As more businesses shift to cloud-based operations, you’ve probably started thinking about your own digital transformation. This process can seem overwhelming as you think about how to convert multiple physical documents into digital content. However, implementing an enterprise content management (ECM) strategy is one of the best ways to improve your efficiency and achieve your business goals. Here is how to plan and implement yours.
How to Plan Your ECM Strategy
Like with any other large undertaking, the key to implementing an ECM strategy is to do it in pieces. Preparation with informed decision-making lets you successfully shift to paper-free business processes without disrupting your daily operations. Follow these steps to get started.
Assess Your Current Content Management Practices
Figure out how you’re currently managing content. You might have a central content repository through which each employee can access what they need in one location, or you might store your information based on content types, giving employees access based on their department and job function.
Assign a content manager to audit your system and identify what’s working, what employees need, and where you can streamline your process.
Define Your Goals and Objectives
After you know your current content management system inside out, establish goals and objectives for your new ECM system. Common goals include making data more accessible and making it easier to search for content.
You might set goals for how your enterprise content management system will improve your efficiency and put key performance indicators in place to measure your success. You may also be interested in better audit trails, in which case you can keep a record of how your audit process improves over time.
Engage Stakeholders
As with any business strategy, you’ll be able to implement your document management strategy more successfully by delegating parts of the process and holding everyone on the team accountable.
You will have already assigned a content manager during the initial assessment. Make sure you meet regularly to discuss your strategy and set deadlines for execution.
How to Implement Your ECM Strategy
Once you and your team have agreed on an ECM strategy, it’s time to implement your plan.
Design Information Architecture
Design information architecture centers around four components:
- Structure
- Label
- Design
- Organize
With a good enterprise content management system, your information will be easier for employees to find and use. When you assessed your legacy systems, you may have found that employees had a hard time searching for documents in the content repository.
Structure your information architecture in a way that makes it easier for employees to locate and manage content.
Implement Document Management Best Practices
Following best practices for your content allows your team to better service clients and customers, offering you a competitive advantage. As part of your ECM strategy, implement these best practices and train your team on the new process:
- Manage documents in a central repository.
- Keep only the latest version of documents.
- Use naming conventions, tags, and metadata to make content easier to find.
The Importance of Choosing the Right ECM Software
ECM software can make or break your strategy. Choose a user-friendly solution that your employees can easily learn to use to improve your business operations. The right system, like WorldView’s ECM solution, makes it easy to index, store, and retrieve documents helps automate parts of your process.
Make your team more productive with ECM software. Schedule a demo today.
