small business software Archives - Striven
Search Icon

Tag: small business software

5 Reasons Small Businesses Switch from QuickBooks to Cloud ERP

Posted on by Christina Morrison

For many small business owners, QuickBooks is the first accounting software they turn to when starting out. It’s affordable, user-friendly, and handles basic bookkeeping needs well. 

However, these early benefits can transform into frustrating limitations as businesses grow—especially those in manufacturing or inventory-heavy industries.

If your company feels constrained by QuickBooks—juggling spreadsheets, add-on tools, or workarounds—it might be time to consider a cloud-based Enterprise Resource Planning (ERP) system. Unlike standalone accounting software, a cloud ERP integrates all your business operations in one place: accounting, inventory, sales, customer management, and more.

Let’s explore the five key reasons small businesses are making the switch from QuickBooks to cloud ERP systems and how you can make this transition smoothly.

1. Too Many Separate Tools (No All-in-One System)

The QuickBooks Pain

QuickBooks focuses primarily on bookkeeping, forcing companies to rely on separate systems or spreadsheets for other critical functions:

  • Inventory tracking
  • Order management
  • Customer relationship management (CRM)
  • Project management
  • Human resources

This disjointed approach means data gets re-entered multiple times in different places—a major productivity killer. Teams often export data from QuickBooks into Excel for analysis or to manage tasks that QuickBooks can’t handle. Unfortunately, this manual patchwork leads to errors, from duplicate entries to missed updates.

Why Cloud ERP Helps

An all-in-one cloud ERP connects your entire business in a single system, eliminating the need for multiple applications. Your accounting, sales, customer information, inventory, and even HR can live in one platform.

When a sale is made in an integrated ERP, the inventory is automatically updated and accounting records are adjusted in real-time—no more exporting and re-keying data between separate software. 

This not only saves effort but also improves the accuracy and consistency of information.

Real-World Example

One small distributor that left QuickBooks for a cloud ERP was able to combine their core business processes in one system and saw their sales conversion rate increase by 200%. 

2. Limited Inventory Management (Especially for Manufacturers)

The QuickBooks Pain

QuickBooks was not designed for complex inventory or manufacturing needs. It can manage simple product lists and stock counts but lacks advanced inventory features that growing manufacturers and distributors need:

To compensate, businesses end up using separate inventory software or manual methods to track these details, which is cumbersome and error-prone.

Additionally, forecasting demand or managing supply chain complexity is beyond QuickBooks’ scope. Many companies try to plug the gaps by layering on third-party inventory tools or add-ons, but without proper integration, this creates more problems than it solves.

Why Cloud ERP Helps

Cloud ERP systems like Striven are built with robust inventory and manufacturing management capabilities out of the box. For example, modern ERPs provide tools for:

  • Complete inventory control across multiple locations
  • Warehouse management with real-time updates
  • Multi-level bills of materials (BOMs)
  • Work order creation and production tracking
  • Lot and serial number traceability
  • Supply chain management
  • Automated low-stock alerts

Inventory-related tasks that were tedious become much more manageable. 

Need to know the exact quantity on hand, allocated to orders, and on order from suppliers? An ERP can show it in one dashboard. 

Want automatic alerts when stock is low or when production is delayed? ERP can automate that.

Real-World Example

Imagine a small electronics manufacturer using QuickBooks: they might list parts in QuickBooks but manage assembly instructions and component tracking in spreadsheets. This often leads to confusion over which parts are used in which product version.

After moving to an ERP, that manufacturer can store their bill of materials and production steps directly in the system, ensuring everyone from purchasing to production is working from the same information.

3. Hitting Limits as Your Business Grows (Scalability Issues)

The QuickBooks Pain

QuickBooks works well for small transaction volumes and a few users, but many businesses eventually hit the ceiling of what it can handle. You might experience:

  • Sluggish performance
  • File size warnings
  • System crashes as your data grows
  • User limitations (often capping out around 30 users in Enterprise)
  • Slow report generation
  • Risk of file corruption with large data sets

Multi-location businesses or those expanding into new product lines also struggle, as QuickBooks lacks support for multi-entity consolidation or advanced multi-warehouse operations. And while QuickBooks Online lifts the physical file size issue by being cloud-based, it introduces its own limitations.

Another growth-related limitation is user permissions and controls. QuickBooks offers only basic user roles, which can cause security or compliance concerns as your team expands.

