4 Steps to Maximize Enterprise Content Management

Since the paperless office was coined in the 1970s, the corporate world has been on a quest to make that a reality. With electronic document management, multifunction printers, scanners, and cloud computing, it’s finally a realistic proposition. All those elements combined fall in the category of enterprise content management.

If you have considered making the leap into the digital world and shed the use of paper in your office (or at least reduce significantly), you might not know where to start. Consider these four high-level steps to get started.

1. Hold Internal Discussions – Strategy

It may seem obvious that initial strategy is critical to the success of implementing an enterprise content management system. However, you might be surprised how many companies take a ready-fire-aim approach. During the strategy, ask the following questions:

  • Who are the stakeholders?
  • What manual processes would benefit from automation?
  • What areas should come first and what areas should wait?
  • How will you measure success? What are your metrics for success?
  • Are you willing to go through the learning curve needed for the new system?
  • How will you ensure that your staff is properly trained?

2. Assess & Upgrade Your Technology – Assess & Improve

The best time to assess your current infrastructure is before you plan to make changes to it. Because enterprise content management relies so heavily on technology, it’s critical that your technology is up to speed. Here are some questions to ask:

  • Do you have old computers, printers, copiers, or servers that need to be retired?
  • What resources are current enough that you can leverage or repurpose?
  • Do you have scanning solutions in place or will you need to consider new solutions?
  • What software do you have or need to put in place to handled PDF editing?
  • Are you set up in such a way that you can be agile when new needs crop up?

3. Adopt & Implement Enterprise Content Management – Implement

Certainly, your technology is required to be in good shape before you can implement new software. In fact, as you choose the right software, you might need to adjust some of your technology assets. That’s reason for the question about being agile above. Here are some questions to ask:

  • How will you handle the storage of your data?
  • How will you handle the backup of your data?
  • What security policies and restrictions will you put in place?
  • Who will need access to documents, what will you need to keep limited access to, and where will your employees need that access?
  • How will you use the new system to make your business decisions in the future?

4. Train Your Staff – Training

Training should not be taken lightly. Assume that everyone will need to be trained multiple times. While there are many standard approaches to implementing new software and workflows, this system should be uniquely configured to the way you do business. As such, you’ll need to make sure you train your staff accordingly. Make sure you can answer the following questions:

  • Do you know the requirements for different roles in your organization?
  • Will you have a set training curriculum or will you train on elements as needed?
  • Will you want to have evaluations of employees’ understanding?
  • How will you handle new employee training?
  • Will you have one or two people designated as ‘super users’ that can act as the go-to people with questions or will you diversify your skills across many people?

Bottom Line

Implementing an electronic content management system can come with a series of benefits, but it’s not without its challenges. Set yourself up for success by coming up with a plan. Contact us today so we can help you go through these high-level steps and help you put a detailed plan in place to reduce your learning curve.

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