Enterprise content management, or ECM, systems have been a part of our work environment for years. As years have passed, technology has increased our ability to handle various organizational procedures. Centralizing your company’s content and data in a convenient location only serves to streamline workflow. Although the system itself can be a great addition to your company, you need a plan of action. Moving forward without properly planning on how to use the system will be pretty counterintuitive.
That is why it is imperative to create a strategy beforehand, with respect to your ECM system. The enterprise content management can significantly improve a company’s workflow, when used effectively. However, you should always develop a strategy prior to integrating the system. Highlight your short and long term goals, and ensure that you keep things simple. That way, you will inevitably end up transforming your business!
Here is what your enterprise content management strategy should address:
1. Developing Content
Of course, the crux of using an enterprise content management system has to do with producing content. Thankfully, once you consolidate all of your data into the system, you are given a diverse assortment of production possibilities. What works in your favour at the onset is that you don’t have to worry about what content should be used.
Modern day ECM systems allow for virtually any type of content to be imported. All that is needed is the initial data capture, and then you can work on the content as you see fit. As it pertains to what sort of content you should make, experiment accordingly! From video and audio shorts, to visually-appealing landing pages, there are a myriad of sound choices offered.
While thinking about how to best use your ECM system is necessary, you also have to first deal with its integration. Your company’s existing infrastructure will be different from another company after all. As such, it doesn’t hurt to hire a technician, in order to gauge what is needed for a successful integration.
For example, your IT department may require the addition of additional software prior to installation. Or, in order to boost security protocols, you may require further protection software. Whatever the case may be, a comprehensive inspection of your infrastructure is vital. For more information, you may want to consult with Adlib for their ECM resources and insights.
3. Security Enhancement
Speaking of security, it is wholly necessary to ensure that your ECM system is safeguarded. Cyber criminals of all sorts are constantly searching for ways to hack into a company’s data. If not careful, you leave your ECM system exposed, even with basic security software installed.
Since you will be importing and storing sensitive data into the system, you’ll need to ensure that it is protected. Your hired ECM expert should be able to point you in the right direction, as to what sort of security software is needed. To further your ECM strategy, make sure that only authenticated users have access to the system as well.
4. Version Control
After the data capturing process has been completed, you will have imported your data into the system. This content can then be edited, extracted further, or sent to another user within your company. Although the content may have changed since the initial import, it doesn’t hurt to have the original data accessible.
Modern day enterprise content management systems provide you with version control capabilities. No matter where a piece of content ends up, rest assured that you can always revisit the initial import when needed. This can be extremely useful to put into practice, especially for larger company projects.
5. Additional Technologies
As mentioned previously, our modern day landscape has been fundamentally changed by technology. Areas such as artificial intelligence have been integrated into virtually all aspects of our work environments. Once your company has become attuned to your ECM system, ensure you keep it dynamic.
Making sure that your system is flexible is important, since newer technologies will be released quickly. For example, the document managing program you use now may not be so efficient in the long run. Installing a newer program down the line may also require a learning curve. However, it can keep your ECM system, and your staff, running at their most productive!
6. Easy to Use
Above all else, an ECM system should be simplified enough to be used by all members of the organization. A good strategy will highlight people at the core, ensuring that no one is left behind when trying to use the system.
One of the best ways to keep your ECM system easy to use is to communicate your intentions. Speak with all staff in your company, and inform them about the goals of your ECM system. This will give them a chance to know how to access a potential system, before using it in practice.