Strategic tutorial: which software to choose to digitize your company

Take the step of digitize a company It's not just about installing a few programs and calling it a day; it involves reviewing how you work, what value you bring to the customer, and how you plan to grow in the coming years. Many SMEs continue to postpone this decision due to fear of change, lack of knowledge, or because "this way has worked well for us until now."

The problem is that this mentality is a trap today: The market has become digital, demanding, and fast-pacedAnd companies that don't adapt run a real risk of being left behind. The good news is that getting started has never been easier or more accessible: there are solutions for all sizes, sectors, and budgets, from free cloud-based tools to advanced, comprehensive management platforms.

What does it really mean to digitize a company?

When we talk about digitizing a company, we're not referring to "switching from Excel to a slightly more modern program"; we're talking about Migrate processes that are currently manual, paper-based, or scattered, to connected digital environmentsThis involves both tools and a different way of organizing work.

In practice, digitizing is converting physical operations into digital flowsOrders, invoices, contracts, registrations, marketing campaigns, customer service, inventories… Not all tasks can become 100% digital, but a large part can, and it is precisely these that make the difference in efficiency and scalability.

Furthermore, the process almost always requires reviewing fundamental issues such as business model, commercial strategy, logistics, communication channels, and people managementIt's not just about technology: it's about rethinking how you create and deliver value.

In Europe, this change is considered so strategic that there are programs such as the Digital Kit and Next Generation Fundsdesigned so that SMEs and the self-employed can finance their digitization solutions without having to make a large initial investment.

Difference between digitization and digital transformation

It's easy to mix up terms, but it's important to distinguish: Digitization and digital transformation are not the same thingThey go hand in hand, but they play in different leagues.

La digitalization focuses on convert analog processes into digital ones without changing the essence of the process too much. For example: moving from physical filing cabinets to a cloud-based document management system, using Electronic signature Instead of handwritten signatures, scan delivery notes and store them in a management system.

La digital transformation It goes one step (or several) further: it assumes Rethinking the company in a digital key, focusing the strategy on the customer and leaning on technologies such as AI, automationcloud, big data or e-commerce to redesign products, services and ways of working.

While digitization “translates” what you already do into digital format, digital transformation change the rules of the game: how you make decisions, how you sell, how you relate to customers and suppliers, how you organize internal talent, or how you innovate.

Without digitization, no transformation is possible, but digitize just for the sake of digitizing (Installing tools without a strategy) will not give you the competitive advantage you need today to differentiate yourself.

Current overview of business digitization in Spain

In Spain, digital progress is coming with a long-term vision: Extensive infrastructure, ample aid, and yet a significant gap between advanced and lagging companies.

According to the most recent European indicators, the country has made significant strides in connectivity, fiber and 5G deployment, and technology adoption by companiesFiber already covers around 95% of homes and 5G reaches almost the entire population, including many rural areas.

The digital economy already weighs approximately 22% of GDP and it is expected to continue growing several points each year, driven by automation, e-commerce and digital services.

Even so, many SMEs and micro-enterprises continue to use only basic tools (email, office software and little else)without making the leap to solutions of IA, big data or advanced cloud that could multiply your productivity and your analytical capacity.

Another important challenge lies in the digital skills Regarding the workforce: there's a shortage of technical profiles and an excess of fear surrounding technology. Hence the growing number of public and private initiatives offering training in digital skills, data, AI, and other technologies. ciberseguridad.

Advantages and risks of not digitizing your company

The reasons for digitization are not a technological whim: they have to do with productivity, costs, competitiveness and survivalChanging customer habits, hybrid work, margin pressure, and the speed of markets have made it no longer optional.

Among the main benefits are: real-time collaboration, 24/7 availability from any device, and reduced paper usage and manual tasksA business with digital workflows can sell, serve, invoice, or provide support even when the office is closed.

Being left out of the process has a price: loss of competitiveness, more manual errors, reduced responsiveness, and worse customer experiencesIt is no coincidence that many emblematic cases of business failure (Blockbuster, Kodak, Nokia…) have in common that they did not adapt to the digital age in time.

In summary, while some companies use technology to do more with less and open new markets, Those that are not digitized remain trapped in rigid, expensive, and slow structures. which end up being unsustainable.

