High-quality digital transformation solutions unequivocally make the difference turning a failing business digitization into a successful one. And there are so many of them, from CRMs and HCMs to accounting and collaboration tools, that it gets difficult to figure out which ones your business actually needs.
In this article, OMI leverages decades of experience of successful digital transformations to bring you a comprehensive list of the top 10 most important tools to elevate your business to new heights.
What are Digital Transformation Tools, and Why do Businesses Need Them?
Digital transformation tools, platforms, or solutions enable businesses to improve their processes, operations, and overall performance thanks to the latest innovation. The digital transformation itself is a comprehensive process that involves integrating these tools into all aspects of a business, fundamentally changing how it operates and delivers value to its customers.
As a result of the implementation of these tools, businesses can reap many significant benefits, including:
- Improved Efficiency: According to Deloitte, a successful digital transformation is believed to improve operational efficiency by an average of 22%. That is due to the automation of repetitive tasks and more streamlined processes – digital tools can handle tasks more quickly and accurately than manual processes, allowing employees to focus on higher-value activities.
- Increased Productivity: Automation, collaboration tools, and digital workflows contribute to increased productivity. Employees can collaborate more efficiently, access information easily, and complete tasks in a more timely manner.
- Cost Savings: Automation and the use of digital tools often lead to cost savings by reducing manual labor, minimizing errors, and optimizing resource allocation. Cloud computing, for example, allows businesses to pay for only the computing resources they use.
- Data-Driven Decision-Making: Digital transformation software generates and analyzes vast amounts of data. This data-driven approach allows organizations to make informed decisions, identify trends, and uncover insights that can drive strategic initiatives.
- Enhanced Customer Experience: McKinsey suggests that a digital transformation increases customers satisfaction by 20-30%. since it helps businesses to better understand customer needs and preferences. This leads to personalized and targeted interactions, improved customer service, and ultimately, a more satisfying customer experience.
- Agility and Innovation: Digital tools provide the foundation for businesses to adapt quickly to market changes and innovate in their products, services, and processes.
- Compliance and Reporting: Digital tools can assist businesses in adhering to regulatory requirements. Automated reporting and compliance management tools help ensure that organizations meet industry standards and legal obligations.
The Most Important Digital Transformation Tools
1. Digital Workplace Suites
The power of digital workplace suites lies in their ability to transcend traditional office boundaries, providing a centralized platform for collaboration and productivity. In remote and hybrid work settings, where teams are geographically dispersed, they connect employees, projects, and communication channels.
Microsoft 365
Microsoft 365 transcends the conventional office suite, being a dynamic ecosystem and fostering a culture of seamless communication, efficient file sharing, and collaborative project management.
One of Microsoft 365’s standout features lies in its cloud-powered flexibility. OneDrive and SharePoint offer more than just secure storage; they provide a gateway to a flexible work environment. Team members can seamlessly access and edit documents from any device, breaking down geographical barriers without compromising data security. Digging deeper, MyAnalytics and Power BI provide actionable insights, offering a nuanced understanding of work patterns.
Google Workspace
Google Workspace goes beyond being a suite; the real-time collaboration facilitated by Google Docs, Sheets, and Slides transforms the traditional concept of document editing. Multiple users can simultaneously contribute, fostering an environment where ideas flow organically, leading to innovation.
Gmail and Google Meet take communication to new heights, creating a unified platform for email correspondence and virtual meetings. The result is a seamless and connected work environment, irrespective of physical location.
Zoho Workplace
Zoho Workplace distinguishes itself by offering more than a standardized suite; it’s a tailored solution for diverse business needs. Zoho Creator allows businesses to transcend off-the-shelf applications, empowering them to create custom apps aligned with specific processes.
Beyond traditional office applications, Zoho Workplace integrates CRM, Projects, and Analytics seamlessly. This integration streamlines business processes, enhancing efficiency and ensuring that customer relationships are managed effectively. The suite’s commitment to customization extends to communication with Zoho Cliq and Zoho Connect, fostering a collaborative culture through social collaboration and instant messaging. The result is a dynamic workplace where innovation flourishes, and efficiency becomes second nature.
2. Team Collaboration & Communication Tools
The importance of collaboration tools becomes particularly evident when teams are spread across different locations. The challenges of time zones, cultural differences, and varying work hours necessitate robust communication and collaboration platforms to keep the workflow smooth and efficient.
They enable instant communication, fostering a sense of real-time interaction even when team members are physically distant. Video conferencing capabilities allow teams to conduct virtual meetings, enhancing communication by adding a face-to-face element. Additionally, features like virtual team-building activities also contribute to team cohesion and employee engagement.
