Wanted: Practical Document Management Advice for Small Companies

Mar 2, 2015 3:52:00 PM by John Mancini

Going back a few years, I used this chart from Geoffrey Moore from Dealing With Darwin – internally we call it the two-humped camel jpeg -- to talk about some of the changes occurring in the enterprise IT space, and more specifically, in the content management space. 

The way to interpret this diagram is like this…(Per Harvard Business Review)

Most companies in the first category [Complex-Systems Model] have large enterprises as their primary customers, while many in the second tend to be consumer oriented, but the distinction is not as simple as B2B versus B2C. Rather, it is more deeply rooted in their contrasting economic formulas. In the complex-systems model, vendors seek to grow a customer base of thousands, with no more than a handful of transactions per customer per year (indeed, in some years there may be none) but at an average price per transaction in six to seven figures. In this model, a thousand enterprises paying a million dollars each per year generate a billion dollars in revenue.  By contrast, in the volume-operations model, vendors seek to acquire a customer base of millions of consumers, with tens or even hundreds of transactions per consumer per year, at an average price of relatively few dollars per transaction. Here it takes ten million customers each spending $8 per month to generate a billion dollars in annual revenue.

In the Content Management space, we clearly have lots of left-hump, right-hump confusion at the moment. 

When we say the phrase “ECM” we immediately create left-hump images – images of complex, expensive, mission critical applications driving high volume transactional processes.  Or images of case management systems that operate at scale, linking together disparate content and data repositories to create a consistent and rationalized view of the customer in context.

SharePoint originally entered the market as a project-team-focused collaborative solution dealt out by IT staffs to business people to handle very basic file share replacement functionality. Clearly a right hump solution. However, as time has gone on, and the scale and complexity of SharePoint has grown – and as SharePoint began to be viewed as a business platform rather than a document-sharing application -- it migrated into Complex Systems Land.  This confusion is clearly reflected in AIIM’s just released SharePoint Industry Watch, Connecting and Optimizing SharePoint – important strategy choices.

But since SharePoint came along, the market flipped again, and there’s another set of solutions like (just for example, NOT intended as an exhaustive list) Evernote, Box, DropBox, Google at Work, Office365, and M-Files clearly focused on right-hump land.  And truly opening up the market to thousands of companies and organizations who previously and justifiably viewed document management (or heaven help us, ECM) as something way beyond their means.

Of course, there is nothing wrong with EITHER the left hump or the right hump.  They are just different.  I like to think there are two questions we should ask about a technology solution – 1) is it good technology?; and 2) is it appropriate technology?

I was reminded of this Complex Systems/Volume Operations dichotomy last week by an article in Forbes, The One Thing That Can Transform An Idea Into A Phenomenon.

We like to think that disruption happens in Silicon Valley and other technological hot spots, but the reality is that things only take off when they gain traction somewhere else.  The true face of revolution looks more like The Good Wife than it does Homeland. Innovation doesn’t become real when you read it in Wired, but when you see it on CNN….Ironically, it is often the early adopters, usually hobbyists who have built a tight knit community around new technology, who are most resistant to spreading it....And that’s why we call people like Steve Jobs geniuses.  They are the ones who are able to see that the grimy bunch that collected around the Homebrew Computer Club could one day morph into a throbbing mass of soccer parents shopping for sleek laptops.  It’s the interface, not the mechanics, that makes an idea “insanely great.”

Think for a moment about small businesses with between 10 and 100 employees.  Just as a data point, there are 1,074,459 of these firms just in the United States. 

How many of these 1,074,459 companies would be interested in a left hump “ECM” solution?  Probably less than 1%.

How many could benefit from a right-hump “good enough” document management and workflow solution?  I would bet almost all of the remaining 99%.  How many of these have even rudimentary document management capability and how many are just utilizing a mess of unmanaged file shares and local hard drives? I’ll bet the ratio is 5%/95%. 

I was talking to some colleagues about this "keep it simple" challenge today and they came up with a good personal analogy that is extendable to organizations.  How many people use all -- or even a majority -- of the functionality built into Excel?  Answer -- probably just a very few finance types.  How many just want to do some pretty simple things with spreadsheets, things that are terrifically useful but not very complicated?  Almost everyone else.

