In the article below, EDUTO will provide important information for readers to fully understand the enterprise management system and build a suitable system.

What is an enterprise management system? 

Enterprise management system is a system of rules, mechanisms, regulations to operate and control the activities of an organization or unit. It supports leaders in realizing strategies, policies, rules, guidelines, business management processes , and procedures. Enterprise management system is used in all stages of deploying and implementing business plans and strategies, along with other related management operations.

The business management system will be planned differently based on each specific management method such as: 

• ISO certified quality management system : The goal is to ensure the system meets standards and maintain stable product/service quality. 
• Internal control system : Enterprises focus on minimizing risks right from the operation and production stages to the completion of products/services.
• Lean manufacturing system : A system that helps increase productivity, increase output, reduce costs and shorten production time. 
• Enterprise resource planning system ( ERP system ) : This is a system that manages most of the business's activities and can quickly handle arising problems. 
• Comprehensive business management system : This is a comprehensive system that supports businesses in managing all activities from Accounting - Finance, Marketing - Sales, Human Resources, digital office management, etc. on a single platform.

With the ability to connect departments within a business and centralize all business data on a single platform without the cost or complexity of ERP, comprehensive enterprise management systems are becoming the choice of businesses.

Benefits of comprehensive business management system

As mentioned above, an effective corporate governance system brings many development advantages to the organization. Below are the outstanding advantages of this system.

1. Increase competitive advantage

Enterprise management platforms help businesses improve their competitiveness effectively. Instead of maintaining manual working methods or using many separate software, which makes coordination between departments difficult and data fragmented, all-in-one enterprise management systems help businesses connect departments smoothly, making operations smoother.

The system also provides businesses with the necessary tools to optimize customer experience, manage work and improve employee performance. Thanks to that, businesses can operate stably and  improve competitiveness effectively.

2. Improve the efficiency of old workflows

Modern business management platforms eliminate most repetitive workflows and minimize manual information transfer. Businesses can improve their daily operations by streamlining processes.

All employees can easily access data and connect with other departments to complete tasks. At this time, the enterprise management system is like a powerful assistant to help improve the way of operation and increase productivity thanks to seamless, interconnected and automated processes.

For example, with a comprehensive management system like EDUTO , businesses can digitize and automate all business processes from Finance - Accounting, Business, Engineering to Human Resources, General Administration, ... and inter-departmental processes on a single platform. The system automatically forwards work to employees according to pre-established processes, and the management team can easily approve anytime, anywhere right on their mobile phones. Thanks to that, businesses can easily improve productivity and operational efficiency.

3. Accurate market forecasts

The enterprise management system provides many real-time summary reports on the number of customers, sales volume or peak periods, etc.

From the planning stage, inventory reserve to financial strategy, customer service, etc., leaders can rely on these forecasts to come up with appropriate development strategies. 

The more accurate the forecast, the more effectively the business can save capital, reduce business costs and proactively manage the team.

Corporate management systems such as EDUTO provide management with a complete, accurate, and instantly updated reporting system to quickly grasp the overall picture of the business. From there, the management team can make timely forecasts and decisions.

4. Create close internal cooperation

Interaction between departments plays a cohesive role in helping businesses operate strongly. If a business has a single way of working, it is very easy to lead to failure.

With a unified enterprise management system, data is consistently centralized on one platform, departments can share information and collaborate anytime, anywhere. Thus, regardless of the branch or location, the human resources team maintains communication and coordinates work immediately.

5. Expanding business resources

Enterprise management system with specialized software for each department connected together with the ability to expand and integrate with other applications to flexibly meet management needs when the organization's scale changes. 

Businesses can increase the number of users, add or remove necessary software to suit the management situation. This is one of the highlights of comprehensive business management platforms compared to ERP or individual systems.

6. Streamline the process 

Any business has its own system of processes and procedures. However, the processes in micro and small businesses are quite simple, and can be coordinated through direct communication or text messaging. Therefore, micro and small businesses often prioritize software that optimizes each operation. 

On the contrary, when a business develops, it will lead to more complex and troublesome processes. Businesses at this time need to focus on changing the apparatus, professionalizing the process to find new opportunities. 

Therefore, medium and large enterprises always need a comprehensive management system to automate the workflow between core operations to increase productivity while preventing waste and improving production and sales functions .

Comprehensive business management systems such as EDUTO are capable of supporting businesses to centrally digitize and automate the entire process, linking inter-departmental processes for smooth and seamless team coordination. As a result, organizations can improve operational efficiency, minimize the time spent performing manual tasks, and reduce errors caused by employees.

7. Ensure regulatory compliance

One of the outstanding benefits of enterprise management systems is the ability to track, monitor, and ensure that employees comply with general regulations. These platforms are designed to track changes and violations that occur during work. As a result, it encourages everyone to operate in accordance with internal regulations and procedures. 

6 steps to build a business management system 

Building an effective business management system is a complex process that requires the participation of many departments within the organization. Here are six basic steps to setting up a business management system:

Step 1: The leadership agrees on the implementation direction. 

