Notes

Content Management Technologies and Alphabet Soup: 26 Ideas to Spell Success
Content management technologies advance so quickly that it is hard to maintain. From enterprise content management (ECM) to electronic document management (EDM), business process management (BPM), business intelligence (BI), EDRM (electronic document and records management), records and information management (RIM) and more, technology increasingly resembles a plate of alphabet soup. So many acronyms are floating around that it's hard to learn what order to put the letters in and what they're likely to spell.

Whether you're scanning files for historical reference, providing information access with a customer portal, or are in the midst of enterprise-wide process automation, there are standard steps you need to take that will help you to succeed. No matter what acronym your solution spells or what your goals are, these 26 steps ought to be applied and revisited during your project implementation. In A42 5g Review that you miss one, your project might turn out a bit differently from what you are longing for. How and when you utilize each tip is your decision, but make sure to use them all!

Align your business also it goals. A number of the greatest project failures derive from a mismatch. IT's role is to support business objectives, nonetheless it resources are often stretched. Educate one another. Negotiate.

Budget carefully. Software and hardware alone don't represent Total Cost of Ownership (TCO). Customizations, disaster recovery planning, training, and testing carry costs. Plan accordingly.

Collaborate with all your department managers. Set enterprise goals even though you're you start with a departmental project. Think globally. Otherwise, you'll find yourself reworking projects unnecessarily.

Document your organization processes carefully. Diagram the steps in each process. Know where processes and documents intersect. Look for duplication which might be streamlined or eliminated.

Evaluate project goals against your company's 1-year, 3-year, and 5-year vision. Know where your organization and your department desire to be down the road. Does assembling your project support those goals?

Fight to do things right the very first time. It's better to undertake an inferior project and do it well than to fail to meet end goals. Pick a painful process first, or one where automation will produce substantial ROI.

Gauge employee readiness for change. Resistance can lead to sabotage. Don't keep your employees at night about your targets. Show your employees how you plan to help them succeed.

Hire outside services wherever you lack time, skills, or resources. If you can find way too many slowdowns, hiccups or delays, assembling your project will miss deadlines, won't be taken seriously, and may risk irrelevancy.

Involve your staff. Understanding, improving, and automating processes requires knowing every aspect of your business. Getting to underneath of how things really work requires everyone's help.

Judge no one. You can't embrace every scheme for improvement, but you need creative ideas. If you squash a few, you might silence the voices it is advisable to reach your potential. Be a good listener.

Keep nothing that isn't essential. If there isn't any regulation requiring you keep a document-and you know it isn't very important to legal, historical, or business reference-get rid of it. Forget about clutter!

Learn everything you can from peers and colleagues. Talk with other people who have implemented similar solutions. What advice do they have from their experiences? What would they do differently?

Maximize efficiency whenever we can. Is comparable information collected for multiple departments? Tend to be more people involved in a process than necessary? Can forms or steps be condensed or eliminated?

Notify your vendor immediately when expectations aren't being met. Most problems result from miscommunication, not poor technology. Address problems while they're small. Don't let them fester.

Orchestrate efficiency with smart integration. To recycle meaningful information wherever it has value, information technologies should be connected. Otherwise, you're underutilizing your computer data.

Prepare staff for change. Be sure you not only have an exercise program in place; communicate early and often with employees to allay concerns. Remember, you want them to achieve success. Help them to accomplish it.

Question how things are done and make improvements. Because you've done something a particular way for years doesn't mean it's still relevant. Automating poor processes makes them faster, not better.

Review goals regularly and make adjustments. Even though it's important to adhere to your vision, sometimes things are discovered mid-way that demand rethinking. Schedule periodic reviews.

Start small (but think big). Despite the fact that technology projects ought to be designed with enterprise goals at heart, start small and build on each success. Set realistic, achievable goals. Employees will value that.

Test, test, test. Whether you're scanning documents, automating routine processes, or mechanizing your retention program, make certain it works. Testing is relatively cheap. Fixing things later is costly.

Understand the needs of everyone on your team. Encourage ideas for ongoing improvements. Plan face time as an organization so diverse needs and possible solutions could be discussed. Keep an open mind.

Verify everything you think you understand. Restate goals along with next steps. Clarify who is responsible for what, by which time, and required resources. Put expectations and deliverables in writing.

Work diligently toward your targets. Internal demands can distract staff from project goals. Give staff enough time and resources they have to stay focused. If you can't, hire your vendor or other qualified help.

Xerox forget about. Capture information at the start of the information cycle-upon creation or receipt-not by the end of one's processes. Otherwise you're extra cash unnecessarily and losing efficiency.

Yield to cost cutting with great caution. If you budget your hardware, software, integration, upgrades, and staffing needs carefully, and put all expectations in writing, you shouldn't need to cut.

Zero in on success. Mark milestones. Frame your first shredded file. Give away t-shirts when ROI is achieved. Give a pat on the trunk. Show appreciation to encourage repeat performance. Celebrate!

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Optical Image Technology provides an integrated suite of imaging, document management, and workflow software, including document archiving, lifecycle management, electronic forms, and email management products. For more information about our products and services visit our website at http://www.docfinity.com, email [email protected], or call us at 800-678-3241.

Laurel Sanders joined OIT as the Director of Marketing in August, 2004 and was named Director of PR and Communications in January of 2008. Business articles by Laurel have been featured regularly in imageSource, Office World News, Today, and ECM Connection.
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