5 Ways for Small Business Owners to Create a System for Managing Operations
Managing business operations efficiently is critical for any small business to thrive. A well-designed system can streamline workflows, reduce errors, and save time. However, creating or adopting such a system can be a challenge, especially when you’re trying to balance time, budget, and customization needs. In this article, we’ll explore five ways small business owners can create systems for managing their operations, starting from the harder methods and moving toward simpler, more practical solutions.
Why Do You Need a Business Operations Management System?
Every business has its unique processes, whether it’s tracking inventory, managing customer relationships, or handling employee schedules. A system for managing operations not only reduces inefficiencies but also helps your business scale. However, the right system depends on your business’s specific needs.
Some solutions may offer complete customization but require significant effort and resources, while others are quicker to implement but may not align with your business’s unique workflows. Let’s break down the options.
[Method 1] Hiring a Development Team
Advantages:
- Fully customized solution tailored to your specific business needs.
- You own the system, including the code, data, and hosting.
- Long-term flexibility for expansions or modifications.
Disadvantages:
- Very expensive, often costing tens of thousands of dollars.
- Time-consuming, taking months (or even years) to design, develop, and test the software.
- Requires ongoing maintenance and support, which adds further costs.
Hiring a development team is the most labor-intensive and expensive way to create a management system. It’s ideal for businesses with highly specific needs that off-the-shelf solutions cannot meet. However, for most small businesses, the cost and time investment are prohibitive.
[Method 2] Contracting a Software Development Company
Advantages:
- Access to experienced professionals who can build a solution for you.
- Lower commitment than hiring an in-house team.
- Typically faster development timelines compared to hiring your own team.
Disadvantages:
- Still expensive, though often slightly cheaper than building in-house.
- You might not fully own the code or data, depending on the contract terms.
- Changes and updates post-launch can be costly and time-consuming.
Outsourcing to a software company is a popular choice for businesses that need a custom solution but lack the internal resources to build it themselves. However, just like hiring a team, this option is often out of reach for many small businesses due to high costs and limited flexibility after deployment.
[Method 3] Purchasing Ready-Made Software
Advantages:
- Quick and easy to implement.
- Often comes with pre-built features for common business needs.
- Usually affordable with a one-time purchase cost.
Disadvantages:
- May not fully align with your specific workflows or needs.
- Limited customization options.
- Updates or modifications may require additional purchases or external support.
Ready-made software is a great option for businesses with standard needs. However, if your business operates differently or has unique requirements, you might find yourself trying to fit your processes to the software, rather than the other way around.
[Method 4] Subscribing to a SaaS Solution
Advantages:
- Low upfront cost with subscription pricing.
- Regular updates and support included.
- Accessible from anywhere with cloud-based storage.
Disadvantages:
- You don’t own the software, data, or hosting.
- Customization is limited to what the provider allows.
- Risk of being locked into a proprietary solution, making it difficult to switch providers.
- Data ownership and security can be a concern.
Software-as-a-Service (SaaS) solutions have become increasingly popular due to their affordability and ease of use. However, many small business owners find that SaaS solutions require them to adapt their workflows to fit the software’s limitations. Additionally, the risk of losing access to your data if you cancel your subscription is a concern for many.
[Method 5] Using AppGini to Build and Own Your System
Advantages:
- Fully customizable to fit your exact business workflows.
- You own the system, including the code, data, and hosting.
- Easy to modify and expand as your business grows.
- Affordable and simple to use, even without technical expertise.
Disadvantages:
- Requires some initial setup time to design your system.
For small business owners looking for a balance between customization and simplicity, AppGini offers the best of both worlds. With AppGini, you can build a system tailored to your business’s unique needs without the high costs of hiring developers or the limitations of ready-made software.
The platform allows you to:
- Create a management system in minutes with a few clicks.
- Own the system entirely, including the hosting and data.
- Modify and expand the system easily as your business evolves.
Why Choose AppGini?
Unlike SaaS solutions, AppGini ensures you retain control over your system. There are no subscription fees or concerns about losing access to your data. You can host the system on your own server, making it a secure and scalable option for small businesses.
Video Overview of AppGini: Create an inventory management system in 15 minutes
Conclusion
Creating a system for managing your business operations doesn’t have to be overwhelming or expensive. While hiring a development team or contracting a software company offers full customization, these methods are costly and time-intensive. Ready-made software and SaaS solutions are more affordable and easier to implement but often come with trade-offs in customization and data ownership.
For small business owners who want a tailored solution they fully own, AppGini is the ideal choice. It combines ease of use, affordability, and complete control, allowing you to create a system that grows with your business.
Take control of your business operations today with AppGini — the smarter, more flexible solution for small businesses.