Seven key steps to choosing the right BI platform for your business

Ever feel like you're drowning in data? Spreadsheets are overflowing, reports are all over the place, and there is no clear picture of how your business is doing. That's where a business intelligence (BI) platform comes in. Think of it as a tool that gathers all your information, analyses it, and presents it in a way that's easy to understand.

But with so many BI options out there, how do you pick the right one? In this blog, we'll provide you with steps to help you choose the perfect BI platform for your needs.

1. Know why you need a BI platform

Are you looking to track sales performance, monitor marketing campaigns, or improve customer service? Knowing your goals helps you choose a tool that meets your needs. For instance, if you run an ecommerce business, you might need a BI platform to track website traffic, sales conversions, and customer behaviour. This data helps you identify which products are popular and where customers are dropping off in the buying process.

2. Explore opportunities for automation

Automation enhances operations by saving time and reducing errors. With tools like Zoho Analytics, you can automate data syncing, generate reports, and receive alerts to make your data accurate and up-to-date. Zoho's virtual assistant, Zia, further simplifies these processes by providing frequent data syncs, detailed reports, and valuable insights automatically.

Imagine you run a retail store. With automation, your BI platform can update sales data in real time, send daily sales reports to your email, and alert you when inventory levels are low. This means you always have the latest information at your fingertips, so you can make quick, informed decisions. Automated processes also mean fewer manual updates, reducing the risk of human error and freeing up time for your team to focus on more strategic tasks.

3. Prioritise data security

Data security should be a top priority. Ensure the BI platform you choose offers robust security measures like encryption, user access controls, and compliance with data protection regulations like GDPR or HIPAA. Let's say you handle sensitive customer information, such as home addresses or phone numbers. A platform that encrypts data both in transit and at rest ensures this data is protected from unauthorised access. Similarly, if someone tries to access stored data without proper authorisation, they won't be able to decode it. This level of security is essential to maintain customer trust and protect your business from data breaches.

4. Integrate your data sources

Your BI platform should integrate seamlessly with your existing tools. This means that it should connect and sync data from various sources you already use. If you use Zoho CRM or an accounting tool such as Zoho Books, the BI tool should effortlessly pull and merge data from these systems.

Zoho Analytics excels in integration capabilities. It can connect with a wide range of applications, including third-party applications like Facebook, Xero, and many other products. These integration capabilities allow you to have a unified view of your business operations so you can see how your sales performance correlates with marketing efforts, financial data, and customer interactions—all in one place.

5. Focus on usability and the interface

Your BI platform should be easy to use, even for non-technical users. Look for an intuitive interface that requires minimal training. This means your team can start using the tool right away without a steep learning curve. Features to look for include drag-and-drop functionality, clear navigation menus, and easily accessible support resources.

Platforms like Zoho Analytics offer an interface that is both user-friendly and powerful. You can create reports and dashboards by simply dragging and dropping data elements, making it easy for anyone to generate insights. Additionally, Zoho Analytics provides extensive tutorials, live chat support, and a community forum to help you quickly resolve any issues you encounter.

6. Customise your platform

Customisation allows you to tailor the BI platform to your specific needs. Look for features that let you create dynamic dashboards. For example, if you run a retail business, you might want a dashboard that shows real-time sales data, inventory levels, and customer feedback.

A good BI platform, such as Zoho Analytics, allows you to design dashboards that present sales trends, marketing ROI, and customer satisfaction scores all in one place. You can drag and drop widgets, charts, and graphs to create a dashboard that provides a comprehensive overview of your business operations. This level of customisation ensures that you can always look at the most relevant data to identify trends, spot issues, and make data-driven decisions quickly.

7. Select a cost-effective solution

Consider the cost of the BI platform, but also think about its value. A cost-effective platform offers robust features without breaking the bank. Scalability is crucial because your business will grow, and your BI platform should grow with it. Choose a platform that allows you to start small and expand as needed without incurring excessive costs.

Zoho Analytics has a pay-as-you-grow pricing system, with separate tiers based on features and the number of users you need. You can start with a basic plan and upgrade as your business expands. This way, you only pay for what you need. As you add more users or require additional features, you can scale up your plan gradually, ensuring you get the best value for your investment.

Learn more about Zoho Analytics pricing.

Choosing the right BI platform involves more than just picking the one with the most features or the biggest brand name. It's about finding the one that fits your current business needs and supports your goals for the future.