Develop a plan that helps you maximize the chances of a successful transformation

Digital processes are critical for navigating the modern economy. An analysis by Harvard Business Review found that digital-forward companies grew their digital sales by 30% over four years. This is compared to only 9% growth for those without a digital strategy. If your organization doesn’t have a digital transformation process in place now, it likely will soon.

Before you make that leap, you need to create a digital transformation strategy. This will help you navigate the process and ensure every aspect of your organization reaps the benefits of the transition. Our guide will help you develop a strategy that makes sense for you.

Find the best next steps for your company in Digital Transformation: A Guide for Modern Businesses.

7 steps for crafting a successful digital transformation strategy

1. Get buy-in from key stakeholders

Stakeholder approval should be the first step on your digital transformation journey. This could include executives, board members, department heads, or investors.

This step will ensure that the organization commits to completing this project. Otherwise, you may lack resources at critical stages of the digital transformation. This could leave the process unfinished before you can see any gains.

Without buy-in, you may also experience procedural roadblocks that cause the process to take longer than it should. For example, you may need IT to install a technological solution before you can move on to the next step. Getting this approval ahead of time and setting expectations will ensure everyone is aware of their roles and keep the project on track.

2. Define success and set attainable goals

What does success look like when you complete your digital transformation? Is it streamlining workflows and internal processes? Is it improving data accuracy and reducing the possibility of human error? Is it making information more accessible to a global workforce?

Answer these questions, then, set goals that help you work toward achieving that success. Attainable yet ambitious goals will give your team a target to shoot for. Be as specific as you can. Good examples of goals could be a 70% reduction in mistakes or shortening the time to create new customer profiles in half.

3. Build your digital transformation team

The next step on the digital transformation roadmap is to gather your team. These people should be knowledgeable enough about their subject matter experts who know which areas of the business are ripe for transformation.

If this is your first digital transformation project, it may be helpful to bring on an external consultant to help spearhead this process. They’ll form an objective opinion about what’s working and what isn’t. They can also make technological recommendations to make your transformation more successful.

4. Start with a single project

It may be tempting to try and fix everything at once. This will only lead to frustration. Every process has unique needs. If you take on too much at the same time, you won’t be able to give each process the attention it needs to achieve maximum efficiency.

Instead, focus on a single project and use it as a testing ground to work toward your stated goals. For example, a hospital might start with a digital transformation of its patient intake process. A retail business may begin by digitizing its purchase order system.

Narrowing your focus will allow you to examine everything involved in the process from beginning to end. This will help you account for physical paperwork or compliance needs that might otherwise slip through the cracks.

5. Align technology with your project’s goals

Finding technology partners to help fill gaps and improve processes is essential. These solutions will help convert physical workflows into digital processes. They will also make them accessible to workers throughout the organization.

For example, a document scanner can transform physical documents into digital files. Once converted, you can store these files on a central network. You can also couple these devices with a document management system that tags and stores these files to make them searchable for everyone in your organization who needs them.

Did You Know?:With just a few clicks, PaperStream Capture will automatically scan physical documents and convert them into easily-searchable digital files. It’s easy to use, too — set up automated organization and rich meta-tagging processes with just a few clicks.

Don’t just buy technological solutions for their own sake, though. Consider the ways your organization can use them and determine if they will make a meaningful impact on your overall digital transformation strategy. While a solution may improve some processes, you may find that the overhead costs of using it may not be worth it.

6. Test digital processes and implement feedback

With your technological solutions in place, it’s time to test them under real-world conditions to see if they meet your employees' daily needs. This is an opportunity to find out what elements of your transformation are working well and if they have created new bottlenecks that need to be addressed.

Survey your employees who work with these new processes and find out where the issues are. Also, consider tracking the time these new processes take to complete and compare them to previous processes to determine if you’re operating more efficiently. With this information in hand, you can implement changes to further tweak operational performance.

7. Scale digital transformation strategy to other business areas

Once you’re satisfied with the results of your digital transformation pilot project, it’s time to scale. Look for other opportunities where you can see immediate gains and apply the knowledge you’ve learned here to these new projects. Continue expanding outward until you can transform the rest of your organization.

Overcoming digital transformation challenges

Every organization must overcome several obstacles on the road to digital transformation. The following are a few common challenges and ways you can address them.

• Data security: When storing sensitive physical documents, you’ll likely need to lock them away in a file cabinet and store them in a secured location. Digital data requires a similar vigilance toward keeping security. Data must be encrypted in transit and at rest to prevent malicious actors from accessing it. Also, look for systems that offer identity and access management tools to ensure employees only have access to the bare minimum that they need to do their jobs.
• Internal resistance: Change can often be met with resistance. If your employees aren’t on board with these new digital processes, your systems won’t operate as efficiently as possible. Rather than pushing changes onto employees, consider bringing them into the process. Offer in-depth training and informational sessions designed to address concerns and explain the benefits so employees can also buy into these changes.
• Technical debt: Many organizations continue to use legacy systems and outdated processes. After a digital transformation, these older systems may cause problems if they are not addressed. As you develop your digital transformation strategy, look for opportunities to invest in new solutions to try and pay off technical debt where you can to prevent problems from cropping up in the future.

Make Ricoh a part of your digital transformation journey

If you’re looking for a partner to guide you toward developing and executing your digital transformation strategy, Ricoh is here. We have years of experience helping organizations of all sizes along their journey, from offering helpful advice to connecting them with hardware solutions and tech partners that form the backbone of a more efficient workplace.

Want to learn how a digital transformation can improve your organization's workflows? Contact one of our experts today, and we’ll find a solution that meets your unique needs.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.