Is your ECM Strategy Solid
  • 18
    Jan

Is your ECM Strategy Solid

 

Enterprise Content Management is key to a successful business. If you want your business to fire on all cylinders, you should have an ECM strategy that puts information into the hands of the people who need it. A solid ECM strategy is built on three main pillars. These include, the people that use the software, the central flow or task it accomplishes, and a slow, steady transition to the software needed for optimum success.

The people that use the software

No effective ECM strategy can be built without consulting the people who will be using it every day. Every business has their own way of doing things. While not every system is perfect (that’s why you’re implementing enterprise content management in the first place), every system currently in place has worked so far. That’s why you’re here, able to implement this new program in the first place.

The people who will work with the system will also be able to tell you exactly where their current plans are lacking. They feel the lack of structure in one area more than others. Perhaps your filing team feels the lack of web forms really eats into their productive hours. Perhaps those in supervisory or managerial roles are struggling to keep up with all the documents bottle-necking at their point in the office. Before you begin to implement an ECM strategy, speak to the people who will be using it. What they feel is working well—and where they need the most support—will do wonders for your business.

Build around a central flow

Before your new ECM software can handle everything your office needs, it has to be able to handle one core function. Most of your enterprise content management will follow a similar path. Typically, that involves document creation, document flow, and document archiving. From there, easy document recall can also be extremely useful. If you’re working in an environment that requires supervisors to check in or requires all material generated by your company to be stored in two separate places (say, one copy goes to the archives and one copy goes to the legal department), you should set up a basic ECM strategy that makes these regular tasks effortless. Once you have the basics in place you can easily expand your

A slow but steady transition is key

No matter how well thought out your ECM strategy is, you’re going to have problems if you try to transition too quickly. Whenever people rush, they make mistakes. Mistakes lead to vital information slipping through the cracks or being lost in translation. Your ECM strategy should allow time for a slow, steady transition from your current systems to your new enterprise content management system.

ECM strategy allows you to build a software management system that works for your office. It’s built around the essential tasks that need to be performed, and added onto from there. It’s based on the feedback of people who will actually use the system. Once you have that, don’t rush into it. Take the time to make your transition successful.