Insights
SELECT Computer Systems has been providing business administration software solutions to the service and maintenance sectors for over 30 years. Our deep knowledge of the industry ensures that we are well placed to meet the demands of our customers, by delivering flexible, integrated and efficient solutions. Check out our articles below for top tips on how to get the most out of your business:
6 Benefits of Cloud vs. On-Premises Software
Cloud computing, often referred to as “the cloud”, is a technology which uses the internet and central remote servers to maintain data and applications. It allows consumers and businesses to use applications without installation, and access their personal files using any device with internet access.
On-premises software typically requires a software license for each server and/or end user, and the customer is responsible for the security, availability and overall management of the software.
On-premises software is generally more expensive than cloud-based software because it requires in-house server hardware, capital investment in software licenses and in-house IT support staff.
Software as a Service (SaaS) is a software licensing and delivery model in which software is licensed on a pay-for-use basis or as a subscription based on use metrics, and is centrally hosted. In effect, SaaS is leased software, maintained by its creator and not hosted on your premises. SaaS applications run in the cloud.
Here are 6 reasons why you should consider moving to a SaaS solution:
1. Total Cost of Ownership
When evaluating a purchase decision, many companies compare the price of on-premises software with the recurring cost of a SaaS subscription. While these numbers are important, they fail to capture the total cost of ownership. On-premises solutions require not only the purchase of the software, but also require support costs that are typically around 20 percent of the license, as well as additional hardware, maintenance and support staff, network monitoring, management tools, etc. With the SaaS model, many of the costs listed above are included in the subscription cost, which leads to a lower total cost of ownership.
2. Resource Costs
The annual cost of owning and managing software applications can be as much as four times the cost of the initial purchase. In fact, companies can spend up to 75 percent of their total IT budget just to maintain and run existing systems and infrastructure. With cloud-based applications, the internal resource costs are minimized, further adding to their economic advantage.
3. Quick to Deploy
With SaaS solutions, all you need is a web browser and internet access, and you’re ready to go. Where on-premises software can take weeks or even months to deploy, SaaS applications are already configured and ready for use. Using a ready-to-go system saves precious time, and lots of it.
4. Upgrades, Uptime & Security
SaaS solutions offer seamless, automatic and frequent upgrades as part of the ongoing subscription charge. At any one time, you can be assured that you will always have the most up-to-date software.
Most cloud providers are extremely reliable in providing their services, with many maintaining 99.99% uptime/availability. In the event that they don’t deliver according to your Service Level Agreement, there are penalties to pay by them.
Given the importance of customers’ concerns regarding the security of their data when it resides off-site, reputable SaaS providers typically offer security measures beyond the affordability of most businesses. Therefore, your data is often safer in the cloud than on a server in your offices. Also, data is automatically being backed up, providing additional security and peace of mind.
5. Anywhere & Anytime Access
With cloud computing, you can access your applications anytime and anywhere via a web browser from any device. Flexible working may also play a part in driving efficiency and productivity, as it is often regarded as an employee benefit, therefore attracting more skilled staff and retaining existing team members.
Collaboration is also made easier using the cloud, whether you are sitting next to your colleague or are hundreds or thousands of miles apart. Again, this improves not only the efficiency, but also the productivity of the business.
6. Environmentally Friendly
With fewer data centres worldwide and more efficient operations, we are collectively having less of an impact on the environment. Companies who use shared resources improve their ‘green’ credentials. When your cloud needs fluctuate, your server capacity scales up and down to fit. So you only use the energy you need and you don’t leave oversized carbon footprints.
6 Ways Businesses are Wasting Time and Money
All businesses are guilty of wasting at least some time and money. Companies need to adapt and evolve, updating their processes, using new technologies and ideas.
Just because something was done a certain way in the past, doesn’t mean it needs to be done that way in the future. Our research tells us that businesses are wasting most of their time and money on the following:
1. Failure to update outdated systems
Manual, paper-based systems are inefficient, expensive, time-consuming and are more likely to introduce mistakes. Just because a task was done that way 10 years ago doesn’t mean that it needs to be done in the same way today. Businesses should invest in technology that improves processes and makes them more efficient.
2. Maintaining legacy systems
Just because your business has invested a lot of money in a legacy system, doesn’t mean that you should continue to invest in it. Companies can waste a huge amount of time and money supporting outdated systems. Moving to a new system that’s easier to support can reduce costs and make your business ready for the future.
3. Failure to outsource
Every company likes to think that it’s good at everything, and there’s a natural desire to keep everything in-house. However, failure to outsource can cost your business in time, money and expertise. With the right partners, you can outsource parts of your business to experts in that area, reducing costs and making your business work more efficiently.
4. Too many meetings
Meetings are an effective way to get people together to discuss issues, solve problems and come up with new ideas. However, poor planning and a lack of agenda can make them a waste of time. Ensure that meetings have a clear agenda, so that staff can prepare properly and you can get through the important points. Avoid face-to-face meetings that are difficult to arrange, by using technology, e.g. video-conferencing, to save time.
5. Unreliable data affecting decision-making
Not having access to accurate data in real-time, can result in managers making poor decisions, or taking too long to reach a conclusion. Your data needs to be analysed, and presented quickly and accurately to top management, so that the right decisions can be made sooner.
6. Lack of collaboration
Many people in companies work on their own and don’t interact with other staff. This prevents information and knowledge from being shared and can result in multiple people working on the same thing at the same time. Through better collaboration, your employees gain clarity in their roles. Clarity helps each person know what they are supposed to do, and they know what others are doing – or not doing. Collaboration avoids costly overlap or gaps. Things flow more smoothly and get done at the right time. And that means lower costs for the business, and faster turnaround times.
6 Reasons Why You Should Stop Using Spreadsheets to Manage Your Business
Our research tells us that most SME business owners are using spreadsheets to manage their business. And when asked why, they often say that they don’t know what else to use.
Before we go any further, spreadsheets provide invaluable tools for collecting and analysing data. They are great for numeric and text values in relatively low volume. However, for very large volumes of data, a relational database has several advantages over a spreadsheet:
1. Data Integrity
Access to a spreadsheet is often limited to one person at a time. Relational databases are designed for multiple users and when one person makes a change, it is visible to everybody instantly. This feature preserves data integrity and data consistency, which is harder to manage when using spreadsheets.
2. Data Redundancy
Databases are designed to avoid data redundancy, with little or no duplication of data. Frequently, data in spreadsheets is copied multiple times and the same data is maintained in separate spreadsheet files, creating accuracy problems when changes are made.
3. User Access & Security
Databases provide centralised data storage and offer better security than spreadsheets. User permissions can be assigned to restrict access to privileged information.
4. Efficiency
Updates to databases are typically easier than spreadsheets, especially if the same information is maintained in multiple records or multiple spreadsheets. A relational database is more efficient in storing and manipulating data, compared with large spreadsheets. This results in less time being spent on tasks and fewer mistakes.
5. Data Accessibility & Speed
Since databases store information more efficiently, they can handle volumes of information that would be unmanageable in a spreadsheet. Spreadsheets have record limitations whereas databases do not. Compared to databases, spreadsheets can require a large amount of disk space for storage. Very large spreadsheets can be hard to read and finding specific data can be cumbersome. Relational databases use special querying tools to overcome these issues.
6. Real-Time Reporting
Producing reports in a spreadsheet will require your skill in creating pivot tables, charts & graphs, performing vlookups, running macros etc. With a relational database management system, reports are available at the click of a button, instantly providing accurate and up-to-date information.
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