Why Cloud ERP Helps

Modern cloud ERP systems are built on enterprise-grade databases that can handle much larger transaction volumes, datasets, and concurrent users. There’s no heavy local data file to maintain, and you won’t need to “close the year” or truncate data to keep the system running smoothly.

Cloud ERPs support unlimited users (with appropriate pricing plans) without a hard cap like QuickBooks has, so you can add new team members as your company expands. 

The cloud infrastructure also means you get global access: whether your team grows into multiple offices or remote work, everyone can use the ERP in real-time from anywhere.

In terms of raw capacity, an ERP can manage hundreds of thousands of inventory items or transactions without performance issues. This scalability ensures you won’t outgrow the system in a few years—a key point since migrating software is an investment and you want a long-term solution.

Real-World Example

A family-run manufacturing business had five users on QuickBooks to start, but as they grew to 20+ users across accounting, sales, and warehouse teams, they constantly ran into user lockouts and slow performance. 

They switched to a cloud ERP, allowing everyone to work concurrently without downtime. They noticed that tasks like monthly financial closes and inventory valuation (which used to strain QuickBooks and take days) were completed in a fraction of the time.

4. Lack of Real-Time Visibility and Reporting

The QuickBooks Pain

QuickBooks provides standard reports (P&L, balance sheet, basic sales reports, etc.), but offers little flexibility or real-time insight beyond the basics. 

It doesn’t have custom dashboards to monitor key performance indicators (KPIs) live, so you’re often stuck exporting data to Excel or running separate reports and combining them to get the information you need.

If you want to see a combined view of data—say, financial metrics alongside inventory levels or sales pipeline information—QuickBooks alone can’t do that, because it doesn’t manage those other areas fully. Many businesses find themselves making decisions on outdated or incomplete data.

Drilling down into data or generating specific custom reports (e.g., profitability by product line or sales by region and industry) is cumbersome in QuickBooks. You often have to export and manually manipulate data, which is time-consuming and prone to errors.

Why Cloud ERP Helps

Cloud ERP systems excel at providing a holistic, real-time picture of your business. Because an ERP ties together different functions, you can get combined reports and live dashboards that show data from across the company.

ERP reporting tools are usually more powerful, with the ability to slice and dice data by various dimensions (by product, by department, by customer, etc.). Rather than being limited to canned reports, you can get answers to specific questions.

Another benefit is real-time data access. With cloud ERP, that information is visible in reports as soon as an invoice is posted or a production batch is completed. No end-of-day sync is required between systems. This immediacy means you’re always looking at current data, not last week’s numbers.

Real-World Example

A small wholesale firm using QuickBooks had to wait until the end of each month to truly understand its profitability and inventory status because its accountant would finalize the books, and then management would review the reports.

By adopting an ERP, they moved to continuous reporting—managers could check dashboard metrics daily to see if they were on track. They set up alerts (such as if weekly sales drop below a threshold or if any invoice is overdue by 30 days) so they could act immediately.

5. Manual Work, Errors, and Lack of Automation

The QuickBooks Pain

Because QuickBooks handles only part of your operations, there’s often a lot of manual work and duplicate data entry involved in running the business. Consider the process of fulfilling an order: an employee might take an order in a CRM or via email, then manually create an invoice in QuickBooks, then separately update a stock spreadsheet. Each manual step is an opportunity for errors.

QuickBooks has minimal workflow automation. It can automate recurring invoices or bills, but it can’t do things like:

  • Automatically routing a purchase order for approval
  • Triggering a production job when an order is entered
  • Generating pick lists for the warehouse
  • Enforcing proper approval workflows

Businesses end up developing workarounds, such as using email to ask a manager to approve expenses or maintaining checklists to ensure steps are followed. This adds to management overhead, and sometimes, things slip through the cracks.

Lack of internal controls is another facet—QuickBooks’ simplicity means it doesn’t enforce the separation of duties well. Any user with enough permission can backdate or edit transactions without a clear audit trail, which can be problematic for catching errors or fraud.

Why Cloud ERP Helps

A good ERP allows you to automate and streamline many processes, reducing manual intervention. You can set up workflow rules:

  • When a sales order is entered, the system automatically creates a pick list for the warehouse
  • When inventory falls below a threshold, it can auto-generate a purchase order draft or send an alert
  • When a bill is entered over a certain amount, it can be forwarded to a manager for approval before payment

These automations ensure nothing is forgotten and employees don’t have to remember every little step—the system guides them.