7 key types of software for digitizing a company

Before choosing specific tools, it's important to understand what Types of software form the digital “backbone” of an organizationYou don't need to implement them all at once, but you do need to be clear about what each one covers and how they connect with each other.

1. ERP or Enterprise Resource Planning software

An ERP (Enterprise Resource Planning) system is the heart of many companies: It centralizes finance, purchasing, sales, stock, production and, in many cases, HR. in a single database. This avoids duplication, errors, and contradictory versions of reality.

These systems allow view and manage the company as a connected wholeWhat happens in the warehouse impacts purchasing, cash flow, and sales forecasts. With a good ERP system, you can automate invoicing, bank reconciliation, budget management, and accounting reports.

The market offers solutions for all levels: from complete suites such as SAP, Microsoft Dynamics, Odoo or Gael Cloud to lightweight options geared towards SMEs, combining invoicing, basic accounting and stock control.

The important thing is that you choose an ERP that adapts to the size and complexity of your business, and that offers cloud versions, integrations and scalability so you don't fall short after two years.

2. BPM or business process management software

BPM (Business Process Management) is not just a type of tool, it's almost a work philosophy: Analyze, redesign, and optimize the company's critical processes on an ongoing basis..

BPM platforms allow map workflows, automate repetitive tasks, define responsibilities, and measure times and bottlenecks.They often rely on business rules, automation, and even AI to suggest improvements or detect inefficiencies.

The great value of BPM is that it forces you to review the foundations of how you do things: what steps are redundant, what tasks can be automated, what approvals are unnecessary, where time is wasted.

Once implemented, your organization gains in agility, traceability, and capacity for changeAdjusting a process ceases to be a months-long drama and becomes a configuration of the software itself.

3. Digital communication and collaboration tools

If the pandemic made one thing clear, it's that without good internal communication, a company crumbles. Today, it's unthinkable to compete without it. platforms that facilitate messaging, video calls, project channels, and collaborative work.

Tools like Slack, Microsoft TeamsZoom, Google Chat or even WhatsApp Well-organized businesses allow reduce dependence on mail, accelerate decisions and maintain traceability of conversations and agreements.

Ideally, you should adopt a solution that integrates with your other tools (ERP, CRM, project manager, storage in the cloud) so that the teams Share files, tasks, and updates without constantly switching platforms..

The key here is to set clear rules: what is managed by chat, what by email, what stays in the project manager… and prevent the tool from becoming constant noise instead of an ally.

4. Marketing automation software

Modern marketing can no longer be managed with spreadsheets and isolated campaigns: Personalization and customer tracking throughout the entire funnel require automation..

Marketing automation platforms (such as HubSpot, ActiveCampaign, Mailchimp, Brevo or others) allow Segment leads, nurture them with automated content, launch multichannel campaigns, and measure results in real time..

These tools act as a virtual assistant that sends emails Based on user behavior, it scores leads by probability of purchase and sends abandoned cart reminders. or reactivates inactive customers.

In addition, they offer powerful analytics modules, SEOsocial media and reportingwhich help you understand which actions work, where traction is lost, and how to optimize your marketing investment.

5. Project and task managers

When workloads increase and teams grow, paper lists and cross-emails become ineffective. This is where the project and task managerswhich function as a shared control panel for everything that needs to be done.

Tools like Trello, Asana, Monday, Notion, Jira or ClickUp permiten View projects, assign tasks, set deadlines, attach documentation, and track progress in real time., often with Kanban views, calendars, or Gantt charts.

Its advantage is twofold: on the one hand, They prevent forgetfulness and unfinished tasksOn the other hand, they provide visibility to the management team regarding workloads, delays, and dependencies between areas.

Choosing one or the other will depend on whether you need something lightweight to organize daily tasks or a more robust system capable of managing project portfolios, advanced integrations, and complex templates.

6. CRM or customer relationship management systems

CRM (Customer Relationship Management) is the piece that allows you centralize all information about customers and sales opportunities: contact details, interactions, proposals, incidents, purchase history, etc.

Solutions like Salesforce, HubSpot CRM, Zoho CRM, Pipedrive, Monday CRM, SendPulse or Gael Cloud help to Structure the sales pipeline, automate follow-ups, and coordinate the sales and customer service team..

A good CRM becomes your "business memory": No leads are lost, opportunities are prioritized, and customers receive more personalized treatment. and managers can analyze conversion rates, sales cycles, and revenue forecasts.

