6 Challenges to Implementing an ECM System & How to Avoid Them-2.pdf

6 Challenges to Implementing an ECM System & How to Avoid Them-2.pdf

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  6 Challenges toImplementing an ECM System & How to Avoid Them-2 3. Getting purchases from end-users If employees at all levels do not accept the new system and believe that it will have a positive effect, morale and productivity are likely to be affected. In general, lack of communication is one of the biggest barriers to buying. When employees do not know what is happening or why changes are taking place, they may default out of fear of the unknown and cling to actions they are familiar with. Talk regularly and be prepared to fully explain the benefits of the new process. come to the point. For example, if retrieving a document required a walk in the file room and a physical search, and now retrieval is immediate, the value of the automated process is obvious. Helping employees see how automation will make their job easier paves the way for your big digital transformation.
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  4. Accurately evaluateexisting workflows before creating new ones Companies can expect automated processes to be a reflection of their existing manual process. The current way of working is just a jumping- off point. Sometimes these processes are not well documented or many employees use informal work. Therefore, it is important to bring in subject matter experts (SMEs) who are familiar with the day-to-day routines and can accurately map out the current process. Gather SMEs from each relevant team and function. Work with them to understand how processes and workflows work today and identify key milestones, obstacles, and frustrations. Then think about how these processes can be improved. 5. Going beyond testing to get live very soon Knowing when to stop testing can be a big challenge as it requires clear communication and full cooperation between company leadership, IT, automation departments, and your vendor. Here’s what to look for: Hurry up in the testing phase. Depending on the design, deployment of your office automation solution should begin with the creation of a test system or be in several stages. Test early and often. Testing is a great way to avoid surprises that can disrupt business later on. Test runs enable you to resolve outstanding issues and demonstrate progress in regular review meetings.
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  Choosing which employeeswill test the system. Be careful not to give the impression that an elite group is investigating. Don’t fall into the trap of using executives, department managers, and your “best” employees just to test the system. The assumption is that these star employees are more likely to find problems and identify them, right? This can lead to a mindset of us versus them that leaves others less motivated to act. It is also not an ideal way to find out all the possible shortcomings, as employees with different skills and job responsibilities will face different problems. 6. Develop strict policies and procedures with scheduled updates Take the time to create a written record of comprehensive policies and procedures, and detailed technical documentation. Include design choices and system configuration settings. This will help existing and new employees learn the system and solve problems. At least go back to these policies and procedures every year to make sure they’re up to date as your business processes evolve. Once you understand where you are and where you want to live, you are on your way to avoiding issues that can make implementation a headache. Stick to your plan, add everyone to the board, review and document your actions and see that there is orderly and efficient development in the workplace.
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  BENEVOLENCE TECHNOLOGIES isa leader in Enterprise Information on Management (EIM) 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.