How to choose an appropriate OA Product

OA collaborative office management software accelerates information flow by unifying office specifications, which can effectively improve staff efficiency and reduce enterprise operation costs. As it conforms to the development trend of information technology in a timely manner, it has gradually become an essential tool for daily operation of enterprises. From the investigation to the launch of the product, the product needs to be communicated, tested, and adjusted several times. After the launch, the product also needs to be adjusted based on the opinions of users in various departments. The implementation process is as follows:

I. Research

In the research phase, more important than product research is the investigation of important workflows and data sharing needs of various departments of the enterprise. Today, with the high popularity of the Internet, enterprise employees often learn more about the information system through registering members, sending and receiving emails, and online forums, in addition, it is likely that the idea of using an information tool to get rid of the tedious and repetitive work manually. In fact, this is the most basic requirement for the functions of the OA system. By carefully understanding their expectations and requirements for future automated office work, we have achieved the purpose of the Preliminary Function Research, in addition, it will be of great benefit to the selection and trial of subsequent products.
In terms of product research, we need to "widely spread the network and focus on fish fishing ". First of all, we should try our best to understand all the products on the market. The more the product information, the better. It is best to have a demo disk or even a trial version. In this way, the collected product information can be more intuitive and easier for us to understand its functions. Secondly, there should be certain standards to understand each product. This standard should be summarized from the previous research on this enterprise. It is not necessary to form written materials, but you should be aware of it in the product survey process. There are a variety of products on the market and there are a large number of products. Only in this way can we find several key products that meet the needs of the enterprise in a time-and-effort manner for detailed understanding and comparison, laying a solid foundation for the following selection work.

Ii. Selection

With the previous work, you only need to select among the key products selected above, but it is not easier than the previous work, because these products have very little difference in the implementation of the main functions, it is like the last interview for enterprise recruitment, it is more difficult to choose. Based on my own rich experience, I think that we should consider the following aspects:

① From the aspect of software structure, it should be appropriate to the unit conditions, so that it will be easy to implement the software modification, expansion and maintenance. Although the current OA system is a general software, you can add, delete, and modify software modules at any time according to your needs. However, when you select different systems, the scope of software modifications must be different, the increased software costs are also different. From this point, we need to select the product system composition that is the closest to the Enterprise.

② In terms of after-sales service, we should select development agents that can provide timely service support. To fundamentally solve the service guarantee problem, we should make service localization as much as possible, so as to facilitate timely service and relatively low service fees. Otherwise, the increasing service fees will become a heavy burden on the Organization. The OA system covers a wide range of enterprises and covers a wide range of businesses. No enterprise's OA system has been officially launched without adding and providing complete functions. Once the OA system is launched, it will become an essential tool for all departments of the enterprise. Therefore, in the subsequent time, the importance of post-sale services will become increasingly prominent.

③ From the price perspective, learn more, compare more, and select the most cost-effective price as much as possible.

Iii. Trial

After making the selection, it is time to enter the trial phase. The trial is not a task of the Information Department, especially for the workflow. This is also the core application of the OA system. As the employees of the Information Department have little contact with the enterprise's workflow in their daily work, it is difficult to find details when you test the flow part of the system based on the materials obtained in the survey. Employees who often come into contact with the company's work flow often have a personal experience on the occasional events that have occurred in the circulation, and can often see the gaps in this part. Taking the implementation process of our company as an example, although we conducted a comprehensive and meticulous test of the system before starting the trial run within the company, however, many unexpected problems still occurred during the subsequent one-month trial run.

4. Communication

If a problem occurs during the operation, it involves communication with the developer. There are two points to note: first, internal problems. If it is not a small enterprise, there are at least two grass-roots persons in charge of the implementation project. The internal problems mentioned here are, that is, the most frequent communication with the other party's implementers must reach an agreement regarding the existing problems in the system, and then communicate with the other party. Otherwise, there may be some non-important issues, such as button usage habits and page uniformity. Some advocate improvement, and some say they do not change. In this way, the other party will certainly not take the initiative to improve. Changes to these problems do not seem to matter, but they will undoubtedly have a negative impact on future communication, making ourselves passive. Second, the implementers of the other party should have requirements. For problems that can be solved, they should be reminded to implement the measures within the planned time. For problems that cannot be solved by the software, relevant reasons should be provided, in order to facilitate us to search for information and work out other solutions.

V. Training

There are two aspects to the training. First, System Administrator training; second, normal user training. The system administrator training is very important, because the system administrator's familiarity with each module of the system and the proficiency in the tools used by the software will have a great impact on the system implementation effect. Only with this knowledge can the Administrator be able to analyze and handle system problems to ensure the normal operation of the system. In addition, it is best to explain the training and solve the problems that arise during the operation. This helps users get familiar with the system more quickly.

Vi. Operation and Maintenance

In daily operation and maintenance, you only need to do one thing: if the user has problems, the system administrator must solve them in time. If the problem cannot be solved, contact the developer's implementer in time. The system administrator should gradually improve the problem solving capability in the cycle of problem solving to Ensure the implementation effect of the OA system.

There are still many issues that should be paid attention to during implementation, but the premise must be that you should invest more energy, fully investigate the OA products, and fully understand the situation of the enterprise, we are confident and enthusiastic about the successful implementation of the project!