Slack
Slack’s intuitive interface and channel-based structure create a fluid environment for instant messaging and file sharing. Slack’s real-time messaging fosters immediate communication, breaking down silos and ensuring that every team member is on the same page. Channels provide a structured space for discussions, file sharing, and project updates, promoting transparency and collaboration.
What also sets Slack apart is its ability to integrate seamlessly with various third-party apps, turning it into a centralized hub for team productivity. For instance, by integrating with tools like Trello, Google Drive, and Jira, it consolidates workflows, minimizing context-switching and streamlining collaborative efforts.
Microsoft Teams
Microsoft Teams not only facilitates instant messaging but extends its capabilities to video conferencing, making it a comprehensive solution for team communication and collaboration.
The transition from chat to video meetings, document sharing, and collaborative editing is seamless, and the integration with apps like Word, Excel, and Planner enhances Teams’ functionality. Team members can collaborate on documents in real time, ensuring that discussions and actions happen within the same platform, promoting efficiency and clarity.
Zoom
Zoom has become synonymous with virtual meetings, offering a platform that goes beyond video conferencing. It’s a tool designed to enhance communication and collaboration, providing a robust solution for scheduled meetings and on-the-fly discussions. It ensures a smooth experience for participants, complete with features like screen sharing and breakout rooms for focused collaboration.
It also serves as a powerful tool for hosting virtual events, training sessions, and large-scale presentations, offering a dynamic platform for engagement and interaction.
3. Cloud CRMs
The essence of Cloud CRMs lies in their ability to centralize and manage customer data and interactions – they provide a unified view of customer data, consolidating information from various touchpoints. This 360-degree view empowers sales and marketing teams with insights to tailor their approaches and offerings.
These platforms leverage automation to streamline repetitive tasks, enabling teams to focus on strategic aspects of customer engagement. Cloud CRMs also break down silos by facilitating collaboration across sales, marketing, and customer support teams.
Salesforce
At its core, Salesforce is a dynamic platform that unifies sales, marketing, and customer service. By creating a 360-degree view of each customer, it empowers businesses with unparalleled insights, driving personalized interactions and strategic decision-making. Salesforce’s hallmark feature is its ability to consolidate data from diverse touchpoints, providing a comprehensive understanding of customer interactions.
Businesses can also craft customized workflows, automate processes, and even build bespoke applications without extensive coding. This flexibility ensures that Salesforce seamlessly aligns with the unique workflows and structures of diverse industries.
Microsoft Dynamics
Microsoft Dynamics leverages the comprehensive Microsoft ecosystem for intelligent customer relationship management. Dynamics 365 seamlessly integrates with Microsoft 365 and Azure, creating a unified platform where sales, marketing, and service teams can collaborate seamlessly. This fluid exchange of information also ensures a holistic customer view, allowing businesses to nurture relationships effectively and make informed decisions.
Microsoft Dynamics incorporates artificial intelligence into its CRM, offering predictive analytics and actionable intelligence. Sales teams benefit from proactive decision-making, identifying trends, and addressing customer needs before they arise.
HubSpot CRM
HubSpot CRM boasts a user-friendly design and a strategic focus on inbound marketing, transcending traditional CRM boundaries. As a cloud-based solution, it places a strong emphasis on creating meaningful customer interactions throughout the entire journey.
Automation is one of key HubSpot CRM’s features – businesses can automate repetitive tasks, nurture leads through personalized workflows, and effortlessly track interactions. This streamlined approach allows teams to concentrate on building authentic connections rather than managing manual tasks.
Zoho CRM
Zoho CRM stands at the forefront by empowering businesses with customizable cloud solutions that adapt to their unique needs. It’s not just a CRM; it’s a suite of tools encompassing automation, analytics, and collaboration, all hosted in the cloud.
Custom Modules and Fields: Zoho CRM’s customization prowess extends to creating bespoke modules and fields. This enables businesses to capture and analyze data specific to their industry and processes, ensuring the CRM evolves in tandem with the evolving needs of the business.
Automation for Operational Efficiency: Zoho CRM excels in streamlining workflows through automation. From lead nurturing to post-sale support, repetitive tasks are automated, reducing manual effort and enhancing overall operational efficiency.
4. HCM Platforms
One of the more overlooked digital transformation technologies, HCM platforms effectively help manage the entire employee lifecycle. They streamline the recruitment process, from posting job openings to onboarding new hires, and enable automated workflows and centralized onboarding processes to ensure a smooth transition for new employees.
HCM platforms also provide tools for goal setting, continuous feedback, and performance reviews, allowing organizations to nurture talent, identify areas for improvement, and align individual performance with organizational goals.