Another advantage is role-based controls and audit trails. In most ERPs, every transaction can be tied to a user and you can see a log of changes. Permissions can be finely tuned so that, for example, one person can create a purchase order, but it requires a separate person to approve it, enforcing a checks-and-balances system.

By automating routine tasks and removing manual double-entry, your team can focus on more valuable activities—like serving customers or improving products—instead of administrative busywork.

Real-World Example

A services company using QuickBooks was manually tracking project hours in a spreadsheet and then entering summary invoices into QuickBooks. They switched to an ERP that had time tracking and project management built-in.

Now, consultants log hours directly into the ERP, and invoices are generated with one click from those hours, eliminating multiple manual steps. 

They also set up an approval workflow for timesheets and expense reports in the ERP—replacing a clunky email-based process—which ensured nothing got paid without the right checks.

How to Switch from QuickBooks to Cloud ERP Successfully

Transitioning to a cloud ERP doesn’t have to be overwhelming. Once you have done your research and selected your best fit from the leading ERP systems. Follow these streamlined steps:

1. Plan and Prepare

Identify your key requirements and pain points with your team. Set a realistic timeline that avoids your busiest periods. Assign an internal project lead and work with your vendor’s implementation team.

2. Clean Your Data

Before migration, remove duplicate entries, archive inactive records, and standardize your data formats. Don’t bring years of accumulated junk data into your new system.

3. Migrate Strategically

Import in stages: master records first (customers, vendors, items), then open transactions, and finally, essential historical data. Test with small batches before full migration and always back up your QuickBooks data.

4. Train Your Team

Provide hands-on training in a test environment, focusing on demonstrating the benefits and efficiency gains. Create simple procedure guides and identify internal champions who can support their colleagues. Schedule training sessions with your vendor or use online tutorials (Striven, for example, has the “Striven University” resources for new users transitioning from QuickBooks). 

5. Go Live and Refine

Launch at the start of a financial period with support ready. Expect a learning curve and work closely with your ERP’s support team. Once stable, gradually explore advanced features and continue optimizing the system to match your evolving needs.

Final Thoughts: A Strategic Decision for Growth

Making the jump from QuickBooks to a cloud ERP is a significant move for a small business, but it comes with significant benefits. You’ll be able to run your business with far greater efficiency, accuracy, and insight than before—whether it’s knowing exactly what your inventory levels are, automating routine tasks, or getting financial reports at the click of a button.

The five reasons above are the most common drivers: businesses crave an integrated system, more robust features, scalability, better information, and automated workflows. 

Cloud ERPs deliver on those needs, helping even small companies operate with the sophistication of a much larger enterprise. With a careful, well-planned implementation, you can make the transition without disrupting your operations. 

In the end, moving to an ERP isn’t just an IT upgrade—it’s a strategic decision to upgrade how your business works.

About the author: Christina is the founder and executive director of Top10erp.org, with over 20 years of experience in online technology platforms. After five years as general manager for prominent accounting software research platforms, she recognized manufacturers needed specialized resources for their complex ERP needs. In 2008, she founded Top10erp.org to streamline the challenging ERP selection process for manufacturers through advanced product indexing and comparison technologies.

8 Common Scheduling Mistakes That Are Costing Your Business (And How to Fix Them)

Posted on by Lauren Prentiss

When you think about running a successful business, scheduling might not be high on your list of priorities. This is a mistake because it’s a key piece of the puzzle that can make a huge difference. 

A well-structured schedule ensures everything runs smoothly, while poor scheduling can lead to a cascade of issues, from missed opportunities to frustrated employees, high turnover, and lost revenue. 

The good news? 

These scheduling issues are often easier to solve than you think. With a few small adjustments, you can dramatically improve your team’s productivity and morale while saving your business time and money.  

Here are eight common scheduling mistakes that could cost you more than you realize – and some practical ways to fix them.

1. Over-scheduling employees

It’s easy to assume that assigning more hours will lead to better results, but over-scheduling employees can backfire quickly. Constantly pushing your team too hard leads to fatigue, decreased morale, and, ultimately, higher turnover. Burned-out employees are less productive and more likely to make mistakes, which impacts the quality of work and customer satisfaction.

How to fix it: 

It’s all about balance. Start by using scheduling software that allows you to distribute shifts evenly across your team and consider employee preferences and availability. This will avoid burnout, keep employees happier, and improve their performance.

