The most important digitalization tool is nearly free

Digitalization means improving existing business processes with digital means. But which tool is the most important one? I almost overlooked it.

The users are also the digitalizers

Digitization differs from other IT projects because the people who work with better processes are also the ones who have to digitize them. This makes perfect sense because these people are already creating Excel files, Word macros and the like to simplify their work.

In the past, digitization meant the introduction of business software that was mandatory for everyone to use. Adapting such software was and is time-consuming. That's why it's good that there are IT experts who plan, prepare and implement changes.

Which tools are there?

In the current wave, we are now using tools that are much easier to use. They are also aimed at smaller user groups. Let's take a look at what Microsoft has to offer. If you have an Office 365 subscription in your company, you can use the following services:

Fig. 1: Overview over Microsoft tools

• MS Forms can be used to query data from users. (Machine data may come via a different channel.)
• Power Automate can be used to connect different applications.
• We can store data in SharePoint, OneDrive and Dataverse.
• With MS Lists, Power Apps and Planner, you can quickly create applications to collect and process data.

Here is a scenario:

• An internal or external customer reports a new order via a form in Forms.
• A flow in Power Automate reacts to the input and adds the order into a SharePoint list. In addition, an email is sent to the customer and a new task is added to Planner.
• An employee processes the order and changes the status in a Power App.
• Power Automate recognizes the status change and triggers a new action.

This is an example of a digitized process across several departments. But which tool is the most important? That wasn't even on the list.

Document your work

We recommend keeping a notebook or journal. Either at the personal or team level. The users are the digitalizers, i.e. creating flows, lists or apps is only a means to an end and not the main task. It is therefore easy to forget things. Good work is documented and reproducible.

It doesn't matter in what format things are written down. The important thing is that the crucial things are written down any way and that we can find them again.

Apart from paper books and pens, there are various electronic solutions:

• For handwritten notes, there are GoodNotes (Apple devices, Android) or Microsoft Journal.
• Many users like to use Microsoft OneNote. Others swear by Evernote (at least in the past).
• The various mobile devices have their own note-taking apps. They have different functions. Sometimes you can even share the notes or store them in the cloud.
• There are a number of products that follow the principle of the Zettelkasten and are often the basis for a Personal Knowledge Management System (PKM). Obsidian, Logseq and Notion fall into this category. (Obsidian and Logseq are free. For Notion you need a subscription if you want to use more functions.) You will find a ton of videos and instructions on the net on how to set up such systems.
• Then there are the typical office programs with which you create texts and tables.

I personally like GoodNotes and Obsidian. But everyone has to find their own tools.

How can you create and manage notes to help you find your way around? That's a topic for a whole new post.