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Ruang Inovasi | Starting Digital Transformation in Your Company | AdIns

In 2021, in our first Ruang Inovasi, we had the opportunity to engage with industry experts from AdIns, such as Mr. Mulyanto, the Database & IT Infrastructure Architect, Mr. Daniel, the Document Solution Expert, and Mr. Ali, the Cloud Business Head. The theme of this Ruang Inovasi was centered around embarking on digital transformation and discussing the digital transformation of your company’s operational teams.

Digital transformation has become an increasingly pressing topic in the business world, especially since the COVID-19 pandemic significantly altered consumer behavior. This shift has also impacted the way we work and conduct business processes, urging companies to transition to a digitally driven environment. In this era, it is crucial for businesses to continually adapt and leverage innovative technology and solutions to remain competitive in the ever-evolving market. With the support of the experts present in this Innovation Room, you can embark on a successful digital transformation journey and take vital steps toward a more digital and efficient future.

The Importance of Digital Transformation for Your Business Amidst the Pandemic

Digital transformation is no longer a choice but a necessity, especially in the context of the pandemic that has questioned the status of Work from Home (WFH). Mr. Mulyanto emphasizes that digital transformation is the key to efficiency, reducing time wasted on manual processes, with an increased demand for internal document processing. Digital transformation is not limited to external aspects but extends to internal operations as well.

Mr. Daniel highlights the importance of WFH as a step to reduce physical contact, necessitating digital solutions as a necessity rather than an option. Mr. Ali stresses that digital transformation has begun at an individual level, and companies need to shed any misconceptions about the challenges of adopting technology. The pandemic has pushed companies to transition to a digital environment, with the cloud becoming essential. The pandemic has acted as a catalyst for digital transformation, making it a reality that everyone must confront.

Commencing Your Business’s Digital Transformation Process

In the process of digital transformation for your business, especially in the face of significant changes, it is crucial to have a deep understanding of customer needs. This is a key step in creating solutions that can alleviate customer pain points and generate profits. Mr. Daniel and Mr. Mulyanto underscore the importance of understanding the “customer’s pain” as an initial step in the digital transformation journey. This allows for the identification of customer needs and desires. Introducing digital solutions is also a fundamental step in the digital transformation process. It enables customers to transact online, reducing reliance on physical visits to branch offices. This is a critical step in keeping up with the growing digital trends.

Mr. Ali introduces the concept of a customer-centric approach that triggers innovative thinking. The example of Bank BRI viewing each customer as a branch in itself illustrates how focusing on customers can bring innovation to online business activities. This emphasizes the need to understand the concept of digital transformation more deeply.

When transforming a business digitally, especially for operational teams, several factors need to be considered. These include changing mindsets and the organizational culture to accept digital transformation. Overcoming these challenges is a fundamental initial step. Significant effort is required to change individual mindsets and reinforce changes across the organization.

One of the direct benefits of digital transformation is the ability to convert physical data into digital forms that can be accessed and utilized more efficiently in business operations. By combining a change in mindset, document management, and the utilization of digital data, operational teams can better tackle the challenges of digital transformation with readiness and efficiency. In summary, a business’s digital transformation journey necessitates a deep understanding of customer needs, changes in organizational culture, and efficient document management.

The Negative Impact of Using Paper Documents

Furthermore, paper documents in organizations require special attention. A thoughtful approach is needed, such as the conversion or migration of paper documents into digital formats, to ensure the relevance of documents in the digital era. This involves efficient document management.

Storing documents in paper form can lead to various unfavorable scenarios. As Mr. Daniel experienced, paper documents stored this way can become susceptible to termite infestation, which can damage essential pages. Additionally, ink on documents may fade or transfer to other pages, affecting document quality. Incidents like these highlight the inefficiency of storing documents in paper form, which can lead to losses and inconveniences.

Mr. Mulyanto emphasizes the issues of access and effort in document management. When the number of documents to be managed reaches thousands, managing paper documents becomes impractical. Unless you have an exceptionally efficient document management system, coping with the volume of documents becomes challenging. This can negatively impact operational efficiency and the ability to access and manage necessary information quickly and accurately. Therefore, storing documents in digital form can address these challenges and prevent the worst-case scenarios that can occur with paper documents.

Transform Your Physical Documents into Digital

When facing the challenge of processing thousands of documents without losing the drive for digital transformation, Mr. Daniel recommends outsourcing as a wise solution. One example is engaging external resources like part-time workers or interns at an affordable cost. However, it is essential to understand that data processing is not just about data input but also about accuracy and data integrity. Using uncertified outsourcing may result in unsatisfactory and inaccurate outcomes. By outsourcing to a reliable professional team with experience in converting physical documents into digital data, such as AdIns, companies can execute digital transitions without sacrificing data quality and innovative spirit.

After successfully transforming documents into digital data, the next step is to ensure the efficiency of data processing and access. According to Mr. Mulyanto, a robust system is key to smooth digital data processing. Strong system integration allows digital data to move seamlessly throughout the organization while ensuring access is granted only to the right individuals.

Mr. Ali underscores the importance of security in managing digital data. Organizations must consider who has access to data and where that access is obtained. Data security is a critical aspect to protect data from unauthorized access and potential privacy breaches. With a robust system and a focus on security, digital data can be processed efficiently, securely, and seamlessly integrated across the organization.

How to Convince Top Management to Migrate to a Digital Platform?

One important question raised by an audience member in the Innovation Room was how to convince senior executives or top management to switch to digital solutions, especially in the context of selecting the right cloud services. According to Mr. Ali, the first step is to change their mindset. Some individuals may still have doubts about data security and privacy when using cloud services. Based on Mr. Ali’s personal experience, to convince these stakeholders, he conducted detailed comparisons between using cloud services and other solutions.

The data and results from these studies serve as powerful tools to convince company leaders. They provide clear evidence of the effectiveness and benefits of migrating to cloud services. With data-supported arguments, the steps towards digital solutions, including the selection of suitable cloud services, become more measurable and more readily accepted by top management.

Expectations and Next Steps After “Going Digital”

The main expectation for companies undergoing digital transformation is to remain relevant and sustainable in a rapidly changing and unpredictable environment. As Mr. Daniel pointed out, the business world has become highly dynamic and unpredictable, often referred to as VUCA (Volatile, Uncertain, Complex, Ambiguous). In this uncertain environment, organizations must be adaptive and agile to survive. Digital transformation should be a strategic initial step to become a company capable of responding rapidly to changes. It is important not only to follow the current but also to proactively address challenges.

Mr. Mulyanto emphasizes the importance of evolving and learning. Digital transformation is not just about following trends but also about a company’s ability to continuously learn and adapt. The hope is that companies can respond better to the constant changes in the dynamic business environment by adopting a learning mindset and adaptability.

Conclusion

The pandemic has drastically altered the business landscape, making digital transformation a necessity. In the context of the pandemic, digital transformation is not just a choice but a pressing requirement. It has proven effective in improving business efficiency, reducing reliance on manual processes, and facilitating the increased processing of internal documents. It is essential to understand that digital transformation applies not only to external factors but also to internal operations. When facing significant changes, adaptability, agility, and readiness for change are obligatory. Organizations must comprehend customer pain points, focus on customers, adopt digital solutions, and embrace cloud services to remain relevant. The primary goal of digital transformation is the ability to innovate, learn, and quickly adapt to a dynamic business environment. Digital transformation is not just a trend but an evolving mindset and capability to address uncertainty. It is a strategic step to ensure a company’s sustainability in the face of rapid and unpredictable changes that can occur during and after the pandemic.

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