2. Under-scheduling during peak hours

Few things hurt your business more than being understaffed when demand is at its highest. Whether it’s a retail shop on a Saturday afternoon or a customer service team during peak call times, not having enough people on hand creates chaos. Customers become frustrated, employees become overwhelmed, and that’s when mistakes happen.

How to fix it: 

Review historical data to identify patterns in your busiest hours. Once you know when your peak times are, adjust staffing levels accordingly to ensure you’re never caught off guard. You’ll also do well to regularly touch base with employees on the ground to gain insights into when they experience the most demand.

3. Not factoring in employee preferences

Scheduling shifts without considering employee preferences may seem efficient in the short term, but it can lead to problems down the road. Employees who feel their personal lives are being ignored or undervalued will invariably become disengaged. The result? Higher absenteeism and turnover. As HR rethinks its role in the modern workplace, prioritizing flexibility and well-being is key to retention and employee satisfaction.

How to fix it: 

Build flexibility into your scheduling process. Utilize scheduling tools that allow employees to set availability or make shift swaps. Open communication also plays a big role here – letting your employees know you’re considering their needs fosters loyalty and job satisfaction.

4. Failing to account for time zones

For businesses with global or remote teams, overlooking time zone differences is an easy scheduling mistake to make. However, it can lead to missed meetings, misaligned project timelines, and confusion among team members. Time zone mishaps often result in poor communication, delaying key business operations and leading to confusion.

How to fix it: 

Use scheduling platforms that automatically adjust for different time zones and provide a unified calendar for the entire team. Ensure there’s clear visibility of everyone’s working hours to avoid scheduling conflicts and missed deadlines.

5. Last-minute changes

Constantly adjusting schedules at the last minute is frustrating for everyone. It leaves your employees scrambling to rearrange their plans, which can result in missed shifts or low morale. Frequent changes also make it difficult for teams to stay productive and focused.

How to fix it: 

Develop a clear scheduling policy that outlines how far in advance schedules will be posted and under what circumstances changes will be made. Communicate any necessary adjustments promptly and give employees adequate time to plan accordingly. By providing consistency, you create a smoother workflow and reduce stress on your team.

6. Ignoring overtime rules

Scheduling too many hours without properly monitoring overtime can cost your business in more ways than one. Not only can it inflate your labor costs, but it can also lead to overworked and fatigued employees. On top of that, ignoring labor laws regarding overtime can lead to legal troubles down the road.

How to fix it: 

Stay on top of your employees’ hours using automated scheduling tools that alert you when someone is nearing overtime. This helps you control costs and ensures that workloads are manageable. If overtime is unavoidable, be strategic in how you distribute it to avoid overburdening any particular team member.

7. Relying on manual scheduling

If you’re still managing your team’s schedule manually, you’re likely spending more time than necessary on a task that’s prone to errors. Manual scheduling can result in overstaffing, understaffing, or double-booking, all of which are costly and inefficient.

How to fix it: 

Automated scheduling software is your best friend here. It streamlines the entire process, helping you avoid mistakes while saving valuable time. With the right tools, you can even predict staffing needs based on past trends, ensuring you’re always covered.

8. Not scheduling time for employee training

A packed schedule might leave little room for development, but neglecting to allocate time for employee training is a mistake in the long run. A lack of consistent training not only limits your team’s growth but can also hinder your business’s ability to stay competitive and innovate.

How to fix it: 

Prioritize educating and upskilling by scheduling workshops and training sessions that are easy to attend and have clearly defined times and locations. Whether it’s for learning new tools, refreshing skills, or onboarding new hires, making it easier for employees to fit training into their schedule pays off by boosting their productivity and engagement.

Eliminating Scheduling Mistakes To Transform Your Business

Efficient scheduling is more than just fitting people into time slots; it’s about aligning your team’s needs with your business’s demands. 

By avoiding these common scheduling mistakes, you can ensure smoother operations, happier employees, and a more productive work environment. The fixes are straightforward, but the impact on your business can be transformative.

Take a step back and review your current scheduling practices. With a few simple changes, you can eliminate unnecessary stress, save valuable time, and improve your bottom line.

ERP Implementation Consultant: Do You Need One, and How to Find the Right Fit?

