Could your business benefit from additional automation?

 

We all know that highly automated businesses are more efficient have higher productivity and reduced costs, however there are also more subtle benefits that are often overlooked such as:

Performance Visibility, automated systems provide key point information allowing you to monitor workflows and financial movements easily.

Reliability & Conformance, automated systems make less mistakes and always apply business rules consistently.  Staff need not worry about verifying the accuracy of the tasks they undertake as it’s all built in to the system.

Happier Staff, work is more interesting when it is not repetitive, when repetitive tasks are automated time is released to be more creative attending to the needs of the business and its customers.

Improved Customer Experience, automation allows for faster turnaround times and better customer communications. Happier staff as mentioned above provide a greater level of customer care.

Reduced Stress, Automated reminders ensure key tasks are always addressed on time.

Automated Communications, Automated emails, texts and notifications keep suppliers, staff, customers and all those who interact with your business connected and informed.

Multi-platform deployment, Automated systems can provide up to date information on a multitude of platforms and mobile devices.

Automating a business is an on going process of small steps. This process starts with identifying areas for improvement and the evaluating likely savings against possible costs.  We provide an Automation Review Service and for local businesses to the Cardiff area this is often free of charge.

If you feel we can help please do not hesitate to contact us.

Benefits of Automating Your Business

Highly automated businesses leave their competitors behind.

Businesses bogged down with paper work or where staff are spending hours on spreadsheets have higher costs and are much less profitable than highly automated competitors.

zwei junge leute arbeiten im büro

Today we have so many tools available to automate and communicate.

Most businesses have already automated their prime data processing tasks, however there are some activities where automation is not so obvious and very often these continue to generate unnecessary hidden costs, activities such as: –

  • Repeatedly updating a spreadsheet with new information.
  • Entering data that is in one computer system into a second system
  • Re-Typing orders or enquiries from a website
  • Constantly looking up the same thing up on the internet
  • Pulling information together from multiple documents/sources
  • Cutting and pasting into repetitive emails
  • Chasing up suppliers/customers by phone/email
  • Using paper forms or any type of paper filling system
  • Recording information in more than one place
  • Renewals – Services, Certificates, Health checks or Warranties
  • Spending more than 2 hours a day on a single spreadsheet

Today businesses both large and small thrive by using computer systems that adopt these technologies:

  • Cloud databases
  • Automated data processing
  • Mobile Connectivity
  • Databases and automated data distribution
  • Notifications & Location tracking
  • Graphics/Images and dashboards
  • Data reporting and analysis

Several of the above technologies have only become affordable in the last ten years, therefore to stay one step ahead, there is a need to regularly review your business processes with the technologies available.

Automated Business enjoy:-

  • Increased Productivity
  • Improved Quality & Consistency
  • Reduced Operational Costs
  • Deliver a superior customer experience
  • Happier staff

Computerisation Limited have the experienced consultants available to undertake an Automation Review for your business.  Talk with us today.

Administrators Password on your Server.

BUSINESS OWNERS:

There is no ‘Forgotten Password’ for the Administrators password on your Server. 😲

The Administrators password is the secret key to your business. It controls your server/s, operating system settings and all the system users.

If lost you could have a business disaster on your hands. In the worst case scenario you could get into the situation where your data could get permanently locked onto a failing server which you can no longer access. 😰

Many business owners delegate this responsibility their IT team, supplier or person.

What would happen to your business if the password holder was no longer available. Disputes can occur, Firms can go into liquidation, Staff can leave and a trusted person could have a tragic accident therefore any of which could make access to this vital password impossible.

As a business owner We highly recommend you insist on your own top level Administrator Login/Password. This would be for your exclusive use and only used in an emergency. This Login/Password should be a permanent password set to never expire.

Envelope - In case of emergency

This password should be tested and once proven put in a signed/sealed envelope and saved in the company safe.

IT Administrators are often very protective of this password and try to resist such requests. Therefore they can be less than fully co-operative.