I recently spoke with a legal clinic that had these fairly typically information chaos challenges:

  1. They process about 2,000 submissions per year (and 20,000 files needing back-file conversion)
  2. They don’t have a lot of IT staff and those they have aren’t terribly helpful with “document” questions.
  3. They have about 75 people on staff. Relatively few process the submissions, but a lot of the 75 access them.
  4. They need a solution that is 1) cloud-based, 2) easy to use, 3) able to scan directly into a repository (all submissions initially paper) using the MFPs they already own, 4) able to do so with full-text search (currently just static PDFs) and to automatically apply basic metadata, 5) able to check on who accessed which files.

Clearly this legal clinic needs mid-range right hump functionality.  Complex Systems Land is not even on the radar screen.

Which brings me to my point, and the points upon which I would like your help.

What does a company with 10-100 employees need to know to simply manage documents effectively and responsibly? 

How can they do this for less than $25,000? (Can they?)

Post a comment and let’s get the “Document Management on a Shoestring” conversation started.

-----

We'd love to see you at AIIM15 in a few weeks.

VIEW AGENDA

Read More

Topics: document management

If I had 30 seconds with Satya Nadella, what would I tell him about the future of #SharePoint?

Mar 2, 2015 2:13:00 PM by John Mancini

In my post SharePoint Lover? Partner? Skeptic? - 20 Data Points You Need to Know I took a look at some of the highlights of our just announced SharePoint Industry Watch.  

The core conclusion of the research was this:  SharePoint is still being adopted -- but rather chaotically, with mixed results, and with a lot of confusion re Office365 and the cloud.

In the post, I encouraged readers to respond to this question:

If I had 30 seconds with Satya Nadella (Microsoft CEO), what would I tell him about the future of SharePoint?

So here are a few of the answers...Thanks for the input...

  1. Don't add more features. Focus instead on making it smart, simple, secure, and sexy. And don't forget Mac users.  
  2. There will be a REALLY long on-premise tail to SharePoint no matter how fast people would like to go to the cloud, and thus hybrid information governance -- not an easy task -- will be with us for many years.
  3. Don't forget your customers who don't want to move to the cloud. Will we still be your customers in 2 years? In 5 years?
  4. I know SharePoint wants us all in the cloud ASAP, but moving to the cloud isn't the answer to everything for everyone. I'd love to see more focus on the hybrid customers.
  5. It seems (from recent posts and dropped hints) that there is a renewed level of interest and commitment from Microsoft to hybrid scenarios, which is good to know. Hybrid or blended solutions will have to be the new normal for most customers for the next 2 to 6 (or more!) years as the feature sets evolve, get retired, or are matured on each of the platform levels. Counting on that commitment will be critical for customers, but it needs to be accompanied by clear and articulated visions and guidelines so that customers can deploy the right solutions in the right ways on the right platforms. Some capabilities are clearly strong in the cloud (i.e., video content), while other features seem to be unavailable or disappearing as cloud options (i.e., branded UI, custom code, public sites, etc.). As cloud features are dropped, please have in place viable alternatives (perhaps through partners?) and guidelines on how to transition. Also, tightly integrated/blended/hybrid solutions will be required until valid and reliable 3rd party add-ons can run as completely in the cloud as they currently do on-premises. Most fall well short currently, so the on-premises parts of the overall SharePoint solution for many customers will have to continue to be supported for quite some time.
  6. Organizations that have embraced a true, robust Enterprise Content Management (ECM)/Business Process Management (BPM) strategy understand that there is not a single, magic solution. Many of these successful organizations leverage the strengths of SharePoint's content repository and federated search within an infrastructure that includes complimentary software that is best in class for workflow, RM, case management, etc. It would be great if Microsoft focused on making SharePoint spectacular at its strengths and stop trying to rebuild the wheel in the areas that are not strengths. I've seen too many cases where SharePoint was sold as the end-all and be-all for ECM, and the IT staff spent too much time and money building bespoke systems that could have been point-and-click configured with off-the shelf software.
  7. From the report you can see one of the major issues is user adoption and training. I've heard this for years. Not to pitch a solution but more of a interesting concept, these guys at Content Panda have built a pretty robust plug-in for SharePoint that enhances the built in help to offer tutorials from around the web. I can only see training concepts like this helping with user adoption. 
  8. Make it easy to integrate Sharepoint with any other enterprise systems, and don't try to make it into a solution that can solve all enterprise needs, focus on its core capabilities. When it comes to the cloud, make sure that all security concerns are addressed and understood.
  9. SharePoint is great if you need flexibility and little structure (e.g., collaboration). But a lot of companies have complex requirements related to case/claim management, workflow, RM where other solutions provide standard functionalities. Combining the strength of various solutions increases the user acceptance but also increases the complexity for managing these solutions for IT. Making this bit easier would be nice. This means among other things good monitoring, upgrade processes, professional transport systems from development systems to Quality and Productive Systems, and audit trails.
  10. Remember your customers and what they actually need. Get out and see how people are actually using your technologies then use that insight as you develop the next generation of products.

