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How To Get Your Employees Excited About Digital Transformation

Once your company’s senior leaders have developed a digital transformation strategy, it can be tempting to move full speed ahead with implementation. However, the key to long-term success in your digital transformation efforts is to get the entire organization on board and excited about digital initiatives first.

Digital tools play a key role in successful business outcomes, but all of the changes in procedure that come with transformation projects can be met with some pushback from employees. Your workers may have a digital skills gap that triggers frustration and other employees may fear that their jobs are being replaced. 

Business leaders have a responsibility to educate their employees about digital transformation initiatives to ensure a smooth and stress-free implementation process. With a little bit of extra support from senior managers and your digital business partners, your business can create a company culture that challenges the status quo and prioritizes digital transformation for business success.

Here are some tips to have a company-wide buy-in on your digital transformation projects. 

Educate Your Employees About Digital Transformation

It is important to educate your employees about digital transformation at every level because they don’t have the same vision of the business as company leaders. For example, senior executives have insight into how AP automation software will deliver ROI and cut costs, but the vast majority of employees in your AP department might just feel as though you are trying to cut out their jobs. 

In a Forbes article on digital transformation, Garth Andrus, co-author of The Technology Fallacy, explains, “A lot of digital technology is augmenting our jobs, not necessarily replacing all the jobs […] But there’s often so much more augmentation, and that’s difficult for people to weave into their work because they keep wanting to do the workaround they had gotten used to.”

It is important to have internal communication at every level to educate employees on the “why” of automation tools to help them see the bigger picture. Though employees’ responsibilities and daily business processes may change to incorporate new technology, the digital tools will actually make their jobs less mundane as they track KPIs and focus on scaling efforts. By educating your employees, you can empower them to feel excited about their central role in meeting business goals and reassure them that their roles are not at risk.

Follow Through With Training And Support

In any digital transformation project, following through with consistent training is key to a successful transformation. Even with a solid education of the “why” behind automation software and digital tools, employees are vulnerable to burnout and frustration when they become overwhelmed with entirely new responsibilities all at once.

One simple training session or video is not a sufficient company strategy for digital implementation. For your more tech-savvy employees, one training video might do the job, but for employees who have been in their role doing manual data entry with a paper process for 15 years, the digital experience will be foreign and training will take time. Be patient with your employees as they adjust to the new digital strategy. Business operations may slow down before they speed up, but this is normal.

To increase employee productivity and training success, senior managers should implement a buddy system and channels of communication where IT employees are paired with workers in other departments to offer consistent support and answer any questions. 

Your digital transformation business partner will also be ready to offer support and consulting during implementation, so take advantage of the materials that they provide and keep their contact information handy in case you run into issues. 

Read more: Successful AP Automation Implementation: Solving Common Challenges with Preparation and Collaboration

Offer Space For Feedback

To keep your employees motivated and excited about your digital transformation efforts, C-suite executives and senior managers should offer consistent space for feedback from employees in all business units.

A true culture of innovation is constantly reassessing and adapting to drive business success by maintaining internal communication. Your company will have greater insight into the benefits of transformation and areas where you can continue to improve when you make space for employees in the field to give feedback on their daily processes. When workers feel heard, employee experience is boosted and productivity increases to create a more mature organization.

Your business can also offer rewards, recognition, and incentives for employees who have performed well in transformation-specific roles to acknowledge their efforts and reiterate their value. Keeping your workers engaged, motivated, and excited about digital trends lies in how you treat them and how well you implement these new processes.

Mosaic offers numerous Industry Solutions for a seamless digital transformation. We are an Epicor Gold Partner with expert consulting services to ease your implementation process and get your employees excited about automation software. 

Contact Us today to get started.

Automation in the Procure to Pay process

When looking for opportunities to improve business functions and save money, many organizations look to their existing accounting processes. Accounts Payable processes specifically are typically antiquated, slow, and costly, and there are plenty of opportunities for improvement. A good place to start your accounting department’s digital transformation is within the Procure to Pay (P2P) process.

In PayStream Advisors’ 2018 Procurement Insight Report, they identified some of the biggest pain points within the P2P process. Some of the top pain points reported were that their process differs across departments, the technology they use is inadequate, there’s too much paper in the process, and that they are using several disjointed systems.

In digging deeper, they identified that almost half of all organizations don’t have centralized procurement, which alone can cause a completely inefficient process cross-departmentally. By not having a simplified, standardized procurement process, you risk late-payments and hiccups within your process. In fact, 25% of organizations don’t even have a formal process for managing and monitoring budgets, which if left unaddressed, can be detrimental to an organization.

What does a typical P2P process look like?

  1. Create requisitions
  2. Approve requisitions
  3. Create a purchase order
  4. Approve purchase order
  5. Accept or reject the receipt
  6. Evaluate supplier
  7. Approve invoice
  8. Pay vendor

Typically each of these steps are done manually. You have someone create the requisitions, someone else to approve them, someone who creates the PO, someone who approves it, and each step is passing paper back and forth between employees and departments until you reach the final step. The biggest issue is that there is a large margin for error within each of these steps. Maintaining consistent communication throughout the process can be difficult, and may lead to problems.

How can you automate each of these steps? It may be assumed that you would need to implement a separate solution for each part of the process, but a holistic, smartly integrated automation suite can solve your workflow woes all in one place.

Invoice Matching

Easily match vendor invoice, purchase order, and product receipt information. A state-of-the-art ECM (such as DocStar) makes matching and routing invoices to their correct recipients is incredibly simple. Many top organizations get started by using an ECM then progress to a system that combines workflow enabled logic with Artificial Intelligence to make their process even smarter (and faster). Quickly identify discrepancies with little manual work by utilizing Smart Optical Character Recognition (OCR).

Create & approve requisitions and purchase orders

Create custom forms for requisitions and purchase orders. These can easily be completed by employees and immediately sent to managers for approval.

ERP Integration

Utilizing an intuitive system that integrates with your ERP is crucial. The key to a successful fully automated P2P process is working with an ECM and solution provider that has pre-built integrations, and the experience to do it successfully. The best ECM providers can work to create integration in areas where you an API or prebuilt integration does not exist by leveraging Robotic Process Automation (RPA) to scrape the UI, extract the data, then push it to your line of business application. With integration, key tasks can be automated with close to no manual efforts and it’s much simpler to monitor procurements and budgets.

How Mosaic can help

Automating your entire P2P process can seem overwhelming, but we’ve had plenty of experience in helping customers simplify complex processes. We can create a fully customized automation plan for your Procure to Payment process. We’ll help you save time, money, and resources while moving towards complete automation.

Schedule a demo with us! Call 1-800-387-7859