SAP SuccessFactors
SuccessFactors offers a comprehensive suite that seamlessly integrates with SAP solutions, forming a powerful core for talent management, workforce analytics, and employee engagement. This integrated approach not only streamlines HR processes but also fosters a unified talent strategy, driving both individual employee development and overall organizational growth.
Another distinctive strength of SuccessFactors lies in its robust workforce analytics capabilities. Organizations can harness data-driven insights for strategic decision-making in workforce planning, succession management, and performance optimization.
Workday
Workday is an all-encompassing platform that seamlessly combines HR, finance, and analytics. This provides organizations with a holistic view of workforce costs and performance – real-time insights into financial implications enable strategic decision-making.
Workday also prioritizes user experience – its user-friendly interface and mobile accessibility empower employees with self-service options, reducing administrative burdens and enhancing overall satisfaction.
Oracle HCM Cloud
Oracle HCM Cloud is designed for talent acquisition, workforce management, and employee engagement. Oracle HCM Cloud excels in providing end-to-end talent management capabilities, from recruitment and onboarding to performance management and career development.
A key feature is its emphasis on global workforce optimization. With robust support for multi-country and multi-language scenarios, the platform caters to the complexities of managing a diverse and global workforce, ensuring compliance, consistency, and seamless operation across borders.
5. Cloud Storage Tools
Cloud storage serves as the foundation for collaborative endeavors, allowing team members to access, edit, and comment on files in real-time. This level of collaboration is vital for project management, content creation, and collective problem-solving.
Beyond collaboration, these tools streamline file management by providing features such as version control, file recovery, and organized folder structures. This ensures that teams can maintain a clear and efficient workflow, reducing the risk of data duplication and confusion.
Google Drive
Google Drive seamlessly integrates with Google Workspace, transforming it into a dynamic platform for collaborative document editing, file sharing, and real-time communication. Teams can collaboratively edit documents, spreadsheets, and presentations in real-time, streamlining work processes and creating a culture of dynamic and efficient teamwork.
The user-friendly interface of Google Drive simplifies file sharing, offering customizable access permissions and link-sharing options. The integration with Gmail enhances communication and file-sharing workflows, making it a go-to choice for organizations prioritizing collaboration and accessibility.
Dropbox
Dropbox is an intelligent workspace, prioritizing user-friendly collaboration while ensuring data security. Dropbox’s Smart Sync feature optimizes accessibility by ensuring files are accessible without taking up unnecessary local storage.
The platform implements robust encryption and advanced sharing controls, ensuring that organizations can uphold stringent data security standards while facilitating collaboration and information sharing.
Microsoft OneDrive
Microsoft OneDrive seamlessly integrates secure data storage with productivity tools, ensuring a streamlined and cohesive approach to document management and collaboration. Users can create, edit, and collaborate on documents within familiar Office applications, blurring the lines between storage and productivity tools for a cohesive user experience.
OneDrive also implements a robust security infrastructure, including encryption, multi-factor authentication, and compliance features. This ensures that sensitive data is not just stored securely but is fortified against modern cybersecurity threats.
6. Project Management Software
Project management software provides a structured environment for organizing tasks, ensuring that every aspect of the project is accounted for and assigned to the appropriate team members. These tools enable the creation of detailed timelines, allowing teams to set realistic deadlines, dependencies, and milestones as well as to create a roadmap that guides the project from initiation to completion.
Project management software also includes communication features such as comments, mentions, and notifications, ensuring that team members can collaborate seamlessly. Platforms often integrate with file-sharing services, enabling teams to manage project-related documents efficiently.
Trello
Trello employs a card-based system that transforms project tasks into visual entities, fostering a level of clarity and simplicity that transcends traditional project management tools. Each task is represented as a card, and these cards can be effortlessly moved across customizable boards, providing teams with a visual, interactive, and easily digestible representation of project progress.
Teams can also customize boards to mirror their unique workflows, whether it’s an agile sprint board or a Kanban-style project management approach. And thanks to Trello’s simplicity, team members, regardless of technical proficiency, can quickly grasp the tool and start contributing to project tasks.
Asana
Asana has versatile features designed to handle various project methodologies, making it a powerhouse for task organization, project planning, and collaborative excellence. Teams can establish dependencies to ensure that tasks progress logically, and visual project timelines offer a clear roadmap of milestones.
Asana introduces collaborative spaces where teams can organize their work based on projects, departments, or initiatives. This organizational structuring fosters clarity, ensuring that team members can navigate and contribute effectively within their designated collaborative spaces.