To implement a corporate governance system, the company's leadership needs to reach consensus. They must agree on goals, issue action strategies, and communicate them to each member. 

The leader will break down the goals into stages to divide the work reasonably. Meanwhile, the staff will understand their position in the big picture and focus on completing the task better.  

Step 2: Choose a consulting unit or enterprise management system provider

A reputable and quality software provider will help the management system transition process go smoothly. So how can businesses find the right provider and consultant? 

When researching options in the market, businesses need to evaluate based on the following criteria: 

• How does the new solution highlight the business's competitive advantage? 
• How does this solution help overcome the current difficulties of the business? 
• Does the solution fit your business culture and operating model? 
• Experience and reputation of the supplier compared to other units? 

Step 3: Complete organizational structure and business functions

In this step, the leader needs to outline a reasonable organizational structure chart, clarifying the functions and tasks of departments and divisions. This is an important step, because it lays the foundation for how the organization and system operate.

3.1. Building a financial and accounting management system 

Financial management includes the management of capital, assets, and financial relationships such as receivables and payables with the aim of maximizing profits for the business. This is a core business, so the business needs to establish it immediately after determining the organizational structure and functions of the departments.

The management levels and professional staff of the enterprise will develop procedures, regulations, and step-by-step instructions for advances, payments, debt monitoring and collection, etc.

3.2. Building a human resource management system

Human resources are the decisive factor for the stability and success of all production and business activities. Enterprises need to build a strong human resource management system, from recruitment to training and employee evaluation. Improving and developing employee capacity is the foundation for improving work efficiency and contributing to the overall development of the organization.

3.3. Building a sales management system

Sales activities create the main profit for the business to survive and develop. The company's management board needs to prioritize establishing processes and guidelines for managing purchasing activities, controlling sales, and storing customer information. At the same time, the business should combine detailed import - export - inventory management to avoid loss and damage to goods.

3.4. Building an operational management system

The final step in completing the enterprise management system is to issue procedures, regulations, and guidelines for managing work, projects, documents, and assets of the enterprise. This is to ensure that all activities take place smoothly and effectively.

Step 4: Check the system's operating efficiency

To ensure work progress, businesses must periodically check and evaluate the system. Regular checks help businesses promptly detect errors in the process and predict problems that may occur.

Step 5: Control costs

To avoid implementation costs being higher than the initial estimated costs, leaders need to plan costs in detail and make regular settlements. 

Additionally, businesses should also consider budgeting from the start until two months after the system improvement campaign ends.

Step 6: Track your journey and goal completion

Unlike sales success, it is difficult to determine the success of a business management system implementation process. Because it includes many intangible factors such as change management or team compliance. 

That is why businesses need to set specific indicators to measure the level of goal completion such as timelines, performance or sales results, etc. Leaders must also check work reports every day to promptly grasp the advantages and disadvantages of the new way of working.

Reference: What is digital conversion? 4.0 trend: Digital transformation

EDUTO – The most comprehensive business management system today

EDUTO is a business management system trusted by many businesses. With an ecosystem of 40+ specialized software, EDUTO fully meets the comprehensive management needs of businesses from Marketing - Sales, Human Resource Management to Management - Operation of work and projects anytime, anywhere.

With the ability to flexibly connect with many softwares on and off the platform, EDUTO is suitable for businesses of all sizes, fields, and industries such as: trade, manufacturing, services, construction, education, ... Below are some of the outstanding features that help EDUTO become the leading business management platform, highly appreciated by many customers.

• Support businesses to comprehensively manage all activities on a single platform , helping to solve difficulties when using separate software (distributed data, overlapping work, costly costs, etc.).
• Designed to suit the comprehensive management needs of Vietnamese enterprises and researched to suit the financial - accounting - tax system and circulars, decrees, and laws in Vietnam. Therefore, the implementation is quick and the compatibility is high.
• Closely connect internal departments (Accounting, Sales, Human Resources, ...); connect data between branches, stores, ... All enterprise data is converged and connected between departments to serve operations and make timely decisions.
• Helps build a unified process to centrally digitize and automate the entire business process. The output information of this department/job is the input of another department/job, thus saving data entry time, reducing errors and speeding up employee performance.
• The first business management platform in Vietnam to successfully integrate AI artificial intelligence assistant .
• Working on the Cloud platform, employees and managers can work anytime, anywhere . CEOs can view real-time reports right on their phones, accountants can declare taxes online while working at home, etc.
• Friendly interface, easy to use , suitable for staff of all levels.
• Reasonable costs are suitable for each stage of development because EDUTO allows businesses to choose to implement a number of operations according to current needs. In the future, when the scale expands, businesses can completely add other operations.
• Enthusiastic support through many channels such as Support Center, User Training, Livechat, Hotline,..

Conclusion 

It can be said that there is no general formula for creating a business management system for all organizations. However, it is an inevitable requirement for businesses to systematize their processes, shifting from outdated management to automation. With just a one-time investment, businesses will gain countless long-term benefits such as improving competitiveness, expanding scale and operating effectively. 

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