Harness the power of digitalization, become more efficient and automated!

15 Oct 2023

What is digitalization and what can it be used for?

Digitalization refers to the process of transforming analogue data, processes or systems into digital formats.
It involves taking information or processes that were previously in physical or analog form and converting them into digital data.

Digitalization is a key component of the transition to the digital era and has a wide application in various fields, including business, education, healthcare, archiving and many other areas. In other words, simple smart IT solutions make our daily lives easier.

Summary and what it means

1. Scanning paper documents: By scanning physical paper documents and converting them into digital files, organizations can save space, improve accessibility, and make it easier to search for and share information.

2. Digital photography: By using digital cameras instead of film cameras, photography has been digitized. It makes it possible to instantly view, edit and share images electronically.

3. e-books: Printed books have been digitized into e-books that can be read on electronic devices such as tablets and e-readers. If you want my digital e-book with 5 smart IT tools, just write to me and I will send it to you.

4. Digital music and video streaming services: Music and films previously distributed on physical discs or tapes have been digitized and can be streamed over the internet.

5. Electronic medical record: Physical medical records have been digitized to make it easier for healthcare facilities to manage and share patient information.

6. Digital business processes: Many organizations are digitizing their internal processes, such as invoicing, inventory management and customer service, to increase efficiency and reduce manual workload.

Finally, there are several areas that can be streamlined and automated to save time and money! The reason is to facilitate your customers and employees with new smart digital IT tools.

The difference between digitization and digitalization?

Digitalization is a fundamental step to enable other digital initiatives and transformations. By converting information and processes into digital form, organizations can take advantage of digital technologies, including data analytics, automation and cloud services, to improve efficiency, save time and reduce costs.

The difference in the meaning of the words is described below

1. Digitization

- Digitization refers to the process of converting analog objects or data into digital formats. It involves taking something that is in physical or analog form and transforming it into a digital representation.

- Examples of digitization include scanning a paper book into a digital PDF file or converting analogue audio (such as vinyl records) into digital audio files (such as MP3).

- Digitization is often a simple transfer from analogue to digital, and it is an important step in ensuring the long-term preservation and management of information.'

2. digitalization

- The term digitalization is a broader term that is not only about transforming analogue to digital, but also involves the use and integration of digital technologies and processes in different aspects of business or society.

- The concept of digitalization includes the transformation of processes, the use of digital tools and technologies to improve efficiency, and the shift to digital business models.

- The word digitalization is linked to business strategy and the overall transformation of an organization to take advantage of digital technology and change the way it works.

To sum up, digitization is about converting from analogue to digital, while digitalization encompasses broader aspects of adapting and changing operations in line with digital technologies and opportunities. Both concepts are relevant in the digital era and are used in different contexts.


What does digitalization mean?

The term covers several types of use and their effects for an easier and more efficient everyday life.

Some example areas:

  • Upgrading a business model through digitalization is common. The goal of such a process is to take advantage of the value added by the introduction of new technologies, leading to new insights and a clearer business model.
  • Digital technologies are also used to improve industrial processes. It is perhaps this type of use that has the most obvious positive impact. It contributes to energy savings, higher quality products and much more.
  • Digitalization has led to major improvements in communication and information technologies, which in turn have changed our entire world.
  • Digitization and the digitalization of everything that lends itself to this process, in daily life, making our lives easier.
  • Digitization can also refer to the process of converting analogue information into 1s and 0s. As mentioned earlier, this process is called digitization, but some people confuse these two terms.

The result of using the right technology is that your business can utilize the right technology, become more efficient and automation allows repetitive tasks to be removed and employees to provide better customer service.

Benefits of digitalization in organizations and businesses?

It is a process where digital technologies and methods are used to transform the business and its processes.

The purpose of digitalization is to improve efficiency, increase competitiveness and meet changing customer needs in the digital era.

Here are some key aspects of digitalization in organizations and businesses:

1. Digital processes: Digitalization means transforming manual or analogue processes into digital, automated processes. It can include the automation of workflows, digital forms, and the use of cloud services to improve data management and sharing.

2. Data management and analytics: An important part of digitalization is collecting and analyzing data to make data-driven decisions. Organizations can use advanced analytics and machine learning to draw insights from their data and improve their operations.

3. Digital customer experience: Many companies are focusing on improving the customer experience through digitalization. This includes offering online purchases, using social media to engage customers, and creating apps or digital platforms to facilitate communication with customers.

4. Digital product development: Companies use digital tools and techniques to develop and improve their products and services. This can include prototyping, digital design and rapid iteration.

5. IoT (Internet of Things): Many organizations use IoT devices to collect data from physical objects and use that information to improve monitoring, maintenance and efficiency.