Good stuff!  Post additional comments and join the conversation.  Here's the link to download the (free) survey results if you need it.

Download new SharePoint Research

-----

Lots of SharePoint and non-SharePoint content at AIIM15, with a focus on the challenges of Digital Transformation.  Check out the agenda...

VIEW AGENDA

Read More

Topics: industry watch, sharepoint, aiim15

Association Friends – A Manifesto to Survive Disruption -- Am I a Genius, a Nut, or just plain Cranky?

Mar 2, 2015 1:02:00 PM by John Mancini

This post is one mainly for my peeps in the association community.  But all comments welcome.  The central question:

Am I a Genius, a Nut, or just plain Cranky?

As many of you know, over the past few months I have voiced some concerns about the match between technology strategies, AMS (Association Management Systems) capabilities, and the need for CEOs to get engaged and own their organization’s technology strategies. 

You may recall my somewhat hyperbolic e-book, “The AMS as We Know it is Dead,” likening our AMS systems to the German word EierLegendeVollMicheSau, the fictional perfect farm animal, uniting the qualities of chickens (laying eggs), sheep (producing wool), cows (giving out milk) and pigs (can be turned into bacon).

Those of us who have been around a while remember all the tumult when the Internet originally intersected with associations. Those that were really tuned in back then may remember a company called VerticalNet, one of the most famous bubbles in the overall Internet bubble (eventually reaching a theoretical valuation of $12 billion!), and conversations about associations being "road kill on the information superhighway."

Well, while a lot of change occurred, massive road kill did not, and most associations lived to fight another day.  We adjusted, often making dramatic changes to our business models and dramatic changes in where we placed the “toll booths” to create a sustainable financial base.

Lest we get too comfortable, I think the disruption we saw in Chapter One of the story of the Internet and Associations is just that – Chapter One.  At the risk of being accused of being Chicken Little, I think the disruption that is coming in Chapter Two of the Internet and Associations is far more profound and far more disruptive.

I recently spoken to the Association Forum of Chicagoland about the challenge of the disruptive times we are in, and how we can turn the tables and convert Information Chaos into Information Opportunity (my free e-book on this topic HERE if you are interested). 

Let me lay out some of my assumptions about how the next five years will be far more disruptive to associations than what we experienced in Chapter One. Here is my... 

Manifesto to Survive Disruption

1 -- There is a shakeout coming in the association space.

2 -- The associations that are currently financially sustainable have at their core:

  1. a professional certification that is a necessary ticket to be in that profession (i.e., you MUST have it to do your job);
  2. a big trade show; and/or
  3. a clear policy enemy or objective.

3 -- Everyone else is essentially in the a) networking, b) training, or c) content development/delivery business.

4 -- All of the items in #3 are in the midst of accelerating disintermediation from the web and social technologies. Thinking about each of these…

  1. Networking by itself will not survive as a differentiated benefit for associations in the face of consumer grade social technologies.  Networking is much more easily accomplished – in terms of usability, scale, and at no cost – on Facebook or LinkedIn than it is on the leading association platforms. This carries risk – just Google LinkedIn and “Site Wide Auto Moderation” for an example of the perils of relying on a platform you do not control – but ultimately thinking we can set up walled gardens just for “networking” is unsustainable.
  2. Training is in the midst of a massive change upsetting the traditional monopoly of associations. Association training businesses are being challenged from the bottom by You Tube and user-generated content and from the high end by for-profit competitors like Lynda.com. Lynda.com is now a $150+ million business after venture capital infusions of $103M and $150M in the past 3 years. They are moving from individual training to enterprise training and from stand-alone training to training linked to assessment (quasi-certification).  They have higher production values than an association could ever hope to replicate at scale, with course paths and combinations generated dynamically based on customer needs, and with association-like networking and engagement of class participants a top future priority.  I just recorded a course with them on Digital Transformation, and I can tell you most associations cannot hold a candle to the sophistication that Lynda.com brings to the creation of training content.
  3. Content development and delivery is occurring everywhere and by anyone, without the traditional overhead of an association, archaic business models (print), and byzantine committee approval processes.  Content delivery is largely dependent on CMS/WCM platforms.

