As a company, you'll need to make a considerable investment in rolling out a new enterprise content management (ECM) system. As such, you want to avoid mistakes that will compromise the success of the venture.
The following are six mistakes to avoid when you're in the process of rolling out your new system to ensure that your ECM solution serves your company's needs efficiently and completely.
Neglecting to design your information architecture upfront
One of your first steps in developing a new ECM system should be to decide on how your information architecture will work. Make sure you focus on effectiveness and sustainability when it comes to your information architecture.
Information architecture is all about encouraging interaction from users. You maximize interaction when you make information architecture as simple and streamlined as possible so users know exactly what they need to do to communicate and do business with your company.
Not arranging for effective communication between departments
Every department of your company needs to have the same goals in mind when it comes to your ECM rollout.
Internal communication is always important at a company. However, it's especially important in the days leading up to an ECM rollout.
Encourage a focus on teamwork and set a timeline that all departments can look to for deadlines on ECM rollout goals and progress.
Having no written plan ready
It's important to put down a business continuity plan in writing. This business continuity plan should be constantly accessible, and you should refer back to it periodically to make sure you're following the plan or making any necessary revisions as the ECM rollout project progresses.
Failing to correct faulty practices before the new ECM system is implemented
It's important to correct any faulty practices before your ECM system is implemented. Otherwise, faulty practices will get integrated with the new system and will become more difficult to correct down the road.
Audit your processes to look out for bottlenecks or other inefficiencies to prepare for your ECM rollout. This way, you correct big problems before they get further ingrained in with your company's essential processes.
Ignoring any similar use cases that come up
Similar use cases are important opportunities for insight. You should discuss your ECM rollout process with other colleagues in your industry who can make recommendations to you regarding implementing your new ECM solution.
Failing to focus on industry compliance
One of the most convenient aspects of ECM systems is that they help you stay compliant with industry standards. ECM software can do this by storing all relevant files electronically and keeping them easily accessible to leaders at your company who are responsible for proving compliance when necessary.
To learn more about ECM software, consult a resource in your area.