1. Comprehending Back Office Systems 

Your ability to be effective, efficient, and productive at work can be drastically changed by selecting, maintaining, and implementing the proper software, procedures, and systems. 

But the environment is also one that is always changing. The key ideas in back office systems are introduced in this guide. This document should equip you with the skills and knowledge to make your own assessments and confidently decide how and when to manage your business using new back office systems, rather than merely introducing you to one or two software packages.

The needs of your company today, your needs in the future, and the unique features of various software types can all be carefully considered when choosing a software package or plan. Finding the best processes and solutions for you should be made easier with the help of this guide.

'Back Office' System: What Is It?
Any software that you use to manage your business by storing, modifying, and updating data is referred to as a "back office system." This could include financial information, intellectual property, customer information, stock information, and more.

Accounting software, stock management software, customer records software, and sales software are just a few of the many tools, processes, and software available to manage almost any part of your business.

Why Do They Matter?
A large portion of this data can frequently be stored and handled using common desktop productivity programs like Microsoft Excel. However, this type of data storage can severely restrict how you view, use, store, and transfer your data, make version control challenging, and be insecure.

Dedicated back office systems do come with upfront or subscription fees, as well as time and training commitments. They do, however, encourage certain enhancements to business procedures that can boost your company's productivity and efficiency. 

If you're starting to doubt your company's ability to manage the growing volumes of customer and business data, implementing a dedicated back office system, or a combination of several, could be the next sensible move. 
 

2. Packaged, Hybrid, and Online Subscription Models 

The majority of business software used to be "packaged," meaning it was installed straight onto a computer. There was a limited selection of software and high costs. This implied that large corporate firms were typically the only ones able to enjoy the advantages of dedicated back office systems. 

But in recent years, a lot of back office software companies have changed their business models and offered software that is simpler, less expensive, and easier to customize for a variety of applications. 
These can be broadly divided into the following categories.
Software that is packaged: Traditionally, software is "boxed" and installed directly on a single device, though in reality, it is frequently downloaded instead of delivered in physical boxes. This type of software does not require an online component and is typically targeted at smaller businesses. 
Software as a Service (SaaS) subscription services are online programs that are typically accessed through a web browser and are paid for on a monthly, annual, or per-user basis. Small business users can test out new services without committing to a paid service by using the free tier of user accounts that some software offers. 
Hybrid services: More and more services will combine the flexibility and strength of an online component with the security and assurance of local storage and backup of your user data. It might only be used to confirm your license and send updates, or it might allow you to store and share your data online with coworkers. 
The first step to confidently determining whether a new back office system would be suitable for you and your company is to know what kind of software you are looking at. 

How Do Various Business Models Differ From One Another?
As a business owner, there are a number of benefits and drawbacks to the various methods of supplying back office systems mentioned above. To get a general idea of how to choose a suitable package for your company, look at the table below.

Conventional "Packaged" Software 
For example, business databases, accounting software, and offline contact management software 

Benefits 
- One one-time expense 
- A limited number of computers can install the majority of packages. 
- Consistent features and capabilities 
- requirement for continuous connectivity 
Drawbacks 
- Slow cycles of updates 
- Upgrades to the operating system can break it. 
- Usually, backups have to be done by hand. 
able to "lock you in" to a particular computer environment 
- Online Services for Subscription 
For example, "cloud" accounting software, project management software, document management software, and customer relationship management 

Benefits 
typically provide cost tiers based on usage, either monthly or annually. 
You can use a browser, desktop client, or mobile device to access data from any location. 
As your business grows, you can purchase more "seats" or a higher tier.
Updates with new features and functionality that happen quickly and often 
Not reliant on a specific computer, gadget, or network configuration 
Drawbacks 
Typically, data is not kept on your servers or in the same nation as you.
The service provider is solely responsible for managing security. 
Features and functionality that you depend on may be altered or eliminated by services. 
Service providers may stop offering a service or cease operations. 
Certain services use proprietary formats or don't provide data export. 
Services for Hybrid Models 
For example, customer relationship management software, productivity software, etc. 

Benefits 
provides desktop or offline software that incorporates an online element. 
able to function without a data connection and occasionally backup locally 
provides the ease of online syncing and backup along with the dependability of a desktop client. 
Drawbacks 
Only certain platforms may have desktop client software available. 
Without an internet connection, the desktop clients' uses are significantly restricted. 
Many of the problems with online and subscription services still affect hybrid models. 
Why Is It Important What Type of Back Office System I Use?
In addition to being a manageable expense that actually adds value and increases productivity, it's critical that the back office software you choose represents the actual risks and opportunities of your company. 

In the short term, subscription services might be more affordable and flexible than packaged software, but they might not be a good fit for your company due to the compromises you might have to negotiate regarding security, data storage, and feature stability. 