6. Security and privacy: Digitalization brings increased data and IT security risks. Organizations must invest in security solutions and policies to protect their digital assets and customer privacy.

In light of the importance of IT security, the following link provides tips on what entrepreneurs should consider to improve their IT security.


Other areas that use digital technologies in linking ways

7. Cloud services: The use of cloud services as infrastructure, software and platforms is common in digitalization. Cloud services enable scalability, cost savings and flexibility.

8. training and skills development: As digitalization is rapidly changing the working environment, continuous training and skills development of staff is needed to keep up with the latest digital tools and practices.

9. Digital strategy: Organizations should develop a clear digital strategy that defines their goals and the path to digitalization. It is important that management engages in this process to create an organization that is ready for digital transformation.

10. Change management: Implementing digitalization often requires a significant change within the organization. Therefore, it is important to have a change management strategy and communicate clearly with employees.

Digitalization is a continuous process and requires organizations to adapt to changes in the digital environment. By successfully implementing digitalization, organizations can become more competitive, better understand their customers and meet the ever-growing demands of the digital era.

In conclusion, it is better to start small to become more digital and then build on it. This allows you to build internal knowledge within your company and use technology to your advantage.

Pros and cons of digitalization for your company or organization!

While digitalization has many benefits and can help increase efficiency and innovation, it also brings challenges and disadvantages. Here are some pros and cons of digitalization. The aim is for you to identify them and include them in your analysis.

Benefits of digitalization:

1. Increased efficiency: Digitalization automates processes and reduces manual work, which can result in faster and more efficient workflows.

2. Better availability of information: Digital data and documents can be accessible anytime and anywhere, increasing the availability of information and facilitating sharing.

3. Better customer experience: Digitalization can improve customer service and interaction through faster responses and availability through digital channels.

4. Innovation opportunities: Digitalization creates opportunities for innovation through the use of data analytics, artificial intelligence and other advanced technologies.

5. cost savings: Digitalization can reduce costs by eliminating paper-based processes, reducing the need for physical warehouses and enabling remote work.

6. Scalability: Digital solutions are often scalable and can be adapted to different needs and sizes of organizations.

7. Faster decision-making: Access to real-time data enables faster decision-making and response to changes.

The result is an easier everyday life for both your customers and employees by using more efficient and automated processes and flows in your company.

Risks of digitalization:

Key aspects to consider for business digitalization and how best to reduce them

1. Security risks: Digitalization brings an increased risk of cyber attacks, data breaches and information leaks. It requires significant efforts to ensure data and IT security.

2. costs: Introducing digital solutions and maintaining them can be costly. Initial investments in technology and training can be high.

3. Technology complexity: Digitalization can be complicated and often requires specialized technical skills and resources to manage and maintain.

4. Unemployment: The automation and digitalization of certain tasks can lead to unemployment in certain sectors, especially for jobs that can be automated.

5. Digital divide: Not everyone has access to digital technologies or skills. Digitalization can lead to a widening gap between those who are digitally literate and those who are not.

6. Data protection issues: Privacy and data protection issues are becoming increasingly important with increasing digitalization. Organizations need to manage data in accordance with legislation and customer expectations.

7. dependence on technology: Organizations can become vulnerable if they are too dependent on technology and if systems encounter problems.
In summary, digitalization is a complex process with many benefits, but it requires careful planning, risk management and adaptation to a changing technological environment to maximize its benefits and minimize its drawbacks.

It is important that an organization evaluates its specific needs and conditions before embracing digitalization to choose the solution that best suits the needs of your company or organization!

It can be an advantage to hire a technically skilled IT person to help your company with the requirements of your new IT system to avoid making the wrong choice and ensure the best IT solution for your company.

What is the difference between digital transformation and digitalization?

Here is the difference between these two methods as summarized below.

1. digitalization:

  • Digitalization is about converting analogue processes, systems and information into digital formats. It means taking something that was previously physical or analog and turning it into digital data.
  • Examples of digitization include scanning paper documents into digital files, switching from physical paper documents to digital documents or creating digital catalogues instead of printed brochures.
  • The goal of digitalization is usually to make information and processes more accessible and easier to manage.

2. digital transformation:

  • Digital transformation is a broader strategic change in an organization. It means not just digitizing existing processes, but transforming the entire business model and the way you do business.
  • Digital transformation means using the latest technological advances to innovate and improve your business. It can involve developing new products and services, redefining the customer experience, improving internal processes and much more.
  • The goal of digital transformation is to be competitive in the digital era and meet the changing needs of customers and markets.

To sum up, digitalization is about making existing processes and information digital, while digital transformation is about transforming the entire organization to take advantage of digital technologies and change the way you do business. Both are important in today's digital world, but they have different scopes and purposes.

