10 Signs Your Company Needs to Review Systems

There are many questions that you could ask yourself to help decide whether it’s time for your company to review systems.

So you have centralised systems, but the company has evolved and grown over time. Often people don’t notice just how out of line the people, systems and desired deliverables have become. There can be an increasing hidden army of resource whose time is just sucked up with administration day to day and end of month/year.

Questions to ask:

  • How many versions of the truth am I seeing when asking a question?
  • Can I take a snapshot of the health of the business when I need it?
  • What work or which clients are making us money and who is not?
  • How much is working capital gets tied up in inventory?
  • How long does it take me to complete the month/year-end?

The answers to these will make it self-evident whether the board is managing the company or reacting.  In general, some signs and indicators will increasingly show whether the current systems are becoming out of alignment with how the staff need to work. Also, the things the customers are asking the company to do.  These things do not necessarily mean that new systems are required; our ERP MOT may well show that a bit of tweaking will re-optimize your existing systems and bring everything back in line.

Is there still a reliance on separate bits of software?

Are you relying on:

  • Smartsheets
  • Spreadsheets
  • Outlook
  • Word
  • Home-written
  • Single function applications

Is this all becoming an unmanageable burden – a hidden army of resource wasting their days and your capital just coping.

Do we have department or function-specific databases?

Are these developed as a:

  • Quick Fix
  • Short Term Solution
  • Disconnected Information
  • Do you find Departments becoming isolated
  • An increasing estate of silos of information

How much time do you waste on entering data?

Is inputting data a long process?

wasted time

Does the re-entry of data occur within my business?

Is the following happening?

  • The same information is being entered
  • Nugatory administration tasks
  • Copy-paste and change
  • Unproductive use of time
  • Increased chance of a human error occurring

Do we have multiple versions of the truth? (Silos of information previously mentioned)

  • Which version is correct?
  • Does filtering information become difficult?

available stock image

How many people do I ask for information when I only want …?

  • No single source of information
  • Inefficient communication links causing bottlenecks
  • Individuals singing from different hymn-sheets 

How easy is it to know the state of the business?

  • Unless you can ‘press a button’ and have the up to date key performance measures and data at hand. Anything else is guesswork
  • Can you wait six days beyond month end to find out if the company has made money or not, or to find out what commitments have been made?
  • How difficult is it?

How difficult is it to produce accurate forecasts?

Is the process longer or harder than you feel it should be when creating forecasts?

disconnected process

How does operational management manage?

  • Is there constant firefighting?
  • How is management time allocated?
  • How does management receive essential information?
  • What is the quality of this information?

 Ultimately, could my business be more competitive?

  • The cumulative effect of inefficiencies is having a significant impact on the bottom line
  • The growth exacerbates these efficiencies
  • Is my competition eating me, or am I eating them?

If you answered yes to any of the above, this does not necessarily mean that new systems are needed, but instead that an ERP MOT could show that a bit of tweaking will re-optimize your existing systems and bring things back in line.

If you are not sure, we have a complete talk around the above topics, and if this could be helpful, all our staff have had professional lives at a senior level.  Not just worked in IT or for a consultancy for a living.


An ERP system touches on every aspect of your business and can be a vital piece of software that will help the company as a whole to respond to changes, make more accurate business decisions, improve efficiencies from admin through to marketing and beyond. An ERP can seriously help turnaround a business that has lost track of where they were, what they are doing, and where they are going.

If you think it’s time for your company to review systems then contact us today on +44 (0) 1282 463710

If you are still not convinced, how about learning more about Gradient and why you should let us help you by clicking here.