When integrated with marketing automation and ERP, the company gains a 360º view of the customer: from how he met you to what products he consumes and how oftenincluding the support it has received.

7. Cloud storage and document management

Cloud storage is one of the great enablers of digitization because it allows Access documents from anywhere, collaborate in real time, and drastically reduce paperwork..

Platforms like Google Drive, Dropbox, OneDrive, or more advanced document management systems like DocuWare facilitate Create secure repositories, version files, define permissions by user or department, and automate approval workflows.

In environments with a high volume of paper, the following comes into play: document digitization software with OCR (optical character recognition), which allows scans to be converted into editable and searchable information, instead of just static images.

Solutions like RICOH Streamline NX or DocuWare They can detect the document type, extract key data (invoice number, supplier, date, amount) and send them automatically to the corresponding system or departmentreducing manual labor and errors.

Company areas and recommended software types

To avoid getting lost in the sea of ​​options, it's helpful to map what tools are typically used in each area and what processes do they coverIn broad strokes, the photo looks like this:

• Finance and AccountingBilling, bank reconciliation, budgeting, taxes. They usually rely on ERP and financial software (Gael Cloud, SAP, Sage, Odoo, QuickBooks, Alegra, Zoho Books...).
• Operations, logistics and inventoryThey need: stock control, production planning, delivery routes, and quality control. ERP, logistics software and planning tools (Odoo, TMS, supply chain solutions).
• Sales and e-commerceCommercial pipeline, physical point of sale, online store. These are all part of the system. CRM, eCommerce platforms and POS (Shopify, WooCommerce, Jumpseller, Salesforce, HubSpot, Bsale, Monday CRM...).
• Marketing and social mediacampaigns, email marketingSEO, analytics, social media management. They usually use automation and analysis tools (HubSpot, ActiveCampaign, Semrush, Mailchimp, Hootsuite, SocialGest...).
• Human ResourcesPayroll, time tracking, vacation management, recruitment, and performance evaluation. They rely on HR software (Factorial, Buk, Talana, Workday, Deel, proprietary cloud solutions).
• Storage and documentationFile management, backups, and access permissions are required. cloud platforms and document management systems (Google Drive, Dropbox, OneDrive, DocuWare).
• Support and after-sales serviceTickets, chat, helpdesk, support automation. These all fit here. customer service tools (Zendesk, Intercom, Help Scout, HubSpot Service Hub...).
• Creative and content areas: design, video, content, Generative AI. They use creative and AI platforms (Adobe Creative Cloud, Canva, Figma, VEED, ChatGPT, Midjourney, Jasper, Gemini…).

The key is not having everything, but Identify which area is most "stuck" today and what type of software would have the greatest impact in the short term, and then gradually build a coherent architecture.

Types of management software: specialized, ERP, custom-made, and collaborative platforms

Once you are clear about which processes you want to digitize, it's time to decide which software approach is most suitable: specialized solutions by function, ERPs, custom development or flexible collaborative platforms.

Specialized commercial software by function

These are tools designed to solve Very good, a specific problem: CRM, accounting, projects, support, marketing, etc.They are usually quick to implement and have many refined features.

Its strengths are the specialization, ease of implementation, and frequent updates, which incorporate best practices from the sector almost without you having to do anything.

Conversely, they can cause data fragmentation, accumulated licensing costs, and a certain rigidity when adapting highly specific processes. Furthermore, you are quite dependent on the provider's roadmap.

Integrated commercial ERPs

ERP systems aim to be the integrated “backbone” of the company: multiple modules (finance, purchasing, sales, logistics, production, HR) within the same platform.

Its main advantage is the centralization of processes and data: everyone works on the same information, silos are avoided and consistency is gained in reports and regulatory control.

The price to pay is usually a More complex and costly implementation, some rigidity and supplier dependence for in-depth adjustments. That's why it's crucial to properly define the scope and start with critical modules.

Custom development

Custom development comes into play when Your way of working is so specific that no standard solution fits perfectly. or when you want to create a direct competitive advantage from the software.

Well planned, it gives you Total adaptation to your processes, control over the evolution and ownership of the system, being able to adjust it depending on how the business grows.