The rest of this document outlines the important factors to take into account when determining whether a new back office system is necessary. These factors include how the system stores data, what it does for you and your company, and how to evaluate and contrast your options.
 

3. Security and Storage of Data 

Any back office system will somehow store your customer and business information so you can access it. The most crucial component of the back office system is this data. Therefore, knowing what will happen to the data you enter into any back office system you start using is crucial.

How can I export or back up my data, and where is it stored?
The majority of back office systems that have an online component will store your data in a database of some sort. This data will frequently be kept in a foreign nation or perhaps on "cloud" services like Amazon Web Services. 

Look for Frequently Asked Questions or technical support pages when contemplating a new system to learn more about the location and method of information storage. Additionally, think about how your data can be exported, backed up, or transferred to another service. Google's "Takeout" services, which let users export any data they have saved in Google web services (like email, Google Plus, Google Drive, and so forth) in standard formats like text files, PDFs, word documents, and so forth, are a great illustration of this in action. 

Companies with headquarters in the EU should also think about data protection regulations. Generally speaking, data that is accessed and stored outside of the EEA must be kept with providers or in nations that adhere to EU and UK data security and protection regulations. For the most recent rules and laws pertaining to the storage of your customers' data, check out the Information Commissioners's Office

To what extent is the system I intend to use secure? 
Having sound security practices in place within your company is frequently the main factor in good data security, including:

Regularly changing passwords 
requiring the use of lengthy passwords with a variety of characters and distinct passwords for various systems 
preventing multiple users from sharing login credentials 
But it also makes sense to consider security when evaluating any possible back office system. Your own security measures won't provide much protection if the system you intend to use is insecure because of flaws in its architecture or infrastructure. 

When thinking about a new system, search for:
Enforced use of secure connections: URLs should start with HTTPS, and when a secure connection is being used, the address bar in most modern browsers will frequently turn green or display a lock icon. 
Two-factor authentication: When a user logs in from a different computer or device, they should ideally be required to enter a secondary code, which is typically sent by text message, specialized application, or dongle. Particularly for larger corporate back office systems, this is a standard feature.
Secure password resets: You should never receive a plain-text email "password reminder" from a secure system. Rather, when a user requests a password reset or change, they should be sent a randomly generated link to a page where they can make the change themselves.

 4. Back office system types 

Back office systems are available for almost every possible facet of your company, including accounting, customer relationship management, and timesheet management. An outline of the primary software and system categories and their applications in your company is provided in this section. 

ERP 
Enterprise Resource Planning (ERP) software refers to specialized database and user-client tools that enable a business to monitor and manage its assets, systems, personnel, stock, finances, and other resources. Numerous ERP suites are available, including some "modular" packages that claim to offer tools for managing almost any part of a company, from warehouse management to HR procedures. 

Suites for Productivity 
Nowadays, a lot of productivity suites, like Adobe Creative Suite and Microsoft Office, are switching to online subscription models. These enable you to add users as needed or decrease your software licenses as necessary, as well as update your software more frequently and take advantage of new features faster. 

CRM 
One of the most popular stand-alone back office solutions that companies start looking at when they want to enhance customer support and service is Customer Relationship Management (CRM) software. It enables you to keep track of how and when you communicate with customers as well as store and manage their information.

Software for Email and Marketing 
Email newsletters, offers, and reminders are effective ways for many businesses to market directly to their customers. You can create and send personalized HTML emails, store and manage sizable customer data sets, and monitor the effectiveness of your emails with a good email management system. 

Other Software Types 
Other kinds of software include document storage and retrieval software and knowledge management systems. Links to other products are frequently included in software categories. For example, a warehouse management system can interface with a timesheet and people management system. 

The majority of small businesses should start by thinking about the business issues they are trying to resolve, not the types of software that might be available. Starting with a clear goal will help you avoid wasting time and money on tools that won't meet your needs because there are a lot of packages, online services, and apps available. 
 

5. Investigating and Evaluating a Potential Back Office System

 Every time you are thinking about a new online system or piece of software, you should ask yourself important questions. These two questions should be asked before you begin the actual software assessment process, which is explained below.

What need in business am I attempting to address? Gaining a clear understanding of your true goals is the first step. Do you keep track of your stock? or attempting to communicate with your clients? Before you even think about software, break down what you need to do and why you are having trouble doing it. Inconsistent or poorly defined business processes cannot be replaced by good software.
What sort of system could work for me? Although this document provides an overview of some popular back office system types, you should still do your own research to determine whether a particular kind of software will meet your needs. You can start your own research after identifying the business issues you are attempting to resolve and the general software category that deals with those issues.

RESEARCHING SOFTWARE CATEGORIES 
Searching for software package listings or group reviews is a smart place to start. Many times, especially for stand-alone single-purpose packages, you can find online lists or comparison grids that will help you quickly understand the key distinctions between various services and goods. When choosing which software to use, never base your choice only on the information found on a particular vendor's website. Always evaluate the benefits and drawbacks of various packages by comparing them with one another. 

