The digitalization of an SME – easier than you think (Part 1)
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How I digitized my store step by step, without an agency, but with a clear structure.
1. The beginning: Digitalization is not rocket science
If you run a small business today, you hear on every corner: “You have to digitize.”
Many people immediately think of high costs, complicated software and endless training.
I was convinced that it didn't have to be that way, but I didn't have any real proof yet.
My goal was clear:
I wanted to simplify my processes, maintain clarity, and at the same time build a modern online shop that not only looks good but also works in everyday life. Not a prestige project, but a tool.
The first step was to realistically assess the effort involved. And I can honestly say: the technical implementation was significantly easier than I expected.
The real work came later with the content.
2. Why I chose Shopify
I looked at various systems: Lightspeed, SumUp, Gastrofix, and also traditional POS solutions with web modules.
Many of them were powerful, but the entry price was significantly higher or they required a complete POS system with a subscription.
Shopify offered me something that many underestimate: overview and clarity.
The interface is logically structured and you quickly understand how products, inventory and cash register are connected.
I was able to get started right away, without any training or technical hurdles.
But the decisive factor was flexibility.
I was able to start small, with just an online store, and later integrate cash registers, inventory management, and barcodes without changing systems.
This is especially important for SMEs: it is better to build modularly rather than committing to something too early.
3. The real work lies in the data
What many underestimate: It is not the platform that is the challenge, but the data quality.
I knew from the beginning that this would be the biggest effort.
Entering products, taking photos, writing descriptions, adjusting prices, and optimizing SEO—that's hard work.
I photographed, formatted, named, and added meta fields to hundreds of products myself.
Every image, every text, every value counts.
Shopify makes many things easier, but it doesn't replace a clean data structure.
That's why Excel was the most important tool for me in the beginning.
I created product lists and created columns for caliber, NEM, number of shots, category, price, and stock.
The CSV format was my foundation with clear rules and consistent naming.
My tip:
If you start cleanly, you will save a lot of time later.
Errors in the database are like sand in the gears; they slow down every process.
4. ChatGPT as a tool, not a replacement for work
I implemented a large part of the content work using ChatGPT.
From product descriptions to SEO copy to structured CSV files, AI has been a tremendous help.
But: AI is not a sure-fire success.
The results must be reviewed, improved and continually adjusted.
Especially at the beginning, it takes time to understand how to make the correct entries and what is better added manually.
For me, ChatGPT was like an additional employee who never gets tired, but one who needs to be constantly monitored.
Nevertheless, it was the most efficient solution for creating consistent texts, formatting technical information, and automatically generating SEO fields.
In the end it was clear: AI saves time, but does not replace an understanding of structure and quality.
5. How to keep track
As the amount of data increased, organization became crucial.
I have clearly structured my files:
- A main Excel for product master data
- Separate files for prices, stock, descriptions and SEO
- Uniform naming conventions
- Automatic backups to cloud and USB
What sounds simple is the key to maintaining control in the long term.
Especially when several systems (shop, POS, inventory) are connected, the basis must be right.
I learned:
If you understand your data, you understand your business.
And that is precisely the core of any successful digitalization.
Conclusion of Part 1
Digitalization is not a mountain of technology, it is a process of structure, discipline and understanding.
Shopify enabled me to get started quickly.
ChatGPT helped me to build the content efficiently.
And despite all the modern tools, Excel remained the backbone of the whole thing.
The next step was to connect everything together:
Shop, cash register, warehouse, scanner, receipt printer, a system that really works in everyday life.
👉 In the second part , I will show how this basis has become a complete, integrated system, which devices we use in the store, what costs are realistic and how social media and automation can be usefully added.