But it also implies High initial costs, need for a reliable technical team and responsibility for maintenance and evolutionWithout a clear strategy, it can become obsolete or turn into a bottleneck.

Collaborative and low-code work platforms

In recent years, cloud platforms that allow Build your own solutions without needing in-depth programming, based on templates, blocks and automations.

They allow a greater flexibility, lower deployment costs, and more autonomy for business teams, which allows processes to evolve without depending 100% on IT.

They are usually ideal for Growing businesses that need order and automation, but don't want to embark on a traditional ERP or expensive custom developmentSome, like Zinkee, are designed to withstand demanding operational environments as well.

Like everything, they have their nuances: They demand that someone take on the role of "owner" of the platform Internally, costs need to be monitored if the number of users grows significantly, and not all systems are equally robust for critical processes.

How to choose the right software for your business

Choosing software is not about buying "what everyone uses", but Align technology, processes, people, and budgetA practical approach involves three key elements.

1. Analyze your real needs

Before comparing tools, take some time to Understand what's hurting you today: where time is being wasted, where there are more mistakes, what repetitive tasks are burning out the team or which processes do not scale.

Create a simple map of key processes (sales, purchasing, projects, support, finance…) and identify Which part of each process would you like to improve or automate? in the next 6-12 months.

Also take into account factors such as company size, budget, digital level of the team and way of working (in-person, hybrid, remote) to avoid proposing solutions that are impossible to adopt.

2. Define the essential functionalities

With that map in hand, a short list of Features you absolutely need in the software: integrations, Kanban views, document management, reports, permissions, automations, etc.

Try to avoid the temptation to buy "the one that does the most things" and focus on which will add value from day oneA more concise system that fits well into your reality usually works much better than a monster full of modules that nobody uses.

It also values ​​aspects such as ease of use, customization, security, scalability, and quality of supportwhich often make more of a difference than a spectacular feature you'll use four times a year.

3. Adjust your choice to your budget and expected return

The cost is not just the license: it includes implementation, training, potential further developments and maintenanceCalculate both the initial outlay and the total monthly or annual cost.

Compare it to the time you can save, the mistakes you can reduce, or extra income that you could generate with more efficient management. That will give you an idea of ​​the potential return on investment (ROI).

Whenever possible, opt for start small and scale: pilots in one department, basic versions that you then expand, phases by process… This reduces risk and allows the team to adapt.

Best practices for successfully implementing management software

Technology alone won't fix anything if its implementation is chaotic. For the software to truly work, it needs to be effective. increase productivity and work qualityIt is advisable to follow an orderly roadmap.

Plan the project and align management

Start by defining clear objectives, scope, responsible parties, deadlines, and success metricsInvolve management and affected areas from the beginning to avoid last-minute resistance.

Divide the implementation into phases with specific deliverables (for example: first finance, then projects, then CRM) helps control the impact, learn quickly, and adjust on the fly.

Take care of data migration

Moving from old systems (or spreadsheets) to a new platform requires Clean data, unify criteria, and validate that the information is entered correctly in the new model.

It is advisable to do Migration testing in a test environment, reviewing results with key users, and documenting rules (nomenclatures, required fields, permissions) to avoid surprises.

Build the team and manage the change

One of the most common causes of failure in software projects is that People don't know how to use the tool or don't see its usefulness.Training cannot be a simple "manual sent by mail".

Organized by practical sessions focused on real day-to-day tasks, create quick guides and appoint internal references that can answer questions and support others.

Communicate the benefits, listen to objections, and adjust processes together with the teaminstead of imposing change from above without context.

Monitor, improve, and take advantage of updates

Once it's underway, don't consider the project finished: Request feedback, review metrics, detect bottlenecks, and adjust settingsContinuous improvement is part of the game.

Also take advantage of the Vendor updates, new features, or integrations that can fit into your processes, always considering impact and timing so as not to overwhelm the team.

The ultimate goal is for software to stop being seen as "just another tool" and start being considered an everyday ally to work better, faster and with less stress.

When a company chooses its solutions well, implements them thoughtfully, and trains its people, technology becomes a true engine of change: Processes become organized, data becomes actionable, communication flows, and growth is no longer synonymous with chaos.That, in the end, is the essence of a good strategic tutorial on which software to choose to digitize a company: understanding that it's not just about programs, but about designing a smarter and more sustainable way of working.