So remind them it’s your business, your server and your system and insist on having your own Administrator Login/Password moreover a second Login/Password and locked in the safe will allow them to check that you’re not going to log into the system and start playing IT manager when they don’t expect it.

So there are no excuses for not doing this. Hopefully everybody should be happy and you have taken steps to avoid a significant business disaster. 😃

See your database visualy

Everyone who uses data needs to know about Power BI. It can be used to so easily to visualise your data.

You can easily create Reports, Graphs, Charts and Map visuals.

Yet so few people know about it. Its one of the best products Microsoft have produced and its not expensive. Its easy to use and there are a lot of free training videos to help you learn.

In my example below its as simple as:-

1. Choose Visual
2. Choose data Table/Field
3. Select which records to show

Power BI Visual Example of Data

Power BI Visual Example of Data

You can create a Report or a dashboard with one or lots of visuals. There are 4 in the photo below, namely a Graph, Chart, Map and Table. They all interact with each other so when you choose say a product type on the table, the Maps and Graphs automatically refresh to show data for just that product.

Power BI can connect to a number of database sources, including Microsoft SQL Server.

We highly recomend you look at this short 3 miniute video.

https://www.youtube.com/watch?v=Qgam9M8I0xA&feature=youtu.be

SQL Server database backup

Backing up SQL Server database/s.

Backing up SQL Server Databases

SQL server databases installed on an in-house server are normally open 24/7.  Because of this you need a backup tool that will back up the open database files.  This is because  a generic  backup program will just ignore open files.

You can back up your database files by writing an SQL Query.  However, if this is beyond your normal skill set, you can ask a database specialist such as Computerisation Ltd to this for you.  Alternatively, you can choose from a number of tools that will back up your database/s properly.

Tools such as: –

Microsoft Management Studio: Will allow you to make complete or incremental backups by selecting the database then choosing a few menu options.  Please note however that the free of charge ‘Express’ editions do not have the functionality to automate and schedule backups.  Management Studio will create a backup copy file of the database. This file should then be copied to a safe location outside of the server.   Click here for further information.

SQLBackupandFTP:   Is a sensibly priced 3rd part program with an easy set up wizard. It will allow you to create scheduled backups. These will then be automatically compressed and optionally copied to a cloud server or FTP site.  Click here For further information.

Many on-line backup services have an SQL server add-in to their client. However this may be a chargeable extra.

 

GDPR Complaince

Personal Data Security

On May 25th 2018, the rules for holding personal data changed. The ICO (Information Commissioners Office)  can now enforce tough new regulations. Personal data needs to be secure, up to date and fit for purpose.

Organisations and companies who fail to take action to guarantee data security, will risk substantial penalties and loss of reputation. Holding your personal data in a compliant database can be the most secure way of committing to the change in rules.  Thereby demonstrating to the ICO when required, that you have plans and procedures in place to minimise any data breach.

Here at Computerisation Limited, we can help you manage your GDPR compliance processes.
If you are within a 50 mile radius of Cardiff, you are eligible for a free consultation with a member of our friendly team.

Call us today on 02920 712 664 or email Business.solutions@computerisation.co.uk for assistance. Alternatively click on the link below
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/

Spreadsheet vs Database?

Spreadsheets are easy to use but they are not the best tool for storing data.  Spreadsheet

Are you storing your company data in spreadsheets? Many businesses do. However they’re not always the answer and more often the problem!

Used appropriately, spreadsheets can play an important part in running a business. However, because they are easy to use, many companies use them as databases at the expense of efficiency.

Using a database like Microsoft SQL Server instead, has many advantages including:-

  • Easier to share information – therefore saving time and money
  • Faster & more reliable Data entry – reducing errors
  • More efficient – freeing time for more productive use
  • Less duplication – less room for error
  • Better capacity – easy management of large volumes of data
  • Enhanced security – peace of mind
  • Easier reporting – all the information you need in one secure place

Spreadsheets – A big Hidden Cost

Many businesses are unaware of the hidden cost of spreadsheets. Moreover a bespoke database system with automated processing and management reports can provide the required information for a fraction of the cost.

 

For further information, and our white paper – click here