Going paperless may seem like a huge step to take. We get it. But we also know that it’s worth it. Paper-based documents are expensive to maintain and are subject to ongoing processing errors that create significant inefficiencies, data security concerns, and compliance risks. And yet, while an enterprise content management solution can solve these problems, 50% of ECM projects fail. With so many critical components involved, getting ECM right can be a challenge.
So what are some of the steps you can take to make sure your ECM project is successful?
- Start with One Department or Process. The most successful ECM project connects multiple departments together but it’s best to start in one department and focus on one process first such as invoice approvals in Accounting or new hire on-boarding in Human Resources. Document everything there is to know about the process. What types of documents are received? Where are they coming in from—mail, fax, email, web forms, other systems? How are they organized, searched for, accessed and stored? What people or other departments are involved in the process? What tasks do they need to perform at what step? What data needs to be captured? Which applications does that data need to be integrated with? What metrics need to be tracked and reported on? What are the security, privacy and retention requirements around those documents? Answering these questions will help you form a business case, begin the process of identifying which ECM components will be needed, and set the foundation for future roll-outs in other departments.
- Identify the Project Team. Multiple, key stakeholders need to be identified and consulted with at every level. If a key stakeholder is left out, your project could get derailed. Start by identifying a Project Manager. This is the person who will be overseeing every stage in the process from analysis, design and planning to implementation. You’ll also need a champion from the C-suite to make sure there is executive-level support, that the project remains a corporate initiative and any cross-departmental conflicts are managed. Next are your end users. It’s important to understand how their managing, creating and interacting with the content and business process, but it’s best to identify one employee who represents the entire department. This person should be involved at every stage in the process. And lastly, your CIO or IT leader should also be included so they become informed sponsors of the project.
- Identify an End-User Champion. No one likes change even when it’s for the better. To get your employees on board, you need an end user project champion. Show them how the solution will solve their challenges and help them promote the solution to others. Have a communications plan that explains how this change isn’t just for leadership—every employee benefits from the efficiency an ECM project delivers.
- Understand the Risks of DIY. There are a lot of moving parts to a successful ECM implementation. If you don’t make the right bets on the hardware, software or the people who will manage it all, you could end up with a highly-fragmented solution. This could lead to data quality issues that you won’t discover until you start searching for a document, lack of end-user adoption because the system is too complex or a project that drags on forever because the person in charge of your transition cannot maintain it on an ongoing basis. Challenges like these are the reason for that result in failure 50% of the time.
- Consult an Expert. If your organization does not have people who are experienced with ECM implementations, then you should talk to an expert. We provide free no-obligation executive briefings where organizations can discuss their challenges and goals with one of our certified experts. Then we work with them to identify where their biggest inefficiencies exist, walk them through the technologies that address their specific needs, and help them develop a game plan before making any investments. Contact us to request a briefing today.