It's important to realize that in order to benefit from digitalization, your company needs to bring the employee on the journey so that they realize the value of the power of your digital investment.

Different types of digital transformation challenges

The challenges of digital transformation for most organizations:

  • The complexity of implementing a completely new technology.
  • Lack of resources in terms of qualified IT technicians and trainees.
  • The security of existing technology. If something works as it is, why change it?
  • Lack of skills in the existing workforce.
  • Increase staffing levels to meet the challenges of digitalization.
  • The adoption of new and circular business models.
  • Renewed focus on ecological and social sustainability.
  • The transition to a digital economy and building trust around it.
  • Adapting to the realities of a digitalized economy such as decentralized cooperation, the fusion of the digital and the physical, while empowering the individual.

It is important to recognize and address these challenges if your company wants to invest in new digital technologies. It is better to take help if the company does not have internal competence. For SME companies, there are digitalization checks that you can get help with up to 50% of the cost between SEK 100,000 and up to SEK 500,000 to hire external IT expertise. This makes it easier for your company.


How do you know if you should digitalize your business?

There are some signs that it is time to digitize your business.

  • You want to make the customer experience automated and efficient. Poor coordination between different steps the customer takes often leads to poor user experience. Digitalization effectively solves these problems.
  • You don't know how to grow your business in the future. In this respect, digital transformation is inevitable.
  • You need to increase efficiency. A greater return on investment would be desirable.
  • You don't know how to acquire and manage data to get more out of it.
  • Your website is outdated and no longer performs its functions.
  • Spreadsheets are your first choice solution to most problems.
  • You spend far too much time on email, or at worst, post. 

If you recognize yourself in the above, do not hesitate to start thinking that you should start exploring which IT tools might be best to start with in your business.

Digitalization strategy

Digitizing your business is in most cases simply unavoidable to keep up with developments. Following a digitalization strategy is essential to meet the needs of your business while helping you achieve real results.

The following three-step process is an easy way for your business to adapt to digital technologies.

  • The first step is to have a vision. You need to know what you want to achieve with digitalization. Before reaching this goal, you need to explore different forms of technology and digitalization. You need to find the approach that best suits you and your business. The maturity of your business to become digitalized is also a factor to consider when setting your goals.
  • The second step is to move digitalization to an operational level. This means using all the expertise you have at your disposal and involving all departments in the company.
  • Implementation of the strategy is the final step. Digitalization should be closely coordinated with the ongoing and future development of the company.
  • Finally, if you need help, don't hesitate to ask for help!

The digitalization process - how to get started?

When it comes to digitalization, the biggest mistake you can make is to do nothing at all. But how you choose to start your digitalization journey matters a lot.

Overall, it's best to start on a smaller scale with what is most critical and requested by your customers. This could be automating your financial processes or anything else of importance.

How to start digitizing?

  • Find out what a digital transformation would mean for your business. Do not skip this step, no matter how small your goals are. This step also means that you need to identify which forms of digitalization will really make a difference for your organization. You need to know WHY you want to digitalize.
  • Make digital transformation a priority and keep it that way.
  • Make sure management has understood the point of digitalization.
  • Set up a team to work specifically on digitalization.
  • Learn what your users want and create a plan for an improved user experience.
  • Ensure that your digitalization results in a better user experience.

Finally, it is good to work with continuous development and that It is a process that you work actively with all the time.

What does a typical digitalization process look like?

In fact, many companies just happen to come across a solution that turns out to help them solve a problem they have been facing for a long time. The easier it is to implement these solutions, the more likely it is that companies will want to continue digitizing.

Once these solutions are in place and once the first results start to show, it will be inevitable not to continue with digitalization. A good first impression makes companies more open to further digitalization.

How to measure digitalization?

Digitalization is measured through so-called Key Performance Indicators (KPIs). KPIs are a description of the success criteria that are most crucial to a company's success, and here companies can also create their own customized versions.

Some popular KPIs are:

  • Usage. How many of your employees use the solutions introduced by digitalization? If as many as 90% of employees use the new solutions, the digitalization is likely to be successful.
  • Detailed picture of usage. How do your users use the digital tools? Which features are underused? What are the concrete benefits of this use?
  • The number of processes performed on your digital tools. This gives you a good idea of how useful this is for your business.
    Changes in productivity resulting from your digital tools.
    Revenue increases that can be attributed to the use of digital tools.

To sum up: Start seeing digitalization as a help for you and your business. Start on a small scale. Start with the areas that are most critical. It is better to start and then take it bit by bit. If you feel that you need help, you are welcome to contact me at Digihelp AB.

If you need help, please contact

Digihelp AB

Ulrika Andreasen

Tel 070-6366814

E-mail: ulrika@digihelp.se

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