An Enterprise Content Management (ECM) system can transform a business from an unorganized administrative mess into a smooth and streamlined operation by managing, storing and organizing its documents. The benefits of ECM software go far beyond creating efficiencies in the front office, however — it also improves security and remote access for employees across departments, reduces the need for expensive infrastructure, helps companies go green by saving paper, and much more.
The process of implementing an ECM can be challenging, but the rewards are well worth the effort. But how much effort? An ECM consultant will provide guidance, but it’s still important to understand the process to ensure a smooth transition. We’ve developed the following 10-step checklist to give an overview.
1. Identify Key Areas
Many companies implement ECM in phases, addressing the biggest pain points and areas of concern first. Prioritize and plan your project scope and avoid getting side-tracked with issues that may not deliver significant value. It’s easy to add on projects that aren’t necessary in the short term, which can delay the migration of more critical data and impede overall progress. Your ECM provider will help you conduct an information survey to determine current content and where it’s located, the flow of information, how to eliminate duplication, potential information gaps, types of formats and other target areas. Outlining all these helps define an ECM vision and plan for your organization.
2. Quantify Results
Quantify the reasons behind implementing a new system in both financial and practical terms — potential savings on infrastructure, labor and materials; security safeguards; improved collaboration and workflows; better customer service; legal compliance; etc.
3. Get Buy-in
For the benefits of an ECM to be fully realized, more than just the project manager needs to be on board. Implementing an ECM is an organization-wide initiative that will impact many departments, so representatives from legal, records management, IT, the executive board and other experts from various lines of business need to be part of the process and serve as champions within their departments.
One of the greatest mistakes when implementing an ECM is the failure to communicate the vision and desired outcomes, as well as the expectations placed on those who will be impacted. Remain transparent through the exploration and implementation processes, conduct training, discuss potential tools and infrastructure changes, and provide opportunities for employees to give feedback and engage in the process.
5. Determine Infrastructure Needs
A robust ECM solution will require systems with equally robust functionality. You may find that you no longer need to house and service certain equipment and systems, while other systems may need to be acquired. Your ECM consultant will help you assess your current IT components to determine their capabilities and if they align with your desired goals. Some of these items will likely include: computers, smartphones and tablets; networks such as internet, LAN, SAN, firewalls, etc.; Cloud software and services; internal and external servers; and more.
6. Take Ownership
You’ll need a dedicated team to take ownership of some initiatives to help make the implementation process a little less daunting. Some areas you’ll need to cover include: ECM and IT design; system configuration, build and testing; support and training development; and data migration.
7. Establish Security and Access Policies
Your key areas of concern likely involve securing your data. Be sure to identify who should have access to information and establish policies for its use. Permission controls can be created, allowing data to be shared among authorized users. Part of a security policy should also include recommended lifecycles of data and procedures for how it should be discarded once it’s determined that it no longer needs to be kept.
8. Test It
Before you launch the new system company-wide, choose a select group of users who can test it in a real-world environment. Does it meet the functional and performance requirements? Are there minor adjustments that can be made to a process? Do they have recommendations based on their experience that can improve the project? Having a test group and the resulting feedback can help you refine any processes prior to full implementation so it goes as smoothly as possible.
9. Remain Fluid
Adjustments to various processes are to be expected, especially as technology continues to evolve and business models evolve with them. An ECM function that may have seemed feasible during the ECM planning phase may prove to be impractical when it comes time to implement it. It’s important to schedule regular reviews with your ECM partner as part of the implementation process to ensure things stay on track and are meeting your organization’s current needs. Try to forecast potential scenarios and risks that you may face, and establish contingency plans for any obstacles that arise.
10. Ready. Set. Go!
When the day finally arrives and you launch your new ECM solution, it will feel like a major accomplishment – and it is! However, continued communication will be key to its long-term success and, truly, an ECM project doesn’t ever really end. Be prepared for anything because, as is true with any new system install, glitches will happen. The key is to remain positive, informed, and work closely with your ECM provider to overcome any issues and keep moving toward your goals.Are you ready to take the first steps to implement an ECM solution and to bring your organization to new levels of efficiency, productivity and security, all while saving time and money? Reach out to us today for a free, no obligation consultation and we’ll help you get started.