agreement which provides critical budget predictability.
Unfortunately, Australian SMEs are less likely than larger businesses to use paid cloud computing services despite the benefits, according to the latest data from the Australian Bureau of Statistics (ABS). However, business uptake has been increasing. The Australian Government’s new technology tax incentive for SMEs should further boost rates.
Since the inception of my company, we’ve relied upon cloud-based software to run our business in the most agile way possible. Here are a few things I learnt along the way.
1. Know what you need
Firstly, be clear about your goals. What problem are you trying to solve or what efficiencies are you trying to achieve? Is compliance with government legislation or regulation a business imperative? Are you still using paper-based processes that could be digitised?
I strongly believe that the biggest opportunity is to determine what the most frequent, repeatable task is within your business, then look for solutions that could optimise this to enable the biggest efficiency gains.
2. Search carefully
This could be a long-term decision, so do your due diligence. If you operate in a niche industry look for a system that is aligned to your requirements. Read internet reviews and talk to other SME owners for recommendations. Make a shortlist of products, including their features, user limits, off-line capability, security, internet speed required for optimal use and costs – confirm what’s included and what’s an extra service cost.
If you have existing software services in place, check how a new service will integrate with these. Look out for switching costs or restrictions in extracting long-term data. It’s imperative that all businesses keep their data and records safe. Find out what encryption and hosting standards the product meets. Learn where and how your data will be held and stored and whether Australia’s privacy laws apply. Check the fine print, beware of lock-in contracts and ensure you always retain ownership of your business data.
3. Try before you buy
Once you’ve narrowed down your shortlist, refer back to the problems you wanted to solve and test, test, test. Book a free demonstration or trial to really get to grips with your requirements. Is the system easy to navigate? Ask the SaaS provider what service and training they’ll provide post the sales process. Find out what ongoing technical assistance, if any, they offer, such as 24/7 or within business hours. If support is provided, check whether it’s included in the contract price. Also find out the speed of their response time and the processes they have in place to answer customer questions, such as a helpline, online Help Centre or chat function for swift problem-solving. During your trial be sure to test the service along with the product. The beauty of cloud-based software is you can ramp up or scale back according to your needs and budget.
Use these tips and remember, every journey starts with a step. There is no real destination when it comes to your digital transformation, it’s a continuous journey. We have to keep adapting and continuously improving to ensure we survive and thrive in this rapidly changing post-pandemic economic landscape.
