We live in the information age; however wrangling, organizing, and managing the massive volumes of information that businesses possess can prove to be quite a challenge. Document management has proved invaluable to offices around the world, providing them with the ability to solve this problem, and get the most out of their data. A document management solution is a great way to enable your company to effectively manage its knowledge.
Yet there are potential pitfalls that can occur while implementing a document management solution. Knowing them in advance will help ensure a successful implementation.
A huge pothole often encountered on the road to document management bliss is being poorly prepared. The first step in any implementation should be working with your document management solution provider and creating a well-defined plan. This course of action can be changed and modified along the way, but in order to successfully implement a document management solution you must first know where you are going, how you are going to get there, and what to expect when you do. Your business solution provider will work with you to develop a solid strategy to ensure you are properly prepared and eliminate potential surprises.
Another common pitfall is failing to include everyone who will be involved in the equation. Implementing a document management solution will affect many different employees, departments, systems, and processes, so coordination and collaboration across the company is critical for a successful implementation. It will allow you to define and designate resources, responsibilities, and permissions necessary to move forward. Including all parties and opening lines of communication throughout the office will make the implementation a smooth one.
Finally, most humans are creatures of habit and don’t like change. So, changing the way your staff does its job will most likely be met with resistance – even though that change is beneficial. This can be mitigated by taking the time to sell your team on the document management solution before you begin implementing it. Explain to them why it is needed, how it will benefit the company, and most importantly, how it will benefit them. Then, adequately train them so they are prepared to hit the ground running. This should dispel their instinct to resist change.
Contact MCC today to learn more about smoothly and successfully implementing a document management solution for your business!