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The milestones of a successful digital transformation for accounting firms and legal departments

Do you consider it necessary to improve the organization of your company? If you aim at dealing more efficiently with everyday tasks and giving a boost to your aging information system, please read carefully the following.

Moving on to the next step is a good decision for a company. It's all about boosting your work environment, making processes more efficient, people happier at their tasks, collecting, processing and storing your data with greater transparency. The robotic tools greatly help refine the strategic vision of the leaders. It also gives the opportunity to focus energy on core business tasks with added value.

However, mutating an entity and its information system is not something trivial. Special attention must be given to ensuring that your transformation is well conducted. Some pitfalls are to avoid. Our experts have set 4 important milestones for a successful digital transition.

Anticipate

Preparation is key to any successful transformation. No matter the size of your entity, renewing your technical tools will have strong impact on your information system and the way employees work. Make sure to set the stage ! To begin, identify your needs and those of your teams. Meet the solution holders, run tests with different tools, communicate with the teams, be patient until you are informed enough and ready to pick up the solution that suits you most. Then, give to someone the project leadership of your transformation. Technophile and benevolent, he or her will have good coordinating skills. His or her role - on a full-time basis or in addition to other missions - will be to accompany teams on a technical and human level and ensuring their well-being while new uses are adopted.

Communicate, train & inform

With each person in your team, ensure that useful information flows clearly before, during and after the transition. Set up an information meeting at a very early phase, to present your team the new tools and schedule for deployment. Listen to every question and uncertainty from your employees. At each stage, inform them before processing. You can profitably create a "Wiki" or a chatbot that answer to recurring questions. And since practice is the best way to learn and retain skills, train your staff. These training sessions are also opportunities to build solidarity in a moment of transition that is potentially stressful. For all new entrants in your entity, offer a training session.

Ensure safety and compliance with the RGPD

Any transformation affecting the data of your company is sensitive. To begin, make sure that the service provider you choose respects the framework imposed by the RGPD. Entered into force in May 2018, General Data Protection Regulation must be strictly adhered to, subject to penalties of up to 20 million euros and 4% of your revenues. Discuss with your solution providers to avoid unpleasant surprises. Several solutions, such as alf, have been developed by lawyers: such tools respect the RGPD "by design", which allow to move forward with peace of mind. Also, communicate with your IT manager about how your client files will be managed. If the size of your entity allows it, you may want to appoint a DPO (Data Protection Officer). He or her will be responsible for informing and advising you, checking the application of the RGDP and ensuring proper communication with the CNIL.

Monitor and prepare for the step further

Your digital transformation went smoothly? Congratulations! However, the work is not done already – it never is. It will now be a matter of following up on the one hand, and on the other hand of anticipating the next steps for you. This means that you will ensure over time - at different scales: month, quarter, semester and year - your employees are comfortable with the news tools and processes. Listen carefully to what they have to say. Because soon, you will have to integrate new features and tools to meet their needs and get more and more efficient. Again, try to anticipate. You really must assess the reliability and strength on the long run of the tools you use, so you can grow with them.

In conclusion, no digital transformation – even with a "turnkey" tool - can be successful without a minimum of preparation and anticipation. Take up this challenge ! This is a great opportunity to move a step backwards and redefine the purpose and ambitions of your company. The second key word is information: communicate at each step with your employees so that they are at ease with the transition going and understand its purpose. And since putting it into practice is better than theory, offer your employees training. It is also an additional safeguard to avoid misfires afterwards (but don’t worry, there will be mistakes !). Finally, ensure follow-up and ensure the reliability and strength of the chosen solution. At alf, we are compliant with the RGPD "by design" and our clients trust us with more than five years of experience in the automation of administrative and legal tasks.