Posted on by Will Zane

You’ve made the decision to implement an ERP system—a powerful tool that can bring together all the critical aspects of your business into a single unified platform. But as the excitement of transforming your operations takes hold, another question emerges: Do you need an ERP implementation consultant to help guide the way?

ERP implementations are complex. From selecting the right system to configuring it to fit your business’s unique processes, the road to a successful ERP implementation can be full of twists and turns. That’s where an ERP implementation consultant comes in—a seasoned expert who can help navigate the challenges and ensure that your ERP system implementation is tailored to your needs.

In this blog, we’ll explore when you should consider hiring an ERP implementation consultant, what they bring to the table, and how to find the right one for your business.

Why You Might Need an ERP Implementation Consultant

ERP implementations often require a blend of business acumen, industry experience, technical know-how, and project management skills. For many businesses, especially those undertaking ERP system implementation for the first time, having an expert to guide the process can be invaluable. Here’s why:

1. Specialized Expertise

ERP implementation consultants bring a deep understanding of ERP systems and how they work across various industries. They’ve likely overseen ERP implementations for businesses similar to yours and understand the unique challenges you may face. Whether it’s customizing the software, managing data migration, or integrating the ERP system with other tools you rely on, an ERP implementation consultant ensures that every aspect of the implementation is handled correctly.

2. Project Management

ERP system implementation is a major project, and like any project, it requires careful planning, scheduling, and execution. An ERP implementation consultant often serves as the project manager, ensuring that timelines are met, budgets adhered to, and that every member of your team knows their role in the process. This level of oversight can help prevent costly delays and keep your implementation on track.

3. Customization

Your business is unique, and your ERP system should reflect that. One of the greatest advantages of working with an ERP implementation consultant is their ability to customize the system to match your specific needs. Rather than forcing your business to conform to a rigid, out-of-the-box solution, an experienced consultant can tailor the ERP system to fit your existing workflows, industry regulations, and strategic goals.

4. Training and Support

ERP implementations don’t end when the system goes live. One of the most critical steps in the process is ensuring that your team is trained and ready to use the system effectively. An ERP implementation consultant can provide comprehensive training and ongoing support, ensuring that your employees understand how to navigate the system and leverage its full potential.

When Do You Need an ERP Implementation Consultant?

Not every business will need to work with an ERP implementation consultant, but there are several scenarios where bringing in an expert is a smart choice. Consider engaging a consultant if:

  • You’re new to ERP systems: If this is your first time implementing an ERP system, having a consultant to guide you through the process can help you avoid common pitfalls.
  • Your business is complex: If your company has intricate operations, multiple departments, or industry-specific requirements, an ERP implementation consultant can help ensure that the system is configured to handle your complexities.
  • You lack in-house expertise: Not every business has an IT department or staff members with experience in ERP system implementation. A consultant fills this gap, providing the technical and functional expertise you may not have in-house.
  • You have a tight timeline: If you need to implement your ERP system quickly to meet business goals, a consultant can accelerate the process by managing the project and ensuring that each phase is completed efficiently.

How to Find the Right ERP Implementation Consultant

Finding the right ERP implementation consultant is critical to the success of your project. Here’s how to go about selecting the right fit for your business:

1. Look for Relevant Experience

Not all ERP implementation consultants are the same. When evaluating potential partners, look for someone with experience in your industry and with your chosen ERP system. If you’re implementing an all-in-one ERP system like Striven, for example, find a consultant who has successfully implemented that specific software for businesses like yours. Industry experience matters—someone familiar with your sector will better understand your unique challenges and regulatory requirements.

2. Evaluate Their Track Record

Ask for case studies, references, and testimonials. A seasoned ERP implementation consultant will have a portfolio of successful ERP implementations they can share. When reviewing their track record, pay attention to the types of businesses they’ve worked with, the size of the projects, and the outcomes achieved.

3. Assess Their Communication Skills

ERP system implementation is a collaborative effort that requires clear communication between your business and the consultant. During the evaluation process, take note of how well the consultant communicates. Are they responsive to your questions? Do they explain complex ideas in a way that’s easy to understand? Good communication is essential for ensuring that your project stays on track and that all stakeholders are informed.

4. Consider Their Approach to Customization

Customization is key to ensuring that your ERP system works for your business. Ask potential consultants how they approach customization and whether they’ve successfully tailored ERP systems to fit the needs of other businesses. You want a consultant who’s flexible and willing to adapt the system to your specific processes rather than forcing you to adapt to the system.