5 -- My conclusion:  Each of these individual value propositions – networking, training, and content -- is not a sustainable value proposition for most associations.

6 -- I believe there IS a source of sustainable value, though, and that associations can do better than anyone else. The only source of sustainable advantage for most associations is to do ALL of these, with adult supervision, curated to the needs of a particular community.

7 -- The problem is the capabilities of the systems we use to currently do the above are not sufficient to deliver an integrated and curated experience:
  1. Our community platforms, while excellent at community (albeit with a somewhat clunky user experience) and with the benefit of a rich experience of integration with the major AMS platforms, are: 1) not connected with the training experiences we deliver through LMS solutions, and 2) are not strong enough to operate as a CMS and thus operate as a segregated community ghetto independent of the rest of an association’s content.
  2. Most LMS solutions are great in delivering learning experiences, but terrible at connecting/engaging the participants and at connecting with non-training content.  There are also not powerful enough on their own to act as a CMS solution to run an overall website.
  3. CMS solutions don’t have LMS capabilities, and while their community capabilities are developing, they lack experience at connecting to the AMS solutions that are still at the heart of how we managing membership and transactional processes. 

8 -- These 3 capabilities – community, LMS, and CMS – are converging, but they are not yet there.  And the required expertise to connect them all into a seamless experience is beyond the reach of most associations.

9 -- A platform that does this and can do so as a turnkey solution – and preferably in the cloud as a SaaS solution -- has the potential to become the defacto standard for a host of associations, and the way for many associations to navigate the challenging times ahead. Requirements of this platform:

  1. Community is not bolted on to the website as a separate ghetto; it IS the web site.
  2. All content visible to everyone, optimized for SEO, and navigable and findable via faceted search. Differentiated access to content based on either purchase or member status.
  3. Learning paths definable by combinations of modular assets – including non-training assets – and with mastery measured by assessment engine tied to certificates. 

So let the conversation begin. Am I a Genius, a Nut, or just plain Cranky?

-----

Might be of interest re these issues!...AIIM15 -- Coming up in 3 weeks in San Diego...

VIEW AGENDA

 

Read More

Topics: digital transformation,, disruption

5 Disruptive Books You Should Read -- and then come meet the authors at #AIIM15

Feb 24, 2015 5:45:00 PM by John Mancini

5 Great Reads to Challenge Your Assumptions

Here are 5 great books to help create a framework to understand the disruptive times that are ahead. As consumerization, mobile and cloud, and the Internet of Things sweep through our organizations over the next few years, some organizations will be prepared, agile, and thrive, and others will be left in the dust by competitors they never event imagined. 

The authors of these books will all also be speaking at AIIM15.  Here’s the official #AIIM15 must-read list:

The Engaged Leader: A Strategy for Your Digital Transformation
by Charlene Li

Technology has revolutionized the very idea and nature of relationships between leaders and their followers. The Engaged Leader is meant as a guide for business leaders needing to adapt to the demands, and opportunities of digital leadership.

The Engaged Leader addresses why leaders need to master a new way of developing relationships, which begins by stepping out of traditional hierarchies; how to listen at scale, share to shape, and engage to transform; the art of making this transformative mind shift; and the science of applying the right tools to meet your strategic goals.

About the Author
Charlene Li is CEO and Principal Analyst at Altimeter Group, and author of The New York Times bestseller Open Leadership and coauthor of the critically acclaimed, bestselling book Groundswell. She is one of the foremost experts on social media, and a consultant and independent thought leader on leadership, strategy, social technologies, interactive media, and marketing. Formerly, Charlene was vice president and principal analyst at Forrester Research.

See Charlene’s keynote address at AIIM15.

The Gen Z Effect: The Six Forces Shaping the Future of Business
by Thomas Koulopoulos and Dan Keldsen

One of the most profound changes in business and society is the emergence of the post-Millennial generation, Gen Z. While every new generation has faced its share of disruption in technology, economics, politics and society, no other generation in the history of mankind has had the ability to connect every human being on the planet to each other and in the process to provide the opportunity for each person to be fully educated, socially and economically engaged.

In The Gen Z Effect, the Tom and Dan explore what this might mean for business, markets, and educational institutions in the future.

