In the interview with Monika Haslbeck, Managing Director of ACEA GmbH

It could be so simple! With the right business software solutions, digitalization in the company could be advanced more quickly and, above all, more successfully. Yet many companies shy away from investing in future-proof measures that work without many interfaces to other, perhaps already existing, isolated solutions. However, there are affordable and professional technological options that cover many business areas—from accounting and document management in finance, payroll and time management along with applicant and personnel management in the HR department, all the way to access controls relevant to data security. In conversation with Monika Haslbeck from ACEA, we will today discuss companies that sometimes struggle with complicated solutions and incomprehensible functions, thereby unnecessarily blocking their own digital agenda, as well as how it is possible to shorten long project times and increase acceptance among employees.

DIGITAL FUTUREmag: Digitalization in Germany, and especially in SMEs, is not really making progress. What do you think is the biggest obstacle preventing companies from fully embracing digitalization?

Monika Haslbeck: Many companies see current data protection regulations, which impose corresponding technical security requirements, as a major hurdle. These challenges are compounded by the shortage of skilled workers. This means there is a lack of in-depth knowledge needed to successfully implement a digitalization project.

DIGITAL FUTUREmag: For more than 20 years, you have been a competent partner for the development of business software solutions. What impact has, or is having, the corona crisis on your order situation and on customers' decisions to purchase or use modern business management tools more intensively?

Monika Haslbeck: COVID-19 has made digitalization even more important. We have observed that companies already operating with digitalized business models fared better during the pandemic. Take e-commerce as an example: it has gained enormous influence over the past year and a half. Companies or providers that were not present here fell behind and lost competitiveness.

The fact that decision-makers were able to secure workplaces through home office setups also involved considerable effort for many SMEs. After all, corporate IT infrastructure and applications must meet the requirements to enable smooth remote processes. The pandemic has shown many business owners the limits of their existing systems. No entrepreneur now says that digitalization is unnecessary. Instead, a large proportion are now focusing intensively on suitable technology that meets their requirements.

DIGITAL FUTUREmag: Users generally tolerate quite a lot. But how can you tell that a software solution is easy to use, is accepted by employees, and perhaps even liked? What benefits indicate that your applications and tools are particularly user-friendly?

Monika Haslbeck: When you buy a new car, you enjoy it. When you install new software, staff often see it as work, adjustment, and effort. Yet software can be fun. It is when it effectively supports employees in a short time and takes over tasks. Software should be intuitive to use. It should deliver quick results and complete tasks without time loss. Monotonous to-dos can now be automated. This relieves colleagues and leads to more stress-free and balanced employees. In addition, a user-friendly system quickly gains high acceptance within the company. And that is a key goal in digitalization projects.

DIGITAL FUTUREmag: Your software solution is very comprehensive and covers almost all business management areas. Why should customers choose your tools specifically?

Monika Haslbeck: We have been active in the IT sector for two decades and have solved individual needs of our clients in many projects. Our products work together. This means, among other things, that the customer does not have to maintain data in duplicate or at different locations. Whether it is employee master data, for example, whichsynchronize or a door that only certain people can open once they are personally enabled in the HR software for this purpose. Thanks to this security in handling sensitive content or information, employees can focus on their core tasks, perform their functions better, and operate more efficiently overall.DIGITAL FUTUREmag: How important is it also to cover the eCommerce component in the form of an online store?

Monika Haslbeck: Since the pandemic, entrepreneurs should be aware that their portfolio must be presented virtually. In the business-to-consumer sector, i.e., end-customer business, this has already been implemented. In the business-to-business sector, many manufacturers or service providers still often do not see the necessity. Yet it is frequently overlooked that younger employees only research online. If a company is not represented with an online store, it is considered old-fashioned and not up-to-date by Generation U50. It is therefore not an option but a must to present oneself on the web with a digital sales or quotation platform or an adequate product catalog. Unfortunately, many fail to integrate their web store into their business processes. There is often significant room for improvement in this regard. We see a B2B online store as an embedded component of the ERP/merchandise management system, so that no additional effort is required when a consumer places an order through it. Conditions such as individual prices or inventory levels are displayed in real time in our solution. Inventory is maintained by sales in it and does not require any “upload.” In this respect, an eCommerce solution can even be fun and is worthwhile!

DIGITAL FUTUREmag: Software projects sometimes go wrong, sometimes consuming more budget than calculated or taking twice as long as originally planned. What do you do at ACEA conceptually or technically differently to avoid such pitfalls? And what are the three biggest mistakes in the implementation and establishment of new applications?

Monika Haslbeck: That is really a good question. Often, customers and clients do not speak the same language. To successfully initiate, plan, and implement a project, it is important to understand the customer and their specific processes. We learn their “company language” to know what is meant and where potential stumbling blocks lie. The problems you mentioned always result from misunderstandings. The process was misunderstood and therefore not implemented correctly. It is therefore essential to maintain communication at all times and to discuss the implementation together. That is why we work on projects using the Scrum approach. This means we carry out sprint planning. In this phase, we jointly define which steps need to be taken. This is followed by their gradual implementation. Project milestones are used to discuss an interim status with the customer so that requirements can be responded to in an agile manner. This makes it possible to identify, avoid, and eliminate misunderstandings more quickly before they become destructive at the end, initially unnoticed.

Secondly, employees are often not taken into account. Digitalization projects depend on the commitment of employees. If they are not involved from the outset and encouraged to contribute valuable suggestions, tips, know-how, or experience, unknown facts usually come to light during the project that require more time to address. These issues then have to be incorporated into the planning retrospectively, which can cause unrest in the project or slow it down in the worst case.Unnecessary.

Finally, specialized standard software is often not used. Already proven technologies offer clear structures, ready-made processes, calculable costs, and perform tasks they were developed for routinely and reliably. However, if individual requirements are programmed in the software area, it can become difficult to calculate and increase costs. I recommend entrepreneurs: Avoid long project durations. Show successes as early as possible. Introduce practical innovations in manageable steps so that your staff recognizes the concrete added value.

DIGITAL FUTUREmag: Ultimately, business management software must function well and include a corresponding, clear dashboard with valid data/fact evaluation that simplifies important decisions for management. What additional benefits does your solution offer?

Monika Haslbeck: Especially in management, digitization is an immense plus. No matter where you are: Always having the most current and significant data of customers and suppliers from finance and controlling at your fingertips provides security and transparency. For this reason, we consciously rely on cloud applications that provide all information regardless of location. Our financial accounting supports clients and business partners with artificial intelligence (AI), including a voice assistant, to ensure the highest possible comfort.

DIGITAL FUTUREmag: Let’s look to the future: Where is the journey heading with modern business management tools? What are your goals for the next 3-5 years?

Monika Haslbeck: In the near future, software will be simpler, more flexible, and more clearly structured. We are already in the future. Modern solution providers are already showcasing innovative concepts that are much more user-friendly in operation. Artificial intelligence now takes on demanding tasks and thus increases efficiency. The workplace of the future will be more location-independent and mobile. We are happy to demonstrate this to our interested parties. And don’t worry: software can really be fun.

DIGITAL FUTUREmag: Many thanks for the insightful interview.