Optimize business processes with software

With software programs, trades businesses can save time and money, for example, by implementing digital project management.

This article is part of the special topic Digital Crafts

Where paper and pencil were once used, computers now help. Typical applications for software support include project management and business management tasks. The biggest advantages: templates or text modules only need to be customized, while all employees have access to the necessary information at any time via the internet. Before purchasing software, however, companies should take some time to find programs that best suit their needs. Different products can be useful depending on the trade, company size, and daily workflows.

Business management software that effectively and quickly achieves its goals is recommended for almost all companies. Current software packages contain various modules for all key areas, such as order processing, payroll, financial accounting, and tax returns. The combination of modules and the extensive range of functions make such packages significantly superior to manual management with Word and Excel. This allows all important information to be stored in databases and later compiled with just a few mouse clicks. This includes, for example, your own services and products, prices and discounts, as well as employees and wage payments.

Working cleverly with databases

Some programs also offer measurement calculations or fields for custom formulas that automatically calculate material quantities, for example. This data allows many documents to be created in a very short time – for example, quotes, order planning, or invoices. If a warehouse management module is also available, even all warehouse postings are fully automated. With payroll modules, hourly wages and fixed salaries can be stored in databases. Furthermore, time tracking, absence management, and health insurance management are often available. Using special interfaces, companies can also transmit their data directly online to the tax office or social security authorities. The financial accounting module usually supports double-entry bookkeeping, cash flow statements, balance sheets, and annual financial statements.

Companies can also benefit from project management software. Poorly planned projects usually take significantly longer than estimated. Furthermore, significant additional costs arise if missing materials or employees are only discovered on site. Accurate planning is particularly important in the construction industry, where employees from various trades must be directed to avoid idle time or delays. This is also important for ongoing quality control, the acceptance of partial deliveries, and the adjustment of the schedule to reflect the actual construction progress.

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Even small businesses can save time and money

While digital project planning is a given in large companies, many small businesses still forgo the use of project management software. However, even small businesses can save time and money by using such software: For example, if several small construction sites need to be completed in one day, schedules, required materials, and work progress can be optimally planned and documented. Software packages such as "Asana," "Braintool A-Plan," or "Microsoft Project" contain software modules for many project sub-areas – from effort estimation and working hours to project monitoring and documentation. Here, too, the program should be tailored to the specific requirements of your company: For small businesses, a free solution such as "Asana" is often sufficient, while large companies often rely on an enterprise resource planning (ERP) solution.

Software for business administration
Modules: What functionality is required? Possible modules include financial accounting, online banking, payroll, accounting, and inventory management.
Installation: On how many computers should the software be installed?
Scope: How many customers and/or employees should the software be designed to manage?
Test phase: Does the manufacturer offer a free trial version?
Cost: How much are the one-time and subsequent recurring costs? This includes the purchase price, updates, and monthly/annual usage fees?
Project management
Offer: Has the project been accurately calculated, from deadlines to material and personnel costs to profit margins?
preparations: Are the formal requirements met? In other words: Is there a written contract? Have the necessary permits been obtained?
Planning: Can the desired goals be achieved within the specified timeframe? Are the details documented in specifications?
Resources: Are qualified staff available? Do they know all the project details? Will all materials be delivered on time?
Execution: Is there a contact person on site who can make decisions in case of problems? Who is responsible for subsequent change planning, including documentation and cost breakdowns?
Controlling: How are sub-goals reviewed? Is all work documented comprehensibly? Who is responsible for quality assurance and final acceptance? Project completion: Where were problems encountered? How can they be avoided in the future? Were all time, quality, and financial targets met? If not, how can processes be improved in the future?

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