Streamlining Tech Chaos: Effective Strategies for Managing Siloed Systems in Manufacturing

Does your company rely on a patchwork system to operate? It’s more likely than not. According to research by SoftwareOne, 71 percent of IT leaders say that their “current IT setup has at least some patchwork elements.” Of that group, 93 percent “suffer from adverse effects to some degree.” Overall, 78 percent believe that these patchwork systems impede their ability to achieve business goals, and 90 percent believe that “eliminating patchwork systems would make it easier for their company to outpace competitors.”

However you’ve arrived at where you are, your task now is to fight the tech chaos by streamlining your systems to achieve efficiency, productivity, and security. Here, we’ll review the problem with patchwork systems in manufacturing and actionable steps and strategies to manage and streamline patchwork systems. Let’s dive in.

The Problem with Patchwork Systems

Essentially, a patchwork system is a network of platforms, applications, tools, and programs used by an organization. Typically, the sheer number of components means that they aren’t communicating with one another properly or even being used to their full capacity.

While patchwork systems are often the result of a business growing and adding systems and tools to its legacy system as its needs evolve, they can also be the result of simple human error. As SoftwareOne discovered, patchworks can result from decision-makers “attempting to please everyone by including everyone’s favorite tool/program” or simply “selecting tools that don’t meet users’ needs.” They can also result from attempts to adapt to new market conditions, such as the “rushed transition to remote work during the pandemic.”

When working with a patchwork system, you’re bound to come across the following difficulties:

• Lack of interoperability and communication between systems
• Increased maintenance and operational costs
• Security vulnerabilities due to outdated or unsupported software
• Difficulty in scaling and adapting to new demands

However, solving these problems does not mean throwing out the entire system and looking for something that can somehow satisfy all your needs—because, more likely than not, such a system does not exist. Instead, there are steps you can take to improve your system and make it more efficient. Continue reading to learn more.

Assessing and Mapping Your Current Technology Landscape

Making your patchwork system work for you begins with conducting a comprehensive system audit. This involves identifying and documenting all of your existing systems and technologies, be they involved in warehouse management, supply chain management, worker training, etc. From there, map out how your different systems interact with one another and where gaps or redundancies exist.

Once this map exists, identify which systems and processes are critical to your current business operations and which ones can be retired or replaced. As your business has grown, it could be that those systems and processes that were once vital are no longer necessary or even in use. The needs of a startup look drastically different from those of the scaleup it grows into, after all. And maybe some of these systems and processes are nice to have but not strictly necessary. Prioritize keeping systems based on their impact on production and business goals. If they no longer align with where your business is headed, it’s time to cut them.

Strategies for Streamlining and Integrating Patchwork Systems

Once you’ve mapped out your systems and processes and trimmed the fat, it’s time to streamline and integrate that which remains to make a more efficient patchwork system. There are generally five strategies you might consider:

1. Implement Middleware Solutions

Middleware, as the name would suggest, is software that sits in the middle between your operating system and your applications. It serves to connect these systems, enabling them to communicate with one another and share data. For a manufacturing company, a middleware solution would provide a unified view into your operations and streamline your maintenance, supply chain, and quality assurance process.

2. Gradually Modernize and Upgrade

Upgrading your legacy systems without disrupting operations can be challenging. In order to get the most benefit with the least disruption, prioritize upgrades based on their system criticality and risk.

One of the best ways to modernize and upgrade your legacy systems is to move to an ERP (enterprise resource planning). This platform is designed to help you integrate the essential parts of your business into a cohesive, easily managed system. A good ERP can even be customized to meet your organization’s specific needs, like we did for Optimax and its Epicor ERP system.

3. Embrace Modular and Scalable Solutions

When adding to your patchwork systems, look for tools and solutions that are modular or scalable. Both are designed to meet your organization’s needs as it grows:

• Modular solutions are built in sections that can easily integrate with existing technology. As your needs change, you can add these sections (modules) to meet demands.
• Scalable solutions are designed to adapt to evolving technologies and industry standards without being completely overhauled, future-proofing your organization.

4. Standardize Processes and Protocols

Standardization isn’t going to occur naturally. That’s true whether you have departments operating in silos; workers are operating in scattered locations, plants, or warehouses; or your organization recently merged with another. When you allow every department, worker, or social circle to operate however they deem best, even when those operations conflict with one another, you invite a host of financial, legal, and even safety risks. That’s why you need to intentionally establish standard operating procedures (SOPs) and ensure consistency across systems.

5. Invest in Training and Change Management

No matter how much time and money you invest in streamlining your systems, it’s all just money on the fire if your staff don’t know how to use the new system once it’s in place. Your investment must include staff training and preparation.

Preparation is more than just knowing how to use a new system: Workers need to want to use it. And that requires more than the typical slide deck explaining all of the new system’s advantages.

“The most successful organizations I’ve worked with have done it by creating a culture of change acceptance, far before they intend to introduce any changes,” says Andrea Belk Olson, CEO of Pragmadik, a behavioral science-driven change agency. She adds, “Having employees buy in to change doesn’t simply make implementation easier, but rather forges an immutable and reciprocal relationship which pays infinite dividends. Without this, future endeavors will require re-engaging all over again, perpetuating the cycle of resistance. Remember, trust takes months to build and only seconds to break.”

Leveraging Data and Analytics for Improved Decision-Making

A crucial aspect of streamlining your system is centralizing your data management. As Fivetran discovered in a study, 99 percent of companies face challenges in keeping their ERP information flowing, which “directly impacts the business with slowed operations, impaired decision-making and lost revenue.” And 82 percent of companies “work with old and stale data, likely due to the challenges in accessing ERP data.”

The clearest fix to these data challenges is to enlist cloud-based ERP solutions. As Fivetran found, over 90 percent of ERP professionals “indicated substantial benefits to cloud-based ERP solutions, such as timeliness with real-time data flow, improved decision-making based on the increased agility, and fewer data flow issues.”

Remaining Agile in Manufacturing Technology Management

In any industry, change is the only constant. Even after streamlining your patchwork system, your work is not over. But it is especially the case in manufacturing. The industry will continue to shift, with emerging technologies that will continue to simplify and enhance system management, such as AI, IoT, and Industry 4.0. Likewise, ERP solutions will get better and better at streamlining processes and systems.

That is why it is so important to maintain a policy of continuous improvement and adaptation in managing technology. Build a flexible technology strategy that can evolve with industry demands. When your system is truly optimized, you’ll be able to plug in new tools as they become available/relevant without descending into the chaos you’ve worked so hard to tame.

As you work to bring your patchwork services under control, remember not to throw the baby out with the bath water. Take stock of what you currently have, follow the strategies for streamlining and integrating what you decide to keep, bring your data under control, and remain agile as you look to the future.

At ComTec Solutions, we believe that technology should be a catalyst for growth, not a hindrance. Our team has extensive experience providing meaningful solutions that accelerate growth, and we’ve been named to ChannelE2E’s Top 100 Vertical Market MSPs and Channel Futures’ MSP 501. We know exactly how to help you best the challenges facing modern manufacturing businesses. Get started today by requesting a demo.

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ComTec Solutions is a full-service technology services and ERP implementation and consulting company that has been providing advisory and technical expertise for manufacturers and engineering firms for nearly 30 years. Companies looking to improve productivity, elevate the customer experience, and accelerate financial growth find value in ComTec’s expertise. ComTec is a proud Certified Platinum Epicor partner dedicated to helping customers strategically align technology with their desired business outcomes with speed, agility, and confidence. To learn more, let’s talk!