Running a business in Kingston upon Hull or indeed anywhere across the UK isn’t getting any easier. Between rising costs and fierce competition, small companies need every advantage they can get. That’s where digital transformation comes in – and it doesn’t have to be as intimidating as it sounds.
What is Digitalisation?
Digitalisation refers to the integration of digital technologies into everyday business processes. It’s about using tools like cloud computing, data analytics, e-commerce platforms, and automation software to improve efficiency, enhance customer experiences, and create new revenue streams. For SMEs, this doesn’t mean overhauling everything overnight; it’s about taking strategic steps to modernise and future-proof your business.
Why Digitalisation Matters for UK SMEs
The UK is home to over 5.5 million SMEs, which account for 99.9% of the business population and contribute £2.3 trillion annually to the economy (FSB, 2023). However, many of these businesses are lagging behind in digital adoption. According to a 2023 report by the Department for Business, Energy & Industrial Strategy (BEIS), only 45% of SMEs have adopted digital tools beyond basic email and website functionality (BEIS, 2023). In a post-Brexit, post-pandemic economy, this gap can put SMEs at a significant disadvantage.
Digitalisation offers a way to adapt and thrive in this evolving landscape. Here’s how:
- Improved Efficiency: Automating repetitive tasks, such as invoicing or inventory management, frees up time for your team to focus on strategic activities.
- Enhanced Customer Experience: Digital tools like CRM systems and personalised marketing platforms help you better understand and serve your customers.
- Access to New Markets: E-commerce and digital marketing enable SMEs to reach customers beyond their local area, even globally.
- Data-Driven Decision Making: Analytics tools provide insights into customer behaviour, market trends, and operational performance, helping you make smarter decisions.
- Cost Savings: Cloud-based solutions reduce the need for expensive hardware and IT infrastructure, making technology more accessible for smaller businesses.
The Role of a Document Management System (DMS) in Digitalisation
At the heart of any successful digital strategy is efficient data and document management. A DMS is a digital solution that allows businesses to store, manage, and track electronic documents and images. It’s more than just a digital filing cabinet—it’s a powerful tool that can transform how your business operates. Here’s why a DMS should form the backbone of your digital strategy:
1. Centralised Information
- A DMS provides a single, secure repository for all your documents, eliminating the chaos of paper files and scattered digital folders. This ensures that everyone in your team has access to the right information at the right time.
- According to a McKinsey report, employees spend 1.8 hours every day searching for and gathering information (McKinsey, 2012). A DMS can drastically reduce this time, boosting productivity.
2. Improved Collaboration
- With a DMS, multiple team members can access and work on the same document simultaneously, even remotely. This is especially valuable for hybrid or fully remote teams.
- Features like version control ensure that everyone is working on the latest version of a document, reducing errors and miscommunication.
3. Enhanced Security and Compliance
- A DMS offers robust security features, such as encryption, access controls, and audit trails, to protect sensitive information. This is critical for complying with regulations like GDPR.
- Research by PwC found that 43% of cyberattacks target small businesses, making data security a top priority for SMEs (PwC, 2023).
4. Cost and Time Savings
- Going paperless with a DMS reduces printing, storage, and administrative costs. A study by Gartner found that businesses can save up to 40% on document-related costs by switching to digital solutions (Gartner, 2021).
- Automated workflows within a DMS streamline processes like approvals and signatures, saving time and reducing bottlenecks.
5. Scalability
- As your business grows, so does the volume of documents you handle. A DMS scales with your business, ensuring that your document management processes remain efficient and organised.
Real-Life Success Stories
Many UK SMEs have already reaped the rewards of digitalisation, with a DMS at the core of their strategy. For instance:
- A small legal firm in London implemented a DMS to manage client files, reducing document retrieval time by 70% and improving client satisfaction.
- A manufacturing SME in Leeds used a DMS to digitise its supply chain documentation, cutting processing times by 50% and reducing errors.
These two examples show that a DMS isn’t just a tool—it’s a catalyst for transformation.
Key Steps to Start Your Digitalisation Journey with McKinney Haarcourt
- We Can Assess Your Current Document Management Processes: Identifying pain points, such as lost documents, inefficient workflows, or compliance risks. These can then be folded into an effective foundation for your DigProj.
- We Can Help You Choose the Right DMS: Looking for solutions that align with your business needs can be a daunting task. We can build a complete picture of your current and future requirements and assess popular options for SMEs include DocuWare, onPhase, M-Files, HyLand, Therefore and some other less unified options including SharePoint, Google Workspace, and DocuWare.
- We Can Help You Digitise Existing Documents: Convert your paper documents into digital formats and upload them to your DMS, ease your workflows, save you time and resources.
- We Can Train Your Team: Helping your employees understand how to use the DMS effectively and embrace the possibilities is an important part of adoption. With years of experience across many sectors we are well placed to help you shift your culture and create an innovation mindset.
- We Can Ensure Your Solutions Integrates with Other Tools: A good DMS works best when it is integrated with other digital tools, such as CRM or accounting software, to create a seamless workflow – we can identify your key systems and ensure an integrated digital DNA.
- Monitor and Optimise: We can hold regularly reviews looking at how your DMS is performing and being used against KPIs and look for ways to improve efficiency.
The Future is Digital
The digital revolution is reshaping the business landscape, and SMEs that embrace it will be better positioned to thrive in the years ahead. By starting with a document management system, UK SMEs can build a strong foundation for their digital strategy, improving efficiency, security, and collaboration.
The journey may seem daunting, but the rewards are well worth it. Start small, stay focused, and remember: digitalisation isn’t just about technology—it’s about transforming your business for the future.
Ready to Transform Your Business? Let’s Start Your Digitalisation Journey Today!
At McKinney Harcourt, we understand that every SME’s journey to digitalisation is unique. Whether you’re looking to build a robust digital strategy from the ground up or need specialist help with specific projects—like implementing a document management system, automating workflows, or enhancing cybersecurity—we’re here to guide you every step of the way.
Our team of experts combine cutting-edge technology with industry insights to deliver tailored solutions that drive efficiency, growth, and innovation. Don’t let the complexities of digital transformation hold you back. Let us help you unlock your business’s full potential.
📞 Contact us today for a free consultation and discover how McKinney Harcourt can empower your business to thrive in the digital age.
📧 Email: info@mckinneyharcourt.com
🌐 Website: www.mckinneyharcourt.com
📞 Call: 01482 241560
Your future is digital—let’s build it together.
