5 Easy Ways to Optimize your ERP!

We hear all the time how an ERP implementation was disappointing and that an organization was not seeing the benefits that had been promised.  We also work with companies that have legacy systems or a combination of several systems being used to support their operations - the results are less than optimal!

Here are five easy ways to optimize your ERP:

1. Clean Up Your Data

Accurate ERP insights require clean, structured data. Many organizations struggle with data integrity due to duplicates, incomplete records, and cross-departmental inconsistencies that hinder system effectiveness.

To improve performance, conduct a data audit to identify gaps and review for the following:

• Delete or archive old or unnecessary data

• Remove duplicate records

• Resolve data inconsistencies to key critical master data files which might include stale customer or item records.

  
  

Focusing on data quality improves reporting accuracy and enables better strategic decision-making.

2. Analyze New System Releases

ERP systems evolve over time and most commercially available systems introduce annual or semi-annual new product releases which include fixes as well as updates to existing functionality and the introduction of new features.  Although your organization may be receiving and applying system upgrades has anyone invested the time to assess whether these new features or functions would be of benefit.   Across many ERP platforms we have seen recent systems releases to include:

• Improved financial intelligence and reporting tools

• Changes to improve user interfaces

• AI-Powered user workspaces

• New integration connectors to third-party solutions such as Shopify

• New simplified developer tools

• Monitor system performance

  
  

Your software license includes new system releases.  Failure to assess these releases may be costing your organizations new opportunities for business process optimization.

3. Streamline Workflows and Business Processes

ERP systems often underperform because business processes have become cluttered with inefficiencies and outdated workarounds over time.  Some of these workarounds may involve manual steps that could be optimized by considering the use of AI.  We are seeing this evolution in areas that once required considerable time to manually record and reconcile transactions.

To optimize your workflows:

• Map workflows to match software functionality to required tasks.

• Identify bottlenecks, especially where a manual process is required.

• Build adaptive rules.

  
  

Refining these processes allows your ERP to run more efficiently, reducing errors and accelerating operations.

4. Assess Configuration and Leverage Possible Add-Ons

Instead of replacing your entire ERP, consider configuring it or adding modules to improve functionality.  Modern ERPs are modular, letting you add features or tailor workflows to your specific needs. You can:

• Adjust system configurations or processes to match your actual business operations.

• Enhance capabilities with specialized software that may sit outside the scope of your ERP such as CRM, advanced reporting, or supply chain tools.

  
  

Limit the use of “customizations”.  Keep in mind that some service providers / system integrators use customizations to grow their revenue.  Think configuration before customization!

5. Enhance User Training

Ongoing training is essential. Even a powerful system loses value if employees rely on outdated workarounds or underutilize features. To maximize your investment, ensure staff at all levels understand how to use the system efficiently through these targeted approaches:

• Launch an ongoing program to teach new features.

• Provide regular refreshers to ensure staff use their tools effectively.

  
  

A well-trained workforce ensures the ERP system remains a valuable asset that effectively supports business goals.

At Rubenstein / Justman Management Consultants (RJMC), we work with our clients to review and assess existing ERP implementations by identifying system strengths, weaknesses, and areas for improvement.  This “check-up” is an effective way to identify effective ways to optimize your existing systems or to build a business case for evaluating new system solutions.   Since we do not sell or align with any specific solution, our independent assessment is just what you need!

If you want to talk about your Optimization Project ~ LETS CHAT!