In the digital age, we humans sometimes spend more time with technology than we do with a significant other. The relationship we have with it can be tenuous at times but, in general, we’re usually glad to have it by our side.
In business, it’s essential, and when an enterprise can fully leverage technology to streamline operations by managing, organizing and storing all its documents, it can save time, money and frustration. That’s why every office worker wants to hear those three little words: Enterprise Content Management (ECM).
Okay, maybe those words aren’t that little, but the impact they can have on an organization is huge. If your company struggles to track and manage all its documents, images, financial records, emails and other content — all while ensuring collaboration across departments and secure access — ECM software is the solution. Check out the many reasons why ECM may just be a match made in heaven for your organization.
1. Reduced Operating Costs
Who doesn’t love a little more change in their pockets? The amount of paper alone used by the average office worker tops out at around 10,000 sheets per year, and 45% that ends up in the trash! Not only is it a waste of resources; it also has a negative impact on the environment. With an ECM solution, documents can be scanned and digitally stored in a central repository where they can be shared with others electronically, eliminating unnecessary printing, shipping and paper storage.
The ability for workers to quickly search and retrieve documents from the repository also eliminates unnecessary downtime spent digging through piles of paperwork or file cabinets, leading to significant labor savings.
2. Improved Compliance
Ensuring regulatory compliance for laws such as the Health Insurance Portability and Accountability Act (HIPAA), the Sarbanes-Oxley Act (SOX), the Affordable Healthcare Act (ACA) and others is a major burden for many organizations. Adding to the complexity is the potential for many regulations to change overnight.
The difficulty of keeping up with compliance requirements can be eased with an ECM solution by sending review notifications and distributing updates. And because documentation is centrally located, compliance officers have accurate audit trails and can retrieve information without having to access multiple programs or sift through printed reports.
ECM also allows organizations to implement security measures to allow access to authorized users only, helping to ensure that sensitive data remains secure.
3. Improved Customer Service
Satisfied customers are the cornerstone of any successful business. When your support representatives have real-time visibility of an order’s status, customer records and support documentation, cycle times for resolving issues and answering questions are significantly reduced. An ECM solution can equip call centers and customer-facing employees with the tools they need and lead to greater customer satisfaction.
4. Increased Collaboration
Built-in document history shows users when a document was last viewed or edited, and by whom, ensuring that the most recent version is always accessible. All documents and correspondence related to a project, for example, can be tagged and sorted so everyone can see where things are at and manage outcomes with more visibility. And, because an ECM system is cloud-based, workers from across the room or across the globe can freely access the information.
5. Happier Employees!
It’s human nature: when employees feel like they’re productive and contributing to a company’s success, they’ll feel happier. The frustration of poor processes, wasted time and inefficient workflows can reduce worker satisfaction. Equipping them with the tools they need to efficiently and effectively do their work and reach their professional goals plays a major role in employee retention, and it’s imperative to create an environment where employees feel supported with the right technology.
While implementing an ECM solution can be a major undertaking, it’s definitely a labor of love that’s worth the effort. When your employees realize the positive impact that an ECM system can have on your company’s operations and bottom line, they’ll fall head over heels. See how an ECM solution can benefit your organization by checking out the free ECM guide below, and reach out to the experts at the Gordon Flesch Company. They’ll meet with you to provide an assessment and make recommendations based on your unique needs.