Introduction
Many small and medium enterprises (SMEs) still rely heavily on manual processes such as paper records, handwritten invoices, and physical file storage. This outdated approach is prone to errors, data loss, limited accessibility, and operational inefficiencies.
At CORE-TECH, we introduce a structured cloud-based approach to businesses that enables them to digitize their operations, enhance collaboration, reduce risks, and improve overall productivity.
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Step-by-Step Approach
Our approach to implementing cloud technology for SMEs is divided into six (6) key steps, each designed to ensure a smooth transition from manual processes to a fully digital workflow.
Orientation Process
The orientation phase involves preparing your team for a digital transformation. It begins by explaining the benefits of cloud technology—such as real-time access to data, automated backups, centralized communication, and cost savings. The orientation also outlines what departments will be affected (e.g., finance, operations, HR), what tools will be introduced, and what mindset shifts are necessary to adopt digital workflows.
Key activities include:
- Introductory cloud tech webinars
- Demo sessions of tools like Google Drive and Sheets
- Department-specific discussions on data migration
Create Templates
To ease the transition, we will design standardized templates to replicate current paper-based forms in digital format. Using cloud-based tools like Google Sheets or Microsoft Excel Online, these templates will become easily editable, shareable, and secure.
These templates can include:
- Daily activity logs
- Income/expense trackers
- Employee attendance sheets
- Inventory management sheets
- Customer service logs
Installation & Setup
This stage involves setting up the core infrastructure for cloud usage. Tasks include:
- Creating and managing business Gmail accounts
- Organizing a secure folder structure in Google Drive
- Sharing access levels across staff (Chief Administrator, Admins, Viewers, IT Support)
- Setting up Google Sheets integrations for real-time collaboration
- Ensuring all devices (phones, tablets, PCs) are synced to the cloud tools
- Optional: Install offline sync tools or cloud backup services for redundancy.
Training Program
Training is crucial to ensuring staff can effectively use the new cloud systems. Training modules will be hands-on and tailored to each role:
- Admins: Managing data entry, approving templates, generating reports
- Viewers: Accessing and reviewing documents
- IT Support: Troubleshooting issues, managing storage, user roles
- General Staff: Using templates, uploading documents, collaborating in real time
Training will cover:
- Navigating Google Drive
- Using Google Sheets and Excel Online
- Maintaining digital records securely
- Basic data analytics and reporting
Implementation
Implementation is done in phases to reduce disruption:
- Pilot Phase – Select one or two departments (e.g., Finance, HR) to go live first
- Full Rollout – Extend the system to the rest of the organization
- Monitoring & Feedback – Evaluate how the system is performing and make adjustments
Tasks include:
- Migrating existing files into the cloud
- Launching digital templates company-wide
- Monitoring usage and resolving any tech issues
Consultation
Our team will offer ongoing consultation services to support your business as you grow in the cloud. Services include:
- Monthly review of system performance
- Advice on integrating additional cloud tools
- Data protection and compliance checks
- Cloud storage optimization
We’ll also help you explore long-term enhancements such as:
- CRM integration
- Automated payroll systems
- Business Intelligence dashboards
Benefits of Cloud Technology for SMEs
Adopting cloud technology transforms offers numerous advantages that enhance efficiency, security, and collaboration for small and medium enterprises (SMEs).
- Reduced paperwork and manual errors
- Real-time collaboration from anywhere
- Automated data backup and security
- Scalable storage and easy file sharing
- Cost savings on IT infrastructure
Tools to Be Used
We've selected a group of user-friendly, secure, and widely adopted apps from the Google Workspace platform to facilitate the digitization process,
making them ideal for SMEs transitioning to digital workflows.
Google Drive
Centralized cloud storage for all business documents, enabling easy access and sharing across teams.
Google Sheets
Dynamic spreadsheets for data entry, tracking, analysis, and real-time collaboration among team members.
Google Docs
Collaborative document editing for reports, proposals etc., accessible and editable by multiple users in real time.
Gmail
Centralized communication platform for all staff, ensuring secure and organized email management.
Google Forms
eforms for data collection, automatically storing responses in Google Sheets for analysis.