How should enterprises choose oa management system?

Six steps of oa management system selection;

Investigation, selection, trial communication and implementation of post-training maintenance

I. Investigation

In the research stage, it is more important than product research to study the important workflow and data sharing requirements of various departments of the enterprise. Today, with the high popularity of the Internet, employees of enterprises often know something about the information system by registering members, sending and receiving emails and online forums. And it is very likely that they already have the idea of getting rid of those tedious and repetitive tasks by using an information tool. In fact, this is one of the most basic requirements for OA system functions. A careful understanding of their expectations and requirements for future office automation will achieve the purpose of functional research in the early stage, and will also be of great benefit to product selection and trial in the future.

In product research, we should "cast a wide net and focus on fishing". First of all, we should know all the products on the market as much as possible, and the more product information, the better. It is best to have a demo or even a trial version. The product data collected in this way can be more intuitive and convenient for us to understand its functions. Secondly, we should use certain standards and questions to understand each product. This standard should be summed up from the previous investigation of this enterprise, that is, what problems do you want to solve through OA? There should be a standard in mind before the trial, not necessarily in written materials, but in the process of product research. There are many kinds of products on the market. Only in this way can we find out several key products that meet the needs of this enterprise in time and labor-saving, prepare for detailed understanding and comparison, and lay a good foundation for the next selection work.

At present, well-known OA manufacturers in China include Panwei, Zhiyuan, Jinhe and Weifeng OA. Pan-micro, Zhiyuan and Jinhe are all large-scale OA, suitable for large enterprises. Weifeng OA is a mid-range product for SMEs.

OA type selection and enterprise demand. What suits you best is the best.

Second, choose

Compared with the previous work, this step only needs to choose from several key products selected above, but it is not easier than the previous work, because these products have little difference in the realization of main functions, just like the last interview of enterprise recruitment, the selection is more difficult. With my less rich experience, I think the following aspects should be considered more:

① Considering the software structure, choose the software suitable for the conditions of the company, so as to facilitate the modification, expansion and maintenance of the software. Although the current OA systems are all general-purpose software, software modules can be added, deleted and modified at any time according to users' needs, the degree of software modification is definitely different when different systems are selected, which increases the software cost. From this point of view, it is necessary to choose the product system that is closest to the needs of enterprises. For example, it is very good for small and medium-sized enterprises to choose Weifeng OA, a small and medium-sized OA system that is easy to expand, maintain and use. However, large groups can investigate large-scale OA with complicated processes like Zhiyuan.

② Considering after-sales service, we should choose a development agent who can provide timely service support. To fundamentally solve the problem of service guarantee, it is necessary to localize the service as much as possible, which is conducive to timely service and relatively low service fee, otherwise the increasingly high service fee will become a heavy burden for the unit. Enterprise OA system covers a wide range, covering more or less businesses. No enterprise's OA system will not be added and improved after it is officially launched. Moreover, once the OA system is online, it will become a daily necessary tool for all departments of the enterprise. Therefore, in the next time, the importance of after-sales service will only become more and more prominent. Small and medium-sized enterprises should never choose that large-scale OA system. Large OA is expensive, mainly because you don't have professionals to maintain it. Therefore, small and medium-sized enterprises must choose an OA system that is easy to maintain like Weifeng OA.

③ Consider the price, learn more, compare more, and try to choose the one with the highest cost performance.

Third, the trial

After making a choice, it's time to enter the trial stage. Trial is not the business of the information department itself, especially the part related to workflow, which is also the core application part of OA system. Because the staff of the Information Department seldom come into contact with the workflow of the enterprise in their daily work, it is difficult to find out the details of the workflow of the system simply through the data obtained from the test and investigation. Employees who have frequent contact with enterprise workflow can often find this part of the gap, because they have personal experience of accidental events in circulation. Taking our company's implementation process as an example, although we had a comprehensive and detailed test of the system before the company-wide trial operation, there were still many unexpected problems in the subsequent month's trial operation.

Fourth, communication and implementation.

There are problems to be solved in operation, which involve communication with developers. This requires attention to two points: first, internal problems. If it is not a small enterprise, there are generally at least two grass-roots personnel responsible for the implementation of the project. The internal problems mentioned here refer to those who communicate with the implementers of the other party most frequently, and must reach an agreement on the problems existing in the current system before communicating with each other. Otherwise, there may be differences on some unimportant issues, such as the habit of using buttons, the symmetry and beauty of the page, some advocate improvement, and some say no change. This way, the other party will definitely not take the initiative to improve. Whether these problems are changed or not seems irrelevant, but they will undoubtedly have a negative impact on future communication and put themselves in a passive position. Second, there should be requirements for the implementers of the other party, and the problems that can be solved should be reminded to be realized within the planned time. For the problems that the software can't solve, we should give the relevant reasons, so that we can compare and find information and find other solutions. Therefore, we must choose OA vendors with good service and strength, and don't choose those vendors without strength because they are cheap.

Verb (abbreviation of verb) cultivation

Training has two aspects. One is the training of system administrators; The second is the training of ordinary users. The training of system administrators is very important, because the familiarity of system administrators with each module of the system and the proficiency of using tools in software will have a great impact on the implementation effect of the system. Only by mastering this knowledge, the administrator can analyze and deal with the problems in the system and ensure the normal operation of the system. In addition, it is best to explain the training and solve the problems in operation alternately. This will help users get familiar with the system faster.

Late maintenance of intransitive verbs

In the daily operation and maintenance, we only need to do one thing: the system administrator should solve the user's problems in time, and contact the developer's implementer in time if they can't be solved. System administrators should gradually improve their ability to solve problems in the cycle of constantly appearing problems to ensure the implementation effect of OA system.

Buying software is buying services.

In foreign countries, the view that selling software is selling services has been widely recognized, and foreign software manufacturers mainly make profits by charging service fees. In China, it is obviously unrealistic for collaborative software vendors to rely on service fees to survive. But the core of selling software is selling services, which is the inherent essence of collaborative software, but it has not changed. At present, service capability is the "short board" in the cooperative software bucket. In order to survive in the fierce market competition, many enterprises often ignore the cultivation of their own team service quality and the construction of enterprise service ability.

On the one hand, the choice of OA software should comprehensively consider its own needs and costs, on the other hand, it should also consider the strength of OA manufacturers, the scalability, maintainability and ease of use of the software. If you can consider yourself and the manufacturer comprehensively, you can definitely choose an OA suitable for your enterprise. Large enterprises must inspect Pan-micro OA and Zhiyuan OA, and small and medium-sized enterprises must inspect Weifeng OA. Who to choose is another word, but at least this brand manufacturer must look at it and make more comparisons. Only in this way can you choose the OA software with the highest proportion of personality.