5. Review Their Project Management Capabilities

Finally, make sure that your ERP implementation consultant has strong project management skills. They should be able to provide a detailed implementation plan with timelines, milestones, and deliverables. A good consultant can quickly draw up a contingency plan should an unforeseen challenge arise during your ERP system implementation.

Final Thoughts

An ERP implementation is a significant undertaking, and having the right partner can make all the difference. An ERP implementation consultant brings proven business expertise, exceptional project management, and focused customization capabilities needed to ensure that your ERP system implementation is not only successful, but tailored to your unique business needs.

Whether you’re implementing an ERP system for the first time or looking to refine an existing system, the right consultant can guide you through every step of the process, from selection and customization to training and post-launch support. With their help, you can avoid common pitfalls, meet your project goals, and position your business for long-term success.

Choosing the right ERP implementation consultant is about more than just finding someone with the technical skills—it’s about finding a partner who understands your business, communicates effectively, and is committed to helping you achieve your goals.

ERP Implementation Tips: Ensure a Smooth Business Transition

Posted on by Will Zane

Making the decision to implement an ERP system is like choosing a new engine for your business. It’s not just about finding the right fit—it’s about preparing for the road ahead. An ERP implementation may seem daunting, but with the right approach, you can keep your business running smoothly through the process.

If you’re reading this, you’ve probably already decided that ERP system implementation is the way forward. Now, the question is: how do you get from Point A (your current operations) to Point B (a fully functioning ERP system) without derailing your daily workflow? Let’s take a look at how to make the transition as smooth as possible.

Start with Clear Goals

Every successful ERP implementation begins with clarity. Before diving into the technical details, you need to ask yourself: what exactly do you want this ERP system to achieve for your business? Whether it’s simplifying your financial tracking, improving order fulfillment, or better managing customer relationships, your goals should be specific and actionable. Having clear objectives will help guide every decision throughout the ERP system implementation process.

Select an ERP That Matches Your Business

Not all ERP systems are the same, and that’s a good thing. Your business has its own unique challenges and needs, so your ERP should reflect that. Choosing the right system isn’t about picking the most popular option—it’s about finding the one that works for your specific situation. If you’re a small or mid-sized business, for example, look for an all-in-one ERP solution that offers the flexibility to grow with you. The right system will make your ERP implementation smoother, without the unnecessary complexity that larger organizations may require.

Work with an ERP Implementation Consultant

You don’t have to go it alone. An ERP implementation consultant can be your best ally during this transition. They bring a wealth of experience and can provide insights you might not have considered. Whether you need help customizing the system to fit your existing workflows or simply need advice on best practices, a consultant can make sure your ERP implementation is on the right track. More importantly, they can help avoid costly mistakes that could set your project back.

Test, Test, and Test Again

Testing isn’t just a box to check off—it’s the phase that can make or break your ERP system implementation. Before your system goes live, you’ll need to put it through its paces. This means running real-world scenarios and making sure every feature functions as expected. Your team should be involved in this process, as they’ll be the ones using the system day in and day out. Testing might seem tedious, but it’s better to catch issues now rather than when you’re trying to meet a critical deadline.

Support Your Team with Training

When it comes to ERP implementations, your system is only as good as the people using it. Once your system is up and running, make sure your team is prepared. Training should be tailored to the roles and responsibilities of each user. Some might need to understand the big picture, while others need a more in-depth understanding of specific features. Whatever the case, ongoing training and support will help ensure that your ERP implementation is not just a one-time event, but a long-term success.

Monitor and Adapt Post-Launch

Once your ERP system implementation is live, the work isn’t over. In fact, this is just the beginning. You’ll need to keep an eye on how the system is performing and make adjustments as needed. New challenges will arise, and your business needs might evolve. That’s why it’s crucial to stay engaged with your system and be ready to adapt. Working with your ERP implementation consultant, you can fine-tune the system to meet changing demands and ensure that it continues to drive value for your business.

Final Thoughts

ERP implementations are more than just a technical project—they’re a transformation of how your business operates. By starting with clear goals, selecting the right system, leveraging expert help, and providing ongoing training and support, you can ensure a successful transition. The road to ERP system implementation may be long, but with the right preparation and mindset, you’ll get to your destination without unnecessary detours.

