If one system can do with relative ease what it used to take multiple systems to do, it makes sense to use that one system, right? Following up on our first blog post of this series, we continue to explore the benefits that ESM brings to an organization.
Historically, the toughest part of this statement had been that one system could not do what multiple systems could, resulting in a need to keep those multiple systems in place. However, software has advanced to the point where this is not the case anymore. As an example, Jira Software was originally developed for software development teams to track bugs and was not feasible for an HR or Legal team to use. Today, its flexible workflows, security controls, ease of visibility, and several other characteristics have allowed all teams within the organization to use Jira. This has given way to the rise of Enterprise Service Management (ESM) as teams realize that they can simplify their software landscape and reduce the number of systems in play.
Consider three specific benefits of replacing multiple systems with one:
- Eliminate clunky handoffs. The toughest part of the process to understand and improve the handoff from one system to another. In addition to evolving teams, the work itself tends to change physical form, from an Excel spreadsheet to a Jira issue to a Salesforce ticket and so on. This creates unnecessary steps in the process and requires extra time to convert and understand the work. This behavior is not the result of intelligent design, but rather a factor of history and the way things evolved. Condensing to one system helps eliminate these physical shifts, resulting in cleaner handoffs and reduced process time.
- Include a rich history. When an item moves from one system to another, its history can get lost. A classic example is when a developer has a work item without the original business requirements or design thoughts from upstream teams. Cutting down to one system provides the team with the ability to receive the entire history of the work item. This rich history provides valuable context, eliminates confusion, reduces process time by decreasing the time spent understanding the problem, and decreases the possibility of rework due to misunderstood context.
- Reduce Costs. One license paid to one vendor generates economies of scale and minimizes costs related to using multiple licenses. It typically increases bargaining power with the vendor and decreases cost per seat. Additionally, maintenance and training costs both decrease. If an employee works in one system, compared to several, that translates to only one training session versus multiple sessions. Better yet, keeping the training budget the same and committing to several training sessions on one system will further increase people’s proficiency in that system, boosting their productivity and performance. Maintenance then becomes easier as the IT team only has one system to monitor and keep running. Similar to training, when you invest time into only one system, it encourages deeper learning within the team and drives results in better support of the system, further minimizing costs due to less downtime and incident recovery time.
Not to mention, using one system as opposed to several brings additional benefits of improved communication and data insights. Understanding the workflow and developing patterns is much easier in one system than it is when work transfers through several systems. Furthermore, when teammates only have one system to check instead of several, they are more likely to communicate faster and better understand problems.
Finally, a benefit not to overlook is the fact that employees like working within a single system. In our experience, employees enjoy seeing work flow through to different teams and appreciate the ease of using a single, connected, and integrated system. Furthermore, with one system to monitor, teammates have improved visibility of work coming up the pipeline and can follow the progression of the work they’ve completed. This leads to a better understanding of upcoming work, as well as a greater sense of accomplishment when they can see their work completed.
In the last of this series on the topic, we will explore the ROI of ESM based on our experience with a client, demonstrating how implementing ESM best practices can save you money while improving your processes.