Digitalisation often fails in Swiss SMEs not due to technology, but because of avoidable strategic mistakes. After decades of experience in the IT world, we repeatedly see the same stumbling blocks that cost companies time, money, and motivation. In this article, we will highlight the five most common mistakes – and how you can avoid them from the very beginning.
What is digitalisation anyway?
Digitalisation refers to the process of converting analogue information and processes into digital formats and optimising them through digital technologies. In a business context, it is about making workflows more efficient, better utilising data, and unlocking new business opportunities.
Important: Digitalisation is not a one-off IT project, but a continuous change process that equally affects technology, people, and corporate culture.
Error 1: Technology before Strategy
The Problem
Many companies begin their digitalisation with the question: “What software do we need?” instead of “What problem do we want to solve?” The result: expensive tools that no one uses, and frustration within the team.
Typical scenario: A small to medium-sized enterprise invests 50,000 francs in a CRM system because the competition has one too. After six months, only three out of twenty employees are using it – the rest continue to work with Excel.
The solution
Strategy-First Approach:
- Conduct a current analysis
- Which processes take the most time?
- Where is information lost?
- What frustrates employees daily?
- Define clear goals
- “We want to speed up order processing by 30%”
- “We want to make customer data centrally available”
- Measurable goals instead of vague intentions
- Only then choose technology
- Which tool solves our specific problem?
- Does it fit our company size?
- Is the team ready to use it?
Rule of thumb: Invest 20% of your time in technology selection and 80% in strategy, processes, and people.
Error 2: The employees forget
The Problem
Digitalisation is treated as an IT project and imposed from above. Employees only learn about the introduction of new tools at the time of implementation – and respond with resistance or overwhelm.
Statistics: According to a study by the University of St. Gallen, 70% of digitalisation projects in Swiss SMEs fail due to a lack of employee acceptance, not because of the technology.
The solution
Change Management from the very beginning:
Phase 1: Involvement (before the decision) - Workshops with employees from all departments - “What would make your work easier?” - Take concerns seriously and address them
Phase 2: Empowering (during the implementation) - Allocate sufficient training time (not just 2 hours!) - Appoint internal champions to assist others - Create space for questions and mistakes
Phase 3: Accompanying (after the Go-Live) - Regular check-ins: “How is it going?” - Quick assistance with problems - Making successes visible and celebrating
Practical tip: Form a "Digitalisation Team" with employees from different areas. They will become ambassadors of change and help to reduce resistance.
Error 3: Wanting everything at once
The Problem
Companies are trying to digitise all processes simultaneously in a "Big Bang". The result: chaos, overwhelm, and in the end, nothing is implemented properly.
Warning signal: Your project plan has 47 sub-projects and is expected to be completed in 6 months.
The solution
Agile, iterative approach:
Step 1: Identify Quick Wins Which process delivers great benefits with little effort?
Examples: - Digital time tracking instead of timesheets - Cloud storage instead of USB sticks - Digital invoicing
Step 2: Start pilot project - Start small (one department, one process) - Learn, adapt, optimise - Document success
Step 3: Scale - Only start Phase 2 when Phase 1 is running - Use learnings from the pilot - Roll out step by step
Timeline Recommendation: - Month 1-3: Pilot project in one department - Month 4-6: Optimisation and expansion - Month 7-12: Further digitise processes
Note: Better to have three processes fully digitised than ten started half-heartedly.
Error 4: Ignoring or Misusing Data
The Problem
Two extremes are common:
Extreme 1: Data is collected but never analysed - The CRM is full of information that no one uses - Reports are generated but not read
Extreme 2: Data protection is neglected - Customer data unprotected in cloud tools - No documentation on who has access to what - Risking GDPR/DSG violations
The solution
Develop data strategy:
1. What data do we really need? - Not collecting everything, but targeted - “What do we want to decide with this?” - Quality over quantity
2. Consider data protection from the start - choose Swiss or EU servers - clearly define access rights - update the privacy policy - train employees
3. Making data usable - Simple dashboards instead of complex reports - Weekly KPI reviews - Making decisions based on data
Data Protection Checklist: - [ ] Where are our data stored? (Server location) - [ ] Who has access to which data? - [ ] Are customer data encrypted? - [ ] Do we have a deletion process for old data? - [ ] Are our employees trained in data protection?
