Integra PaperLESS has been providing document management/enterprise content management (ECM) solutions to clients in the Pacific Northwest for over 40 years. That is a long time to make many mistakes and also learn a number of lessons. So what have we learned that could help you avoid some pitfalls in implementing your document management solution:
1. Long implementations are a disaster
Keep the implementation focused, short and measurable...
2. Keep scope of project focused and measurable
Have a clearly defined scope, broader scopes are typically harder in producing useful results . Manage scope and expectations for each project. As things come up during the course of implementation, keep track of those additions and incorporate them into a later stage of the project.
3. Implement a change management component
that incorporates an understanding on how the solution works and why it was designed the way in which it was. Understanding the human impact of change will limit the resistance which inevitably comes with major change or transformation.
4. Be inclusive
People are much more likely to accept and adapt the new software/solution if they are part of the process which led to the implementation.
5. Throughout each phase of the project ask over and over
Why are we doing this? What is the business rationale?
6. Measure results over and over
7. Quarterly review the project
to determine if the solution is meeting the initial rationale for purchasing the software, make adjustments as needed.
8. Leverage your investment
by finding other useful ways to utilize the software throughout the organization.
In summary, utilize the basic tenants of any quality system such as Six Sigma DMAIC–Define the project, Measure the result, Analyze, Improve and Control the process.
Learning from our lessons over the years and following sound practices such as DMAIC your project will stand a much more chance of success. If you are interested in learning more about implementing or improving a business process that can help your organization, do not hesitate to contact Integra PaperLESS and leverage our 40+ years of experience in implementing information processing and document management solutions.