ERP Adoption: Setting Expectations for a First-Time Success

Posted on by Will Zane

So, you’ve finally decided it’s time to shift gears and move to an ERP software solution to take your business to the next level. Starting your first enterprise-level software implementation can feel pretty overwhelming for any business owner. The good news is that professional ERP implementation teams have performed this migration process for businesses like yours hundreds of times; they know where the landmines are. 

Still, it takes planning, coordination, and effort to get your company to the finish line and beyond. Knowing what you’re getting into and what’s expected can really help make the whole process smoother. This guide is here to help you along the way, breaking down the roles and responsibilities of both your organization and those of your experienced implementation team. 

Let’s walk you through what an ideal implementation looks like and how to work together effectively to ensure everything goes off without a hitch.

Implementation Team Responsibilities

Your experienced ERP implementation team takes a consultative role and drives the successful deployment of the ERP system. Here’s what they do:

1. Project Management

Scope and Planning: The implementation team is responsible for defining the written project scope, setting timelines, and planning each phase of the implementation. This includes creating a detailed project calendar with key milestones and deliverables.

Coordination and Communication: Effective communication is essential. The team ensures that all stakeholders are informed about progress, potential issues, and any changes to the project plan.

2. System Setup and Customization

System Configuration: After significant and ongoing consultation with your business’ department heads and priority stakeholders, the implementation team configures the ERP system to meet your specific needs, setting up workflows, user permissions, and the like.

Customization: Some companies may charge extra for developing complex reports and customizations, but most all-in-one ERP systems run right out of the box. You may decide some level of customization is helpful to more closely align your new ERP system with your unique business processes. 

3. Data Migration

Data Assessment and Cleaning: Before migration, the team assesses the quality of your existing data, scrubbing and massaging it to ensure accuracy. Garbage in, garbage out.

Data Migration: They develop and execute a systematic data migration plan based on your ongoing needs, testing to confirm data integrity and completeness.

4. Pre-Cutover

System Verification: Make sure the initial ERPsystem config meets the written project scope, and review any items uncovered during initial testing to identify those that may require additional enhancement or priority development. 

Training: To get your employees ready to use the new system, the implementation team offers training programs tailored to different user roles.

5. Post-Rollout

Ongoing Support: Post-implementation, the team is there to support and work through any issues, answer questions, and ensure smooth system operation. Some companies offer paid levels of premium or priority support.

Responsibilities of Your Organization

Failure is not an option! For a successful ERP implementation, your company must actively participate and take on several key responsibilities:

1. Executive Sponsorship and Leadership

Executive Support: Senior leadership must actively support the project, allocating necessary resources and driving the strategic vision.

Project Champion: Assign a project champion with the authority to make decisions, resolve issues, and meet project milestones.

2. Clear Requirements and Goals

Needs Assessment: With your implementation team’s guidance, conduct a thorough needs assessment to define clear goals and requirements for your ERP system. This includes identifying key functionalities and expected outcomes.

Process Documentation: Clearly document all requirements, workflows, and processes. This provides a clear reference for the implementation team and can be included in the project scope.

Success Metrics: What does success look like to you? Define success metrics that all teams agree on and regularly track them.

3. Dedicated Project Team

Inter-Departmental Team: Establish your internal implementation project team with members from each area to provide insights and feedback.

Time Commitment: Make sure those team members can dedicate sufficient time to the project to avoid delays and miscommunications. This is a key hurdle. Any delays would come from the business’ level of commitment and responsiveness, not the implementation team’s.

4. Change Management

Communication: Develop a communication strategy to inform and engage employees throughout the implementation process, explaining the benefits and impact of the new system.

Managing Resistance: Address resistance proactively by involving employees in the process, seeking their input, and providing support. Your implementation team can share some strategies.

5. Data Prep

Data Quality: Work with your team to ensure your data is clean, accurate, and consistent before migration. This involves removing duplicates and correcting errors.

Data Ownership: Assign data stewards responsible for maintaining data quality and integrity during and after migration, as well as who has access to what information.

6. User Training and Adoption

Training Participation: Ensure employees participate in training sessions and lean into the learning process. (You know the ones who will be the most change resistant.)

Feedback Mechanism: Establish mechanisms for employees to provide feedback on the training and the ERP system.

Final Thoughts

ERP implementation is a complex and challenging process, especially for those new to it. However, with clear responsibilities, a structured approach, and effective collaboration, it can be successful and rewarding. Keep your eyes on the prize. Both the implementation team and your organization must work closely together, leveraging their strengths to ensure the ERP system delivers its full potential.