Monday.com
Monday.com is a customizable work operating system tailored to meet the unique demands of diverse projects. Its strength lies in its flexibility, offering a plethora of templates, from product launches to marketing campaigns. This versatility ensures that teams can kickstart projects with pre-built structures, saving time and promoting consistency in project management practices.
The customization of Monday.com also extends to dashboards – teams can create personalized dashboards that offer visual representations of the project data most crucial to them. This customization ensures that team members have tailored insights into project progress and metrics.
7. Digital Accounting Tools
Digital accounting tools automate the invoicing process, generating professional invoices based on predefined templates, which streamlines billing cycles, reduces errors, and accelerates the payment collection process. The automation also simplifies expense tracking by allowing users to scan and upload receipts directly into the system. Machine learning algorithms may categorize expenses automatically, saving time and ensuring accuracy.
On top of that, digital accounting tools provide instant access to profit and loss statements, allowing businesses to analyze their financial performance. This real-time analysis aids in identifying revenue trends, cost drivers, and areas for optimization.
QuickBooks
QuickBooks’ functionality extends far beyond basic accounting, offering a suite of features from categorizing transactions to reconciling accounts. The platform ensures accuracy while saving businesses valuable time and the automation not only enhances efficiency but also minimizes the risk of human error.
In QuickBooks, users can generate invoices, track payments in real-time, and set up automated reminders. It also provides businesses with a panoramic view of their financial health through customizable reports and real-time analytics – teams can gain valuable insights into revenue, expenses, and profitability.
FreshBooks
FreshBooks places a strategic emphasis on user experience with an interface designed for simplicity and clarity. Small business owners, often without extensive accounting backgrounds, can navigate the platform effortlessly, which reduces the learning curve and empowers users to take quick control of their finances.
For service-based businesses, FreshBooks introduces efficient time-tracking features. Users can accurately track billable hours, automate their inclusion in invoices, and gain insights into project profitability. This strategic functionality ensures not only precise billing but also optimized resource allocation.
Xero
Xero transforms accounting into a collaborative effort – multiple users can work on financial data simultaneously, facilitating collaboration within accounting teams or with external advisors. This ensures that financial information is dynamic, responsive, and reflects the collective intelligence of stakeholders.
The platform automates routine tasks such as bank reconciliations and financial reporting, freeing businesses from tedious manual processes, and provides businesses with a real-time dashboard of financial insights, from cash flow statements to profitability analysis.
8. CMS Platforms
CMS digitization tools provide intuitive interfaces for website content creation and editing. Users can leverage WYSIWYG (What You See Is What You Get) editors to format text, add multimedia elements, and create engaging content without needing extensive coding knowledge. CMS platforms also handle images, videos, and other media with users being able to upload, organize, and embed media within content, ensuring a visually compelling and dynamic website.
CMS tools are integral for SEO activities as they allow users to easily update and format the content on the website, maintain SEO-friendly URL and web page structures, and oversee technical parameters such as page speed and mobile responsiveness.
Lastly, they offer a wide array of templates and themes that users can customize to match their brand identity as well as a vast number of multi-functional plugins to enhance any website.
WordPress
WordPress stands as the bedrock of online content creation – from blog posts and articles to multimedia-rich pages, the platform accommodates a spectrum of content formats. This adaptability ensures that users can express their creativity without limitations, making it a strategic tool for content-rich websites.
WordPress’s appeal also lies in its dynamic plugin ecosystem. The WordPress community has massively extended the platform’s functionality through an extensive array of plugins, whether it’s enhancing SEO, integrating e-commerce solutions, or improving site performance.
Drupal
Drupal is a content management system with a strategic focus on flexibility and modular architecture. The latter is a strategic asset, allowing teams to tailor their digital ecosystems to exact specifications customization, from content types to data structures. It also excels in handling large-scale projects where customization and adaptability are paramount.
Another consideration of Drupal is its robust security infrastructure. As a CMS often employed by enterprises, its security features ensure data integrity and protect against potential vulnerabilities, making it a strategic choice for businesses with a focus on data security.
Joomla
Joomla strikes a strategic balance between user-friendly features and advanced customization options. It offers simplicity for beginners while providing advanced features for experienced developers.
Users can also tap into a diverse range of extensions and templates, enhancing their website’s functionality and aesthetics. This strategic flexibility allows Joomla to adapt to diverse web requirements, making it a strategic choice for those seeking extensibility.
9. Data Storage and Management Tools
Cloud-based storage tools for transformation prioritize global accessibility, allowing businesses to store and retrieve data from locations worldwide. They leverage content delivery networks (CDNs) and edge computing to ensure low-latency access to data, which is vital for applications that require real-time data access, such as streaming services or interactive web applications.
