What makes digitalization successful? It's not just software.
Introducing a software solution for document and business process management is often perceived as a technical challenge. Finding a tool that meets functional requirements, ensures data security, and allows a certain level of flexibility is a task many organizations approach by analyzing specifications and product demos. However, real-world experience shows that successful digital transformation depends far more on the choice of implementation partner than on the software itself.
More than a tool – it's a transformation of the way you work
Business digitalization is not just replacing paper with screens. It's a change in the way people work, think, and interact, as well as a transformation in how organizations relate to their users and clients. In this context, software is only one piece of a much larger puzzle.
The right implementation partner will not simply “install a system” – they will understand how your organization operates, identify pain points, suggest which processes need improvement, and adapt the system to your users – not the other way around.
Why is the choice of partner crucial?
1. Contextual understanding and needs analysis
Every organization has unique procedures, structures, and goals. A partner who understands that complexity can shape a solution tailored to those specific challenges, rather than forcing the organization to conform to a generic software mold.
2. Experience with processes – not just technology
Implementing a system like OWIS requires deep knowledge of business processes. That includes mapping workflows, identifying bottlenecks, designing automation rules, and creating user forms that reflect actual needs. This is where true process management expertise becomes evident – beyond just technical skills.
3. User education and practical support
Technical training alone isn’t enough if users don’t understand the “why” and “how” of the system. A good partner guides users through change, helping them not just complete tasks but grasp the essence of the processes. Moreover, post-implementation support often makes the difference between a system that’s adopted and one that’s abandoned.
4. Flexibility for future growth
Digital transformation is not a one-time project. Organizations grow, processes change, and needs evolve. A partner who knows how to scale solutions, integrate new technologies, and adjust to organizational changes ensures that your digitalization efforts remain relevant beyond the first year.
How to choose the right partner?
When selecting an implementation partner, ask yourself (and them) the following:
Do they have experience in my industry?
Do they support process analysis – not just technical setup?
Can they provide training that goes beyond technical instructions?
Do they use a methodology that adapts the system to the organization’s needs?
Are they willing to be a long-term partner, not just a one-off vendor?
Support for every sector – public or private
Whether you're a public institution aiming to increase transparency and efficiency, or a private company looking to optimize internal workflows, the right support makes the difference.
That’s why we’ve prepared two practical guides – for public institutions and private organizations – that thoroughly explain what implementation of document and mail management processes through the OWIS system looks like. While the guides use OWIS as an example, their content can benefit anyone considering a similar system. Through real-life examples and practical advice, they offer a sustainable, realistic approach to digitalization.
Download the guides here → OWIS Guides for Public and Private Sector
Conclusion
Don’t let a great software solution fail due to poor implementation. Investing in the right tool must go hand-in-hand with choosing the right partner – one who understands your mission, your organization, and your processes. In the end, digital transformation is not about tools – it's about the people behind them.