Augmented Reality (AR) and ERP Integration: Shaping the Future of Business

Posted on by Will Zane

The fusion of Augmented Reality (AR) and Enterprise Resource Planning (ERP) systems, empowered by Artificial Intelligence (AI), marks the dawn of a new era in business operations. 

First, let’s start by defining augmented reality: 

Augmented Reality (AR) is a technology that overlays digital information and images on the real world through devices such as smartphones, tablets, or specialized AR glasses. This technology enhances a user’s perception of reality by superimposing computer-generated sensory input like sound, video, graphics, or GPS data onto their view of the natural environment. AR is used in various applications, including gaming, healthcare, education, and retail, to create interactive experiences that integrate virtual components with the real world in real-time.

Futuristic, right? Augmented reality may not be a part of our daily lives just yet, but someday (probably in the not too distant future) it will be.

Experts predict that AR will soon be deeply embedded in various consumer interactions, from trying on clothes virtually to visualizing furniture in homes before purchasing. This integration aims to enhance customer engagement and personalize the shopping experience by allowing consumers to interact with products in innovative ways before making purchasing decisions.​ 

This groundbreaking integration is set to redefine how businesses manage their resources, engage with customers, and execute operational tasks. As we venture into the future, the synergy between AR and AI within ERP systems promises to bring about innovative solutions that are not just evolutionary but revolutionary.

The New Frontier: AR in ERP Systems

ERP systems have long been the backbone of business operations, offering a centralized platform to manage various processes, from finance and HR to supply chain and customer relations. The integration of AR and AI into ERP systems introduces a layer of interactivity and intelligence that elevates these systems from mere information repositories to dynamic, interactive tools that can guide decision-making and operational efficiency in real-time.

Transformative Potential for Businesses

1. Enhanced Data Visualization and Decision Making:

AR brings data to life through immersive visualizations that allow decision-makers to interact with complex datasets in a more intuitive and meaningful way. When combined with AI’s predictive analytics, businesses can not only visualize current data but also future projections and scenarios directly overlaid onto the physical world. This could mean projecting future inventory levels directly onto warehouse shelves and helping managers make more informed stocking decisions.

2. Revolutionary Training and Onboarding:

Training and onboarding processes can be significantly enhanced with AR and ERP integration. New employees can wear AR glasses to receive real-time, AI-generated insights pulled from the ERP system as they navigate their tasks. A hands-on approach accelerates the learning process, reduces errors, and improves overall job performance from day one.

3. Real-Time Operational Adjustments:

In manufacturing and logistics, AR devices can display real-time information from the ERP system to workers on the shop floor or in the warehouse. As market demands shift, AI algorithms can analyze data and suggest operational adjustments. Workers can see these updates in their field of vision, allowing for immediate adaptation, such as changing assembly line configurations or redirecting logistics routes based on predictive demand and supply chain statuses.

4. Personalized Customer Experiences:

In retail, AR and ERP integration can transform the customer experience by personalizing interactions based on data-driven insights. Customers wearing AR devices could see product information, stock levels, and even personalized recommendations as they shop, all powered by real-time data from the ERP system. Personalization not only enhances the shopping experience but also drives sales and customer loyalty.

5. Fashion and Retail:

There are developing technologies that allow shoppers to virtually try on clothing and makeup. It may be outside the scope of this document.

Navigating Challenges and Embracing the Future

The integration of AR and AI into ERP systems is not without its challenges. Revolutionary technologies rarely are. Privacy and security concerns, the need for significant investment in technology infrastructure, and ensuring user adoption require careful consideration and strategic planning. The potential benefits, however, far outweigh these hurdles, offering businesses unprecedented opportunities to innovate and excel.

For business owners, the message is clear: the future is about integration and innovation. Investing in AR and AI technologies and integrating them with your ERP systems can propel your business into the future, setting a new standard for operational efficiency, customer engagement, and competitive advantage. The journey requires vision, commitment, and a willingness to embrace change, but the rewards promise to be transformative.

As we look to the future, the integration of Augmented Reality and AI with ERP systems represents a significant leap forward in the way businesses operate. This convergence of technologies offers a glimpse into a future where business operations are more efficient, employees are more empowered, and customers are more engaged. The time to explore and invest in these innovative solutions is now, as they pave the way for a new era of business excellence.