Examining the Supporting Documentation 
Always review the support documentation for the software and services you are thinking about using. This will give you a good idea of the software's overall quality and dependability and may help you comprehend its entire range of features. Examine the types of questions being asked in any customer support forums and, most importantly, whether the support staff is helpful and responsive to users who are having problems.

Verifying the System's Needs 
Look for technical details about the type of computer and/or browser you will need to use a specific product in addition to reading the support forums. Make sure desktop apps are compatible with your desktop operating system and any mobile devices you plan to use, in particular. Additionally, confirm that any software you access online is compatible with the kind and version of web browser you are using.

Lastly, check for any special downloads or plugins that you might need to use in order to use online services, like specialized audio or video players. 

Free trials, demos, and collaborating with sales teams 
Generally speaking, try to find services and goods with comprehensive support forums, well-documented interfaces, and clear feature lists. A bonus is ideally trial downloads or demo systems that you can test out for yourself. It is generally best to stay away from products that don't provide any details or that ask you to participate in tutorials or conference calls with sales representatives. This is because these companies will attempt to convince you to purchase software that isn't the best fit for your needs. 

In certain situations, you should speak with a salesperson or support agent if you have specific questions or would like to learn more about a product's features or concepts. However, until you are absolutely certain that a product is the best answer to your business problem, do not commit to buying it or signing a contract.
 

6. A glossary 

Accessibility 
An approach to digital services and web design that aims to make your website usable by people with assistive technology, like screen screenreaders or assistance. 

Automation (Services or Marketing) 
Systems that, under rules you set, will take care of tasks for you without your help, like sending a customer an email when they join your mailing list. 

The back end 
a system's internal user interface, as opposed to the public's view of the front end. 

Back Office 
Operations and administrative tasks that are performed to provide business goods or services. 

Cache 
files that your browser saves to expedite the reloading of a previously visited page. 

Cloud-Based Computing 
Software and services are delivered from a server to a web browser via the internet. 

A cookie 
a file that is kept on a user's device to aid in their identification. frequently employed to control access to a back office system's front and back ends. 

CMS 
Any back office system that enables non-expert users to manage the content of a website or online store is known as a content management system. 

CRM 
Relationship management for customers. frequently used to describe a database or contact management system that is used to monitor and schedule communications with your company's clients. 

DNS 
system for domain names. the global network of specialized servers that convert web addresses that are readable by humans, like www.google.com, into IP addresses that are readable by machines. DNS changes enable websites to change their IP address while maintaining their URL.

Domain 
A portion of a URL that directs users to a website or online resource. Websites and online resources are grouped together using Top Level Domains (TLDs), like like.com, .co.uk, and so forth.

Online shopping 
Purchasing goods and services online, including hosting an online store, processing orders, managing inventory, and tracking sales. 

The use of encryption 
a security feature that permits safe communication between two or more computers or servers. 

ERP 
A class of business procedures and related software known as enterprise resource planning aids companies in better organizing and managing their operations. 

A firewall 
A security feature monitors servers and systems within the firewall and prevents unauthorized access. 

Front-end 
the user interface that a customer or member of the public sees when using your online service or website. 

FTP 
File Transfer Protocol is a way to share, download, and upload files over the internet. 

Intranet 
a network with restricted access that connects computers and servers outside of your company. 

KPI 
A key performance indicator is something you decide to measure to determine how well a business process is working or whether a goal has been reached. When working with third-party online services, this is important because, as previously agreed, KPIs will be used to specify and gauge the value of back office systems. 

LAN 
The actual hardware that enables communication between your intra-office systems is called a local area network. 

Plugin 
a minor, typically optional addition to a software product or service that usually gives it a specific piece of functionality or enables it to be connected to other services. For instance, an eCommerce service may offer a plugin to control shipping costs to various regions of the nation. 

SSL 
Webpages can be delivered securely thanks to a type of encryption called Secure Socket Layer. Accessing a webpage that starts with "https://" indicates that it is SSL-secured.

The server 
Web pages and other online content are typically displayed on a computer that is connected to the internet and serves files on demand. 

Meeting 
a single user's active use of a website or online tool. pertinent to back office systems since a user session frequently entails a particular set of user actions, like logging in and adding a new item to the system. 

SLA 
A service level agreement is a minimum standard for a particular feature of a service that you or a third-party supplier provide. In most situations, SLAs ought to be specified and upheld by a contract. Examples could include the amount of time your system should be accessible (referred to as "uptime") or the amount of time it takes for customer service tickets to be typically resolved (e.g., responding within 24 hours, resolving within 72 hours). 

URL 
A human-readable web address known as a Uniform Resource Locator enables a client or employee to access a website or other online resource.