There is no denying that good old Excel is one of the most popular and preferred business programs to collect and analyze data. Though Excel is cheap, simple and easy to manage, it also has many shortcomings in today’s world. If your company is struggling with scattered data, information silos and accessibility, this article is for you. But how to recognize the right time for the switch and what are the different aspects to consider before switching from Excel to ERP?
When is the right time for the switch?
It is common for new businesses to start with software like Excel. It’s easy, understandable, cheap and most of us have used it before. When starting, Excel is good for managing basic business processes, reports and analysis. However, in a growing business, Excel may start losing its value due to a lack of visibility and flexibility throughout the company. Unfortunately, many companies miss the right time for the switch. But how to recognize the right time? Here are some signs that suggest it is time for the change:
employees spend more time collecting and organizing data than working with it;
data is collected from too many different sources;
data is stored on unrelated devices and in scattered locations;
limited access to information from mobile devices;
failing to provide real-time information, accessible from anywhere and any device, at any time;
a lot of wasted time from making human errors such as double-entry or loss of data.
Switching to ERP will help to improve all stated signs and many more. You can forget multiple spreadsheets, double entries and loss of data. You will regain the real-time visibility of business processes like sales and finance. A fully integrated system will gather and analyze data you can now share between departments and offices.
Switching from Excel to ERP
Selecting a vendor is the initial step in the migration process. But before starting the actual process, make sure your organization is prepared to migrate to a new system. Proper preparation is difficult and yet the most important part. The main question is: How to get all that data from Excel and into the ERP software? We have listed five steps to make your transfer from Excel to ERP as easy and painless as possible.
- Evaluate your current data process. Companies that use the same system for years often follow a habit instead of an actual need. Tasks and reports become a habit, without thinking about their need and use. The transition from Excel to ERP is an ideal time to review the processes you currently have in place. Check what information is gathered, how it is used and what additional information is needed.
Determine which data is actually needed. Take a closer look at historical data and consider how often it is used – some data may no longer be needed. Transferring only the files that are actually required helps to optimize the process and save time. Any additional data that is left out from the initial migration process can be added when needed.
Break data into sections. Start by determining whether it is more beneficial to make a mass transition or gradual process. Though most companies benefit from a steady process, there are some cases where a mass transition is necessary. One example would be when data is used regularly and needs to be accessible in its entirety, even during the transition.
Choose an ERP system based on your specific needs. Before choosing an ERP system, you need to understand what kind of solutions your organization needs. Once you have this information, it will be easier to compare software programs and choose the right one.
Prepare the team. It is important to prepare your team to help in the transition. Both, the ones who will help you migrate the information and end-users, should be involved. Get feedback from both groups on what they need from the new system right at the beginning of the process so that they are more invested in the long run.
No matter how you decide to move the data, allow extra time when planning. Expecting the project to take a little extra time, and preparing your team for it, will give you an edge if something unexpected might happen.
We can help you make the switch with Odoo
Odoo is an open-source business software that adapts to the individual needs of the company. It can be used as a holistic ERP system or as an extension of existing software. Odoo is due to it’s easy customization and low-cost setup the no.1 choice for small and midsized companies.
Our team of qualified experts can help you to estimate the specific needs and requirements of your company. Together we can plan the transition process and prepare your team for future success.
If you’d like to know more about how your business can benefit from switching from Excel to ERP with Odoo contact us and we can set up a meeting.