About the Author
Tom Koulopoulos is the author of nine books and founder of Delphi Group, a 20-year-old Boston-based think tank, which was named one of the fastest growing private companies in the US by Inc. Magazine. Named one of the industry’s most influential consultants by InformationWeek magazine, his articles and market insights appear frequently in national and international print and broadcast media such as BusinessWeek, the Wall Street Journal, Forbes, The Economist, CNBC, CNN and NPR. Geoff James of CBS Interactive Media called Tom “one of the truly deep thinkers in the arena of technology and culture.”

See Tom’s keynote address at AIIM15.

Fierce Loyalty: Unlocking the DNA of Wildly Successful Communities
by Sarah Robinson

Fierce Loyalty is a practical guide with actionable tips for understanding, building and fostering a fiercely loyal community of clients, customers and raving fans. Doing so is critical for success in today's turbulent marketplace. Sarah lays out a clear model that any organization of any size can follow. She helps you break down the process and gives you clear, specific steps for creating and maintaining a fiercely loyal, wildly successful community and put it squarely in the center of your business plan.

About the Author
Sarah Robinson is a business strategist advising international clients on how to build thriving, successful communities and set their companies apart from the pack. She is a regular guest expert at MSNBC and is ranked by both Forbes and Dun and Bradstreet as a top Twitter expert on entrepreneurship and small business. Sarah has also been a featured business expert at Inc.com, Entrepreneur.com, AOL.com, The DEX Entrepreneur’s Summit, LOHAS, Social Media Marketing World and The National Press Club.

See Sarah speak at AIIM15.

Data Crush
by Chris Surdak

The Internet used to be a tool for telling your customers about your business. Now its real value lies in what it tells you about them. Every move your customers make online can be tracked, catalogued, and analyzed to better understand their preferences and predict their future behavior. And with mobile technology like smartphones, customers are online almost every second of every day. The companies that succeed going forward will be those that learn to leverage this torrent of information-without being drowned by it. Data Crush examines the forces behind the explosive growth in data and reveals how the most innovative companies are responding to this challenge. [I wrote the forward to this one!]

About the Author
Christopher Surdak is an information technology expert with over 20 years of experience. He has held roles with companies such as HP, Accenture, Siemens and Citibank. He began his career with Lockheed Martin as a rocket scientist.

See Chris speak at AIIM15.

Managing Chaos: Digital Governance by Design
by Lisa Welchman

Few organizations realize a return on their digital investment. They re distracted by political infighting and technology-first solutions. To reach the next level, organizations must realign their assets people, content, and technology by practicing the discipline of digital governance. Managing Chaos inspires new and necessary conversations about digital governance and its transformative power to support creativity, real collaboration, digital quality, and online growth.

About the Author
Lisa Welchman is a leading authority on digital governance. Her core strength is helping to resolve differences of opinion among digital stakeholders and maturing digital operations. She works closely with organizations to understand why there are challenges around managing the organization’s digital presence and then works collaboratively with her clients to create solutions to resolve those challenges.

See Lisa speak at AIIM15.

Read More

Topics: ecm, infochaos, aiim15

SharePoint Lover? Partner? Skeptic? - 20 Data Points You Need to Know

Feb 24, 2015 3:33:00 PM by John Mancini

Download our new Industry Watch.

Connecting and Optimizing SharePoint – important strategy choices

Download new SharePoint Research

The core conclusion of the study is that a) SharePoint is somewhat ubiquitous in just about any organization at scale and it likely isn't going away; b) organizations are increasingly restless and uncertain re figuring out where to go with it.  

So there's plenty of insight and data for lovers and haters alike. Check it out; downloads are free for a limited time.

Data points for SharePoint lovers

1 -- In total, 75% remain committed to the platform.

2 -- 25% are committed to building their ECM, RM and collaboration around SharePoint.

3 -- For 22% it remains their ECM system of choice for the foreseeable future.

4 -- 28% will stick to it for the next few years.

Data points for SharePoint skeptics

5 -- 26% of respondents report that their SharePoint project has stalled

6 -- 37% have struggled to meet their original expectations

7 -- 37% are moving forward, but only 11% feel their project has been a success.

Data points for change management devotees

8 -- A failure of senior management to endorse and enforce SharePoint was the biggest reason for lack of success, followed by inadequate user training and a general lack of planning.

