Editor’s note: In this continuing monthly series, Chef John Reed will discuss the use of various software platforms from event management, staffing, accounting, and recipe management software. There are many options on the market, so stay tuned for his take on what works best for different business requirements. To start, an intro into beginning to analyse the best system for your company.
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SOFTWARE PLATFORMS all follow the same fundamental construction of being interactive database management tools, which can perform unique functions and interact with other similar applications. Incorporating technology into the modern catering environment has been trending for many years. Most companies do so with the audacious goal of fully digitizing the operations from client management, proposal writing, staffing, production lists, and packing sheets. These are great goals but for many, they can also fall short for many reasons. These include:
• Time to manage the information
• Lack of understanding how systems work
• Difficulties in changing current operations
• Organizational culture
• Lack of training
There are solutions and strategies for every company, whether for those just starting out or for the caterer who has either outgrown current systems or need to clean up what they have. Caterers who have explored the world of event management software may end up diving in deep. Others may walk away from choosing any particular software application as they see it as a daunting task to initiate. The process of considering the shift from a manual system to a digital one is a task that should not be taken lightly—or as a spur-of-the-moment buy.
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What is the best for us and how do we set up the system that fits each user’s business need?
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Companies need to realistically look at their current and future needs and decide on software solutions that match or add the desired functionality aligned with their operational goals. Caterers, whether large are small, have unique business models and thus have systems that are unique to them. Software designers understand that and design open systems that can be set up and customized to each user’s needs. This is exciting, there is a system out there for everyone! It also creates a dilemma. What is the best for us and how do we set up the system that fits each user’s business need?
Ah, data entry
One of the key influencers of making the decision to digitize business needs to be ease of use and minimal data entry. We are all victims of the double triple entry system and the world of unique documents. Caterers love paperwork! A functional system is optimized to reduce data entry. Among the data management world, you hear the mantra “Enter it once.” This is the key to simplicity. Have one platform where everyone in the company is using the same “real-time” information. This is the concept of departmental focused communication and user specific data.
User Interface
The average user of the system is generally on the sales side and interacts with software through a home screen or what is technically called a UI (User’s Interface). Most software applications used in the special event industry, have programs that use a GUI or Graphical Interface which presents tool bars, imagery, and virtual buttons that are intended to help the team through the process of proposal writing and event management as easily as possible.
When looking at the UI of any given system, look at how functional is it for your type of business. Corporate caterers may want the GUI that is geared for easy selection of items through drop down windows and “clicks.” Others may need to have more flexibility of selection with much more data entry for custom menus and have less graphically driven UIs. Most platforms also allow the user to customize the UI window to meet each company’s particular data entry style as well exposing only the information needed by each particular user.
So, when looking at the options in the marketplace, take the UI for a drive and see if fits the style of business you run. It’s your screen and you need to be comfortable behind the wheel of your business.