They can adapt to changing data requirements, ensuring that storage solutions align with business objectives.- teams can scale their storage capacity up or down based on demand, ensuring they are equipped to handle varying workloads. On top of that, the global accessibility of storage technologies facilitates robust disaster recovery – data can be replicated across geographically dispersed locations, ensuring that businesses can recover quickly from disruptions.
AWS Storage
AWS Storage excels in scalability across a rich array of services. Amazon S3, the object storage service, provides virtually unlimited scalability for handling any amount of data. Amazon EBS, the block storage service, caters to the scalable storage needs of applications, ensuring that businesses can dynamically adjust their storage infrastructure as data demands grow.
AWS Storage also offers a diverse set of storage solutions, recognizing that different data types and use cases require tailored approaches. Amazon Glacier, with its low-cost archival storage, ensures strategic archival of infrequently accessed data. Amazon EFS provides scalable file storage for applications requiring shared access, showcasing the strategic flexibility of AWS Storage.
Azure Storage
Microsoft Azure Storage positions itself as an ecosystem that empowers businesses with data agility, seamless integration, and a comprehensive approach to data management. Its strategic versatility and integration capabilities make Azure Storage a preferred choice for organizations seeking a holistic and adaptable data storage solution.
Azure Storage integrates seamlessly with the broader Azure ecosystem – Azure Blob Storage, Azure Table Storage, and Azure Queue Storage harmoniously work together, allowing businesses to leverage a unified set of services. Azure Storage also introduces tiered storage options, addressing the challenge of optimizing costs based on data access patterns. With hot, cool, and archive storage tiers, businesses can strategically align storage costs with the frequency of data access.
Google Cloud Storage
Google Cloud Storage elevates data management through innovation, accessibility, and a commitment to sustainability. Renowned for its global reach, advanced storage classes, and a strategic focus on environmentally conscious solutions, Google Cloud Storage emerges as a strategic choice for organizations seeking forward-thinking data solutions.
Google Cloud Storage introduces strategic storage classes, demonstrating a nuanced understanding of data access patterns. From Standard Storage for frequently accessed data to Coldline Storage for archival purposes, businesses can strategically optimize storage costs without compromising on data availability.
10. Payroll Management Tools
Finishing our top digital transformation tools. payroll management tools automate the calculation of employee salaries, factoring in variables such as hours worked, overtime, and deductions. They also stay updated with tax law changes, ensuring that businesses remain compliant with local and federal tax requirements.
Additionally, they incorporate validation checks to ensure that the data entered is accurate and complies with predefined rules. This minimizes errors in payroll calculations and reduces the risk of discrepancies. Comprehensive reporting features also provide businesses with insights into payroll expenses, tax liabilities, and other critical metrics.
ADP
ADP incorporates tax compliance expertise into its payroll management, offering businesses a robust system that navigates the intricate landscape of tax regulations. From calculating accurate withholding amounts to ensuring compliance with changing tax laws at local, state, and federal levels, ADP’s strategic tax features relieve businesses of the burden of continuous tax law monitoring.
ADP also takes a strategic approach to workforce management by integrating payroll seamlessly into a comprehensive suite of HR solutions. From time and attendance tracking to benefits administration, ADP provides businesses with a holistic view of their workforce.
Paychex
Paychex simplifies payroll processing with an intuitive interface – the platform’s focus on ease of use ensures that even businesses without dedicated payroll experts can navigate and manage payroll operations efficiently.
Besides, Paychex strategically excels in tax filing and compliance, leveraging technology to handle complex tax calculations and deductions and incorporating employee self-service features. This strategic approach not only enhances transparency but also strategically reduces the administrative burden on HR departments.
Gusto
Gusto automates tax filing and compliance, leveraging technology to handle tax complexities, reducing the risk of errors, and ensuring businesses remain strategically compliant.
Gusto also places a lot of emphasis on usability and allows businesses to focus on strategic initiatives rather than wrestling with the complexities of payroll management. Additionally, it integrates employee benefits administration into its payroll platform, recognizing the importance of employee well-being.
Recap
Whether it’s team collaboration, data storage, or project management, there are countless digital transformation products to help you succeed. Just to name a few, Slack can be revolutionary for how your employees interact, and so can AWS and Trello for data and PMing respectively. Feel free to test out all the digitization software provided in our list and choose which one best suits your needs – but we can assure you they’re all top quality.
If you want any advice on the tool selection or you want to insure yourself against risks that come with modernization, consider reaching out to a team of digital transformation experts – our insights and know-how will make this process seamless and smooth.