5 ECM Mistakes to Watch Out For During Implementation
The editors at Solutions Review have outlined some common mistakes companies encounter during the implementation process of an enterprise content management (ECM) solution and how to avoid them.
Sometimes, the best way to learn is from our mistakes. However, while investing valuable time and resources into planning and implementing an Enterprise Content Management (ECM) solution, there is often little room for error. To help you avoid some of the pitfalls of deploying an ECM solution, we’ve compiled a list of ECM mistakes to be aware of before you roll up your sleeves and dig into the data to start on the right track.
The ECM Mistakes to Watch Out For During Implementation
Having a Lack of Internal Communication
To ensure the alignment in vision and goal of ECM within all branches of your business, you must develop and enforce protocols. Creating a timeline of the implementation process for all managers and business associates. You will establish accountability as ‘all hands on deck’ and understand why and how an ECM solution is a necessary new process that will simplify business operations.
Not Involving End Users
End-users are the primary users of the ECM system, and their feedback and input are critical for ensuring the system’s usability and effectiveness. Companies should involve end-users in the planning and implementation of the system, including requirements gathering, user interface design, and user testing. This can help ensure that the system meets the needs of its users and is adopted more readily.
Skimping on Data Security
Data security is a critical concern for any company implementing an ECM system. Companies should ensure the system has robust security features, such as data encryption, access controls, audit trails, digital signatures, archiving, purging, reporting, and secure backups for disaster recovery purposes. They should also establish policies and procedures for data access and handling and ensure that employees are trained in data security best practices. With these capabilities, organizations can empower their IT staff, centralize administrative tasks, and avoid many risks companies face.
Failing to Write a Proper Business Continuity Plan
ECM solutions are essential to your organization’s business continuity plan by ensuring that all organizational content is maintained correctly and accessible when needed. After implementing your plans, run periodic tests to ensure your procedures are followed correctly and avoid any ECM mistakes. This process can also uncover hidden flaws that can be addressed promptly.
Not Integrating with Existing Systems
Many companies have existing systems that the ECM system needs to integrate with, including document management, customer relationship management (CRM), or enterprise resource planning (ERP) systems. It’s crucial to ensure that the ECM system can integrate with these systems seamlessly without disrupting existing workflows or causing data inconsistencies. This may require custom integrations or middleware to facilitate data exchange between systems. Failing to do so can cause severe departmental disruptions and keep workers from completing their work.