An effective enterprise content management strategy doesn’t
always come easily, though. If your organization is interested in optimizing
its strategies for managing content, these seven tips should help make it a
little easier.
Communication is Key
It would be virtually impossible to execute an effective ECM
strategy without a great deal of communication, which becomes more complex and
difficult the larger an organization is. There’s no way to achieve your
enterprise content management goals without the support of every team member,
though, so communication must be constant. And even after everyone has the
information they need, reminders and refreshers are always helpful. New
communication efforts are also necessary whenever updates or changes are made.
Consider Change
Management Theory
Change management is a set of theories about the most
effective approaches to taking organizations, teams and individuals from a
current state of being to a more desirable prospective state. One of the goals
of change management is to motivate the individuals, teams and organizations in
question to want to achieve that goal for themselves, rather than feeling as if
they’re forced into it for no good reason. People and departments must
understand the benefits of this new ECM strategy, and have all the knowledge
and training they need to be effective, even if that knowledge may seem like
common sense that doesn’t need to be communicated.
Define and Measure
Key Performance Indicators
Without a clear outline of what your organization is looking
to achieve, and an effective system to monitor whether that is actually
happening, it is virtually impossible to know whether your ECM is effective.
Monitoring of key performance indicators can be built into your ongoing ECM
processes as long as the data is routinely maintained and reported, resulting
in better long-term achievements.
Make an Ongoing
Commitment
In order to maintain an optimal enterprise content
management system, it’s necessary for the entire organization to commit to this
goal. Failure to be consistent in your ECM practices can have very serious
results, including regulatory noncompliance (and resulting fees and penalties),
the risk of litigation and loss of business to competitors. Everyone within the
organization must understand what is at stake and be onboard, particularly the
leaders who are responsible for organizing and communicating with large teams
of people.
Get Everyone Onboard
to Make it Work
Implementing a new enterprise content management strategy
can be difficult and expensive, and may seem like a lot of extra work at the
beginning for managers and team members alike, but there is much to gain. The
new initiative can only work if everyone understands what they and the entire
organization have to gain, and if they act accordingly. Getting everyone
involved and keeping them engaged is essential to effective ECM.
Look Ahead, but
Remain Grounded in the Now
It’s important to be very strategic and calculated when
planning and executing your new ECM strategy. Your organization must look at
the big picture and consider where it wants to be several years from now, but
before any of that can happen, there must be a plan for what’s going to take
place over the next year in order to begin achieving those long-term goals. Investing
in professional enterprise content management services can be very helpful
during this planning stage, because the experts have seen what works and what
doesn’t, and can help create a game plan that’s sure to work.
Technology is
Important, but it Isn’t Everything
Technology is an essential component of all enterprise
content management solutions, but without effective planning and execution, it
can be very limited. It’s important to consider how that technology will fit
into the enterprise, where to begin, what functions and tools you require, who
will be responsible for managing the technology and how it’s going to be
implemented.
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