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Digitalization Shouldn't Belong Only to Large Companies: How Can Small and Medium-sized Teams Choose Digital Tools? ​

Original: https://cli.im/article/detail/2400

In my interactions with many small and medium-sized enterprises, I've noticed a common consensus: digitalization is necessary, but it shouldn't be too expensive or too complicated.

In recent years, many people have mentioned QR codes, praising their simplicity, convenience, and low cost. But what exactly can QR codes do? In which scenarios are they genuinely helpful, and where might they fall short? Based on our practical experience with various projects, we've compiled some insights, hoping to assist small and medium-sized teams currently navigating digital tool selection.

Why More People Are Using QR Codes as Their "First Step in Digitalization" ​

With limited budgets and manpower, most people look for a solution that "can be implemented immediately." The low barrier to entry of QR codes perfectly meets this need—no development, no deployment, and employees can start using them right away.

Take on-site management, for example. Traditional methods often involve paper forms, photos, and reporting via WeChat groups. However, these three elements operate in silos, lacking interconnection, which is both labor-intensive and difficult to track. By switching to QR codes, a single code posted on-site allows inspectors to scan, fill out records directly, take photos, and upload them. The backend automatically generates logs, making the entire process seamless.

You'll find that QR codes aren't a "flashy tech gimmick" but rather a way to centralize information and operations. For straightforward business processes, QR codes can be more efficient than many custom-built systems.

Scenarios Where QR Codes Work Well for Us ​

Our clients span industries like manufacturing, property management, and community services. Although their businesses differ, their usage logic is similar: there's something on-site (e.g., equipment, personnel, materials) that needs to be "visible, fillable, and manageable."

The following scenarios are well-suited for CaoLiao QR codes:

  • Equipment Inspection and Maintenance: In a manufacturing plant, maintenance workers used to fill out repair records in the office after completing repairs. Now, they simply scan a QR code on the equipment to log details, which are automatically archived.
  • Product Information Display: Equipment sales clients previously mailed thick manuals and brochures. Now, they place QR codes on samples or catalogs. Scanning the code reveals product details, quotes, customer cases, and after-sales support—all on one page.
  • Visitor Registration: Some property management companies use QR codes for visitor registration at gatehouses. Scanning the code brings up a registration page, eliminating queues and the need for pen and paper.

These scenarios share a common trait: the processes are relatively clear but were previously handled manually. QR codes aren't meant to replace systems; their value lies in streamlining important, yet often overlooked, steps that haven't been covered by existing systems.

But QR Codes Aren't Suitable for Every Scenario ​

Of course, QR codes aren't a one-size-fits-all solution. Sometimes, we encounter scenarios beyond their capabilities. For business needs requiring highly customized or complex system integrations, CaoLiao QR codes' standardized features may have limitations, such as:

  • Complex approval logic requiring multi-level coordination is better suited for OA systems.
  • Offline or weak network environments, like tunnel or mine inspections, where scanning a QR code might not load the page.
  • Enterprises requiring data to remain on-premises, wanting deployment on their own servers, which cloud-based tools like CaoLiao may not support.

Overall, if your goal is to "quickly deploy a functional solution" rather than "build a large system integrated with ERP," then CaoLiao QR codes offer excellent cost-effectiveness.

How to Choose Among Similar Tools? Some We've Used ​

If you're also in the selection process, you might consider these types of solutions we've summarized:

  • CaoLiao QR Codes: Suitable for small and medium-sized enterprises setting up lightweight processes (information display, equipment inspection, asset management, etc.). Quick deployment, low cost, and easy operation.
  • Form tools like Jinshuju, Tencent Questionnaire: Strong in form functionality, ideal for collecting one-off data like surveys or exams, but they cannot be bound to specific objects (e.g., equipment, personnel files).
  • Enterprise platforms like Feishu, DingTalk: Suitable for companies with complex processes and clear organizational structures, supporting approvals, collaboration, knowledge bases, etc. However, the learning curve and configuration effort are significant. Best for teams already using WeCom/Feishu.
  • Custom Development: Suitable for large, stable process systems. Consider this if you have the budget, time, and IT resources.

The key is identifying your core need: is it rapid deployment and solution validation, or are you ready for long-term operation requiring system integration?

Final Thoughts ​

Regarding digitalization, most small and medium-sized teams cannot expect a one-step, comprehensive solution. But that doesn't mean they should do "nothing at all."

With limited budgets and resources, getting things done is more important than making them grand.

CaoLiao QR codes, or the QR code approach in general, might not be your ultimate, complete answer, but they can be an excellent starting point. We've seen companies aiming for perfection, spending heavily on custom systems, only to have projects stall for six months and eventually be abandoned. In contrast, teams starting with a simple QR code or form often get processes running, gradually clarify their workflows, and find it easier to switch platforms or integrate systems in the future.

The advantage of CaoLiao QR codes is that they don't lock you in. Data is exportable, the structure is clear, and future migration isn't a concern. In the initial stages, they offer a low-risk way to validate your digitalization efforts.