The rapid growth of information generated in companies and how it is managed has a direct impact on business efficiency, employee productivity, IT infrastructure complexity, and especially turnover. Understanding where your company is today and gaining a clear idea of your internal processes and information structure is crucial to identifying what your problem areas are and where you should invest in the future. But dealing with skeletons in our room can be tricky.Therefore we have compiled the most common challenges in enterprise content management so that you can tackle the dark chapters of your organization and identify those that are damaging your business communication, disrupting cooperation, or slowing down processes.
# 1 — Manual processing of incoming communication
Decisions are made based on the information available at any given time, but most often, that information may be sitting in one’s inbox or a paper mail waiting to be opened, photocopied, or physically delivered.
You have a significant flow of paperwork that is an important part of your (digital) processes, but there is no way to automatically digitize all incoming information streams like mail, fax, email, etc.) and assign them to each process. You will try to establish end-to-end digital processes, but there is still a dramatic amount of manual digitization and classification of structured documents, e.g. Invoices or reports. These manual tasks are error-prone, wasting valuable time that can be allocated to slower people and more urgent jobs.
# 2 — No access to conference insights and decisions
Board and staff meetings often lead to decisions that affect multiple departments and operations. Both attendees and other colleagues are required to review meeting minutes to verify that planned action is consistent with a decision or to gain insight into the historical development of a particular issue.
Can you easily access conference-related documents such as files about a specific topic or materials that refer to a specific person or location? Or are they mainly stored in the email boxes of their attendees?
If people need to print agendas and appendices to conference papers, or if you need IT involvement to provide extraordinary access to colleagues, you are increasing the effort for everyone involved and not optimizing the truly valuable results of the discussion. Preparing, maintaining, and storing conference documentation Searching for information from past meetings are much more time-consuming. And there is no way to ensure that confidential information is only viewed by authorized persons.
# 3 — Document clutter in quality management
Document control is focused on quality standards (e.g. ISO 9001) and is critical to organizations doing business in a controlled environment. When it comes to quality management, the chaos of documents can easily lead to serious economic and human consequences such as plant closures and unemployment for responsible parties.
Does your quality department have a structured way to maintain quality documentation and standard operating procedures (SOPs) from creation to disposal? Too often quality managers struggle with reform management for documents, the lack of formal procedures for review and approval, or the lack of a transparent and audit way to examine cycles for digital reports and distribute approved versions to colleagues.
BENEVOLENCE TECHNOLOGIES is a leader in Enterprise Content Management products services. Our EIM products enable businesses to grow faster, lower operational costs, and reduce information governance and security risks by improving business insight, impact, and process speed. We power digital transformations to empower the intelligent and connected enterprise.
# 1 — Decision making is very difficult and based on incomplete informationResearch shows that employees spend an average of 20% of their time searching for coworkers for inside information or assistance with specific tasks.
How is this number in your company?Can you quickly find business-related documents and retrieve updated information?
If you answer “no”, business-critical documents in your organization are likely to be scattered through folders, paper files, email accounts, and shadow IT systems, all of which slow down cooperation and information flow.Such a scattered frame makes different facts available to different people.
Combined with the communication error between coworkers, it can lead to decisions based on incomplete or incorrect information.# 2 — Poor customer service due to scattered informationToday’s growing customer demand requires support platforms that simply integrate knowledge, content, and resources.
The ultimate goal is to provide opportunities for all employees and a 360-degree view of customers and provide a best-class experience.Disruption of case information on CRM systems, paper files, and email folders often leads to inefficiencies.
All of these can damage your business reputation with customer satisfaction and loyalty.# 3 — Inefficient and compliant storage of data and documentsIncreasing regulatory and industry compliance policies have often prompted companies to electronically store documents and automate their record retention schedules.
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