Error 5: Stopping after the introduction
The Problem
The new software is running, the project is declared "completed" – and then nothing happens. Updates are not made, new features are ignored, processes are not optimised.
Consequence: After 1-2 years, the system is outdated, inefficient, and is being circumvented. Digitalisation has effectively failed.
The solution
Establish continuous improvement:
Quarterly Reviews: - What is going well? What isn't? - What new features are there? - Where can we optimise?
Create a feedback culture: - Encourage employees to suggest improvements - Offer a "Digitalisation Consultation Hour" - Respond quickly to problems
Planning further training: - Onboarding new employees - Advanced training for power users - Exploring trends and new opportunities
Reserve budget: - 10-15% of the original budget annually for optimisation - Not just licence costs, but also time for improvement
Practical example: A Swiss craft business holds a “Digitalisation Breakfast” every month. 30 minutes during which employees share tips, address problems, and discuss new ideas. Result: Continuous improvement instead of stagnation.
Summary: How to Avoid the 5 Mistakes
Error | Solution | Quick Check |
1. Technology before Strategy | First define the problem, then choose the tool | Have we defined measurable goals? |
2. Employees forget | Change Management from the very beginning | Are all those affected involved? |
3. Everything at once | Start small, build iteratively | Have we identified quick wins? |
4. Ignore Data | Data Strategy + Data Protection | Do we know where our data is located? |
5. Stop after introduction | Continuous Improvement | Have we scheduled review dates? |
Frequently Asked Questions about Digitalisation
How long does a successful digitalisation take?
Digitalisation is not a one-off project, but a continuous process. A first pilot project should last 3-6 months. The complete digital transformation of a small to medium-sized enterprise typically spans 1-3 years, depending on the starting situation and objectives.
What does digitalisation cost for an SME?
The costs vary significantly depending on the scope. A realistic budget for an SME with 10-50 employees is between 20,000 and 100,000 Swiss francs for the first phase (including software, consulting, training). Important: 40-60% should be allocated for consulting, change management, and training, not just for software.
Do we need external advice or can we do it ourselves?
An external perspective helps to avoid typical mistakes and significantly accelerates the process. Consulting is particularly valuable in strategy development and change management. The operational implementation can often take place internally.
Which processes should we digitise first?
Prioritise according to the "Impact-Effort Principle": Which processes provide significant benefits with relatively little effort? Typical quick wins include: time tracking, document management, invoicing, internal communication.
How do we convince sceptical employees?
Through involvement rather than persuasion. Let sceptics become part of the solution: “What should the new system be able to do to help you?” Highlight concrete benefits (“You save 2 hours a week”) and create security through good training.
Next steps: Approaching your digitalisation correctly
Step 1: Honest Assessment of Your Position Where do you stand today? Which of the 5 mistakes threatens you? Use the quick checks from the table above.
Step 2: Identify Quick Wins Which process annoys your team the most? Start there. A small success creates momentum.
Step 3: Involve the team Organise a workshop with employees from different areas. Ask: “What would make your work easier?”
Step 4: Seek External Expertise Especially at the beginning, professional support saves time, money, and nerves. Good advice pays off multiple times.
Conclusion
Digitalisation rarely fails due to technology. The most common mistakes are of a strategic and human nature: missing goals, forgotten employees, overly large steps, ignored data, and lack of follow-up.
The good news: All these mistakes are avoidable. With the right approach – strategy before technology, people at the centre, iterative processes – your digital transformation will be a success.
Digitalisation is not a sprint, but a marathon. But one that is worth it: more efficient processes, happier employees, and a future-proof company.
Do you need support with your digitalisation? Mintnex accompanies Swiss SMEs on their journey into the digital future – strategically, practically, and with a focus on sustainable change. Contact us for a non-binding initial consultation.