However, as the piece of technology that sits at the heart of your operation, can you afford not to evaluate whether it is fit for purpose? Replacing your EPoS might not be as big a headache as perceived and the results could have a hugely positive impact on your business. We look at 6 commonly held perceptions and how it could be more straightforward than you think.
1. Replacing my EPoS is going to be expensive
Let’s cut to the chase, traditionally the big expense with any EPoS system over multiple sites is going to be the initial upfront Capex outlay. However, in recent years the way operators finance their EPoS has changed with more flexible options available such as monthly subscriptions for both hardware and software which can be spread as an operating cost.
If you are nearing the end of your contract, one option to consider is repurposing existing hardware if possible and finding a new software provider that will fit your needs for the future. This is a cost-effective solution which many operators, big and small, have carried out in the last year or two.
2. It will be a headache
We cannot pretend there won’t be some bumps in the road when replacing your EPoS system, but with the right supplier, the right project plan and support, any bumps experienced will be well worth it in the long term when you have a reliable system that works intuitively and gives your business what it needs to adapt and grow.
2020 was arguably the year where the value and role of technology has really proved itself within hospitality with businesses having to pivot to click and collect, order and pay at table etc. and the integration of this technology with an EPoS system is key. As Kate Nicholls from UKHospitality commented at Access All Areas in September:
“I have never seen such a rapid rollout of technology” said Kate Nicholls. “Things that would normally take three to five years to get through, or you would have ‘it doesn't work with EPOS’ or ‘it doesn't work with the other bits of technology’, we've now got that seamless integration of technology and the acceleration towards a single portal for a customer.”
3. I don’t have the resource to oversee the project
2020 was the hardest year for hospitality and resources have been squeezed in all directions including manpower, so many operators might find themselves in a position without the right person to oversee an EPoS project. However, with the right supplier who understands the hospitality industry and has the experience to match, there will be an option to tap into their resource to take the stress and pressure off. The best suppliers will be those who can provide you with a project manager who arms your staff with the training and knowledge to get the best from your POS.
Although having a POS provider who says yes to everything might seem like a good idea initially, partnering up with an organisation that has best industry practice expertise and can offer advice and challenge the way things “have always been done” will set you up for success in the long term. Consider how technology has moved on in hospitality over the last 10 years, processes carried out in 2010 may no longer be the best way to do things in 2021.
Choose an EPoS provider who can offer consultancy based around how your business operates and offer advice on how to get the most out of your tech. Depending on how many sites your business operates; it can be a large project and you will want peace of mind that EPoS experts are in control and keeping everything on track.
4. It will be too disruptive
The most obvious way to avoid business disruption is to onboard a system that is intuitive and easy for your employees to use. A system that has been created for hospitality is one that can be quickly adopted across your organisation with minimal disruption to the business and minimum pain for your employees.
Ensure your system will give you access to business performance data quickly and efficiently. There are several back-office management software available that take out the manual aspect of tracking business performance. Ensure your sales data is live and accurate to enable you to be proactively making decisions rather than being behind the curve. This means more time can be spent front of house ensuring guests are happy and revenues maximised and less time back of house.
5. Will the EPoS be reliable?
Quality of hardware is key therefore ensuring any POS you are considering purchasing is robust and reliable should be at the top of your wish list. The loss of revenue for all hospitality operators in 2020 has been unfathomable, therefore having a dependable system in place is non-negotiable.
A cutting-edge EPoS system should not have a single point of failure; there should not be one thing that can be unplugged on site that stops your ability to trade. There should be no risk of downtime as nobody can afford the cost of a system failure on a busy Saturday night.
Buying on price is not always going to be the best approach if what you need for your business is reliability and longevity – you do not want to be in a position where you have to replace your hardware after a couple of years!
6. Will I be able to trust another provider with my business?
The relationship with your POS provider cannot be underestimated, you should see this as a business-to-business partnership which, if you get right, will last a lifetime! Ensure your chosen partner:
- Has product roadmaps which outline new features and integrations that are coming
- Always looking at latest tech in the market
- Is open to developing new features and functions as the consumer landscape shifts
- Provides proactive support and account management
A savvy and future-looking provider will have all the above as part of their corporate culture and will give you confidence that they understand the industry and what it needs from technology.
What is the cost of doing nothing?
If you have been tasked with reducing your capex spend then replacing your EPoS is a viable option. A flexible and integrated system is key, 2020 has demonstrated more than every how much the hospitality industry needs technology and how vital it is to any business model, therefore it is key that your systems speak to each other.
Future-proofing the solution that you choose will be key to the success of any POS replacement project and always ask yourself - does it have the functionality and scalability to grow with your business? Replacing your EPoS will not be as difficult as you imagine with the right partner and the result will be well worth it – ask yourself what is the cost of doing nothing?
Take a look at our Hospitality EPoS solution