FAQs: purchasingan automatedsystem

Y O U RQ U E S T I O N SA N S W E R E D

Where do I startwhen looking foran automated

system?

This presentationprovides FAQs andother key questionsthat you may forget

to ask but areincredibly important.

How do I know if it is time toautomate?

An increasing volume of course enquiries

Growing administration resource requirements

Cashflow issues arising through payment delays

Course booking is limited to office hours

Human error is causing issues

Inability to standardise processes

What typeof softwaredo I need?

For a trainingcompany,

a CRM may seemlike a good choice

and is often where

system researchbegins.

A CRM will helpstreamline

the sales process,track customersfrom prospects

through to invoicingand provide

reports on progress.

In reality,once embedded the

functionality may be found to be limited

for the purpose,making the prospect

of a fast returnon investment

unlikely.

The promising alternativeis to invest in

a training managementsystem (TMS).

Who do Ineed to

involve inthe

buyingprocess?

A study showed that theless people involved

in the buying process,the quicker it is. However, it

also showed that if oneperson is responsible for thefinal decision it can lead toupset among end users due

to having little or no say.

This is why it is importantto include not only the

decision makerbut at least one key

administrator throughoutthe buying process.

Additionally, identify thefunctions that the softwarewill be used for. If it will be

used to implement marketingcampaigns involve the

Marketing Manager and if itwill be used to run all

financial reportsinvolve the Finance Manager.

It’s common sense!

How secureis my data?

Many software suppliers host theirsystems off site in data hostingcentres. The majority of theseare security protected 24/7

meaning there are noassociated risks if any damage

occurred at your supplier’spremises. Ensure that wherever

your data is hosted isaccredited to at least ISO 27001.

If you are uncomfortablewith the idea of your system

being hosted elsewhere,many providers offer the

option to self-host providingthat your server meets

their required specification.

Howlongwill

implementation take?

Setting realisticexpectations

and highlighting stagesthat could cause delays

are the best waysto allow for systemimplementation to

run smoothly.

Rememberthat

implementationis not only down

to the supplier. Youneed to be prepared to

put the timeand effort in

to be ableto see results.

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