Before buying technology: how to run a data and process diagnosis

Order matters: first the problem, then the tool

It is common for a company to buy a BI tool, a CRM or automation software because "it is time to digitalise", and for it to be half-used months later. That is not a problem with the tool, but with the order: the solution was chosen before the problem was understood.

A data and process diagnosis reverses that order. Its goal is to identify problems, opportunities and improvements with real impact, so that you invest only in what truly generates value.

What is worth reviewing

• Data sources: which systems exist (ERP, CRM, Excel, databases, other applications) and what information each one holds.
• Current reporting: which reports are prepared, how they are produced and how much time they cost.
• KPIs and needs: what is measured today and what information is missing to decide better.
• Manual processes: copy and paste, consolidating, entering the same information twice.
• Disconnected systems: data that exists but is not related across departments.
• Data quality: duplicates, inconsistencies and other problems that distort analysis.
• Automation opportunities: tasks that can be solved with tools such as Power Automate or n8n.
• BI, AI and technology: where they add value and where they would only complicate the process.

The result: a prioritised roadmap

A good diagnosis does not end in a long report but in a clear roadmap. For each item it should record the problem (what is happening and why it matters), the proposed solution, the priority, the most suitable technology, an estimate of effort and the expected benefit.

Illustrative example of what the prioritisation can look like: first automate the weekly sales consolidation; then a dashboard for sales management; then integrate CRM and ERP to see the complete customer; and finally automatic reporting with alerts for deviations.

What you gain

Better-informed decisions, more efficient processes and investment focused on what really matters, instead of solutions that perhaps were not a priority.

How we solve it at GY3 Solutions

We run the diagnosis with you, reviewing data, processes and systems, and deliver the prioritised roadmap so you can decide with judgement. See our Consulting and IT Support line.

Would you like to know where it is worth investing in your company? Request your diagnosis.