Successfully deploying enterprise content management is a massive undertaking. The process only gets difficult with the surge in the complexity of data. However, by evaluating their best practices, organizations can eliminate the hurdles related to content management systems.
As per a 2021 Markets and Markets report, the global enterprise content management (ECM) market is expected to reach US $37.7 billion by 2026 at a CAGR of 9.8% during the forecast period. While it highlights the promising future that lies ahead for ECM, many organizations are not in a position to leverage it effectively. Most content managers struggle to create a strategy that will help them to capitalize on the full potential of ECM.
Before deciding to successfully deploy their ECM, content managers should take into account the key aspects of their organization, such as long-term goals, compliance, and specific security. This will enable organizations to build a well-thought-out enterprise content management system (ECM) that will help them to increase the efficiency of the organizations, optimize the workflows, and assist with document discoverability and so on.
A few a best enterprise content management practices to adopt include:
Collaboration between senior management
Without an end destination in mind, organizations fail to effectively manage their work, which drastically impacts the ECM. Hence, organizations should establish good communication to successfully proceed with ECM’s deployment.
Successful alignment between business executives and IT needs representation from all levels within the organization. It should be across multiple departments. Therefore, organizations should push for engaging any stakeholder as early in the process as possible. This will allow them to get the needed insights while ensuring everyone is on the same page.
Begin with creating a content strategy
The successful deployment of ECM begins with a plan. Content managers should take the long-term goals of the organizations into account. They should begin to determine AI or machine learning algorithms to include in their project.
Organizations can then merge these plans with their digital transformation initiatives that can benefit organizations looking to digitize the documents. The process can make the data discoverable or begin with a customer engagement or renewal process.
Moreover, the content strategy is dependent on the specific needs and vision of the organizations. Content managers without a strategy in place could waste time and money on systems that do not benefit the organizations.
Do not neglect customer experience in the process
The increase in the digitization process has made everyone habitual to a greater customer experience. Therefore, the ECM system deployments need to concentrate on people as much as on technology, and this will pay off in user adoption. Therefore, content managers should consider the entire potential user base as well as determine how the latest systems and processes may differ from their old ones.
Additionally, organizations take steps to fine-tune their performance during development and rollout to ensure that users can quickly find relevant content in the system. The search engine of the ECM should assist employees in finding the relevant information while providing a seamless experience.