Why business system?

Why a business management system?

Most organizations need to be able to systematize their work in some way, to work efficiently and be competitive. It's about the right person doing the right task. At the right time and in the right way by having a system for how you plan, allocate and monitor work.

The different parts of the business system consist of process maps, objectives, reports, policies, instructions, guidelines and procedures, all of which contribute to the smooth running of the business. The business management system can include anything related to the work.

Examples of elements of a business management system:

• Business goals and vision
• Processes and ways of working
• Policies on how to choose suppliers and partners
• Information sheets on how to manage your crisis
• Guidelines on how to ensure staff availability and the right skills
• Complaints handling
• Guidelines on personal data management/GDPR
• Systematic work environment management

Example of a quality process with PDCA cycle and constituent areas. All clickable, making it easy for the user to navigate and do the right thing.

Introduction of business systems

1. It is important to describe what you want to achieve with your business management system. What should the system correspond to? Are there internal requirements? Are there legal requirements and requirements from customers or suppliers that we must meet? Take the time to identify the areas that the business management system should cover, so that you choose a solution that meets your needs, both now and in the future.
   
   
2. Ask the management team but also other employees about their needs. They often have requests that you may have missed and it is important to understand what they value.
   
   
3. Build commitment in management. Getting their commitment is crucial to success and it needs to be long-term. Develop examples of how much you could save in wasted resources if everyone worked in the same way and systematically.
   
   
4. Share the responsibility. Set up a project team so that several of you can work together. This makes the work less fragile and also involves more people, which makes it easier to implement the system with all employees. In the project team, one person should be the project manager and lead the work.
   
   
5. Identify the current situation. How do the different parts of the organization work today? Invite those responsible for the various processes in the organization and draw up what you do, how you do it and who is responsible for different steps. Create as clear a picture as possible of the entire chain. Then check the results between each other in the project group. Are there time-consuming steps that can be streamlined? Where are there risks that we need to address? Are there customer needs we are not meeting?
   
   
6. Visualize the business. Based on the current situation and identified areas for improvement - draw up and visualize your business. Map out which elements have associated documentation and which need to be supplemented.
   
   
7. Complete and link with documentation and cases. Use a language that meets employees well. Keep documentation as short as possible and note if there are checklists and instructions that would be better suited to efficient case flows.
   
   
8. Create homepages that meet your employees' needs. Keep in mind that the management team wants to see and oversee other steps than, for example, an employee out in production. Check with the respective process owners on how the start pages should look to best meet the need. And keep it simple and user-friendly.
   
   
9. Implement in a way that suits you. Often it is smart to take the change in smaller steps. It's only in real life that you can really see how well it works for you. Collect regular feedback and act on it to develop and improve for users. A well-functioning business management system should be constantly evolving.
   
   

Gather your entire business management system in one place

AM System is a cloud-based platform for the entire business system. Here you visualize your processes, manage and connect with your documentation and create case flows with automatic notifications that get the job done.Example of a production flow, created as a tachymeter diagram in AM System.

AM System is suitable for those who want to achieve a more systematic way of working, where everyone works in the same way. Here you can organize your documents, policies, instructions and guidelines. The system is accessible regardless of where you work, is available in Swedish, English and has support for more languages. With AM, you create clarity around your goals and get more people involved in quality work.

AM System is a digital business system

There are many advantages to using a digital and cloud-based business system. All information is stored digitally and is available regardless of where you work. You can control which employees have access to which functions and areas.

AM System as a platform also facilitates collaboration. Documentation can be edited by several people before publication and the system has built-in version management. Here you can be sure that the employee receives the latest version of an instruction, for example.

Document management

Compare any document edition with another, such as a draft with published editions.

AM System has a built-in text editor to create different types of documentation. It can be compared to a text editor with the big difference that here you can share documents to colleagues directly from the system, without emails and attachments, which risk falling into the wrong hands. Send documents for approval, get notifications when someone has read a document and see previous versions.