9 -- User resistance and a lack of investment and expertise are also quoted.

Data points for SharePoint partners and add-ons

10 -- A third use in-house or externally developed customization, and 36% use third party add-on products.

11 -- Workflow and BPM is the most popular add-on, followed by metadata and taxonomy management, collaboration tools, search enhancement and Outlook integration. 

Data points for Cloud Worriers & Advocates

12 -- At 42%, SharePoint 2010 is still the most popular live version; 22% are live on 2013.

13 -- Regarding cloud, 6% are live on 365/Online, with 18% rolling out.

14 -- 43% are happy with Microsoft’s product roadmap, but 49% are concerned about loss of focus on the on-prem version.

15 -- 20% feel SharePoint is under threat from more modern cloud systems.

16 -- Lack of mobile support and difficult external access has frustrated 35%.

Data Points for RM & InfoGov Peeps

17 -- 29% do not differentiate between records and other content.

18 -- 48% still have work to do to align SharePoint with their IG policies, and 19% are not aligned at all.

19 -- For 23%, SharePoint can match their records management needs (with careful set up), 15% are using specialist customization, and 16% use 3rd party add-ons.

20 -- 17% have a dedicated RM system but most (12%) are not connected to SP.

There has been a lot of change at Microsoft over the past year -- things are coming out of Redmond that one would never have expected prior to the arrival of CEO Satya Nadella.  There is also a lot of change going on right now re Office365 and SharePoint as well for those who worry about things like content management and business processes and information governance.  So let's have a bit of fun.  

Answer the following by posting a comment -- "If I had 30 seconds with Satya Nadella (Microsoft CEO), what single thing would I like to tell him about the future of SharePoint?"  Post your answer as a comment, and we'll create a blog post out of the responses.

----

5 great disruptive reads -- check them out.

Here's a quick video summary of the new Industry Watch report by my colleague, Bob Larrivee -- feel free to socialize... 

Read More

Topics: industry watch, Microsoft Corporation, ecm, sharepoint

5 Document Management Practices That Make Companies Less Competitive

Feb 24, 2015 3:27:11 PM by John Mancini

5 Document Management Practices That Make Companies Less Competitive

For companies without effective document management solutions in place, it will be increasingly difficult to remain competitive. We are in a disruptive environment where there are going to be a lot of unexpected winners and losers.

I recently did an interview focused on the five document management practices that make companies less competitive and three tips on how to avoid these traps. The three tips?

  1. The first probably sounds somewhat basic: Figure out where your real, intensive paper pain-points are.
  2. The second thing — and this will sound really obvious — is that you need to start somewhere.
  3. The third thing is to get smart about content management. 

 

Check out the full interview HERE.  Let me know what you think...

John Mancini Interview

----

Interested in Process Automation and Document Management? Check out our tutorials...

Show me the 100+ tutorials in the membership toolkit

Read More

Topics: ecm, document management, aiim15, docuware

The results are in! The envelope please! AIIM #Oscars

Feb 20, 2015 3:18:00 PM by John Mancini

AIIM ECM Oscar Winners

Given that it's the season for the Oscars, I thought I would take a look at some of the top performing areas of the AIIM web site over the past year.

I find the results interesting in that they suggest a community that is trying to get ahead of the curve (after all, Embrace the Chaos is the theme of AIIM15, coming up next month), and yet struggling at the same time to sustain and optimize legacy investments (and also minimize ongoing spending on them).

Get More Info on AIIM15

 

 

 

Most Popular 2014 Digital Landfill Blog Posts

  1. THE WINNER -- Paperless Dilemma No. 1 – Paper Persistence

  2. What does the next generation of information leaders look like?
  3. 16 questions (and answers) about SharePoint and Office365
  4. 14 Must Knows About Information Governance
  5. New Free Video – How Do You Convince the C-Suite to Care About Information Governance?

Most Popular 2014 AIIM White Papers/eBooks

  1. THE WINNER -- Information Chaos Versus Information Opportunity

  2. Successful Taxonomy: Nine Keys to Success
  3. Enterprise Content Management: 14 Steps to Success
  4. How to Achieve Best Practices for Records Management
  5. 21 Tips for Turning Chaos into Opportunity

Most Popular Content Pages on AIIM.org 

  1. THE WINNER -- What is Collaboration?

  2. All About the CIP
  3. What is Information Management?
  4. What is Document Management?
  5. What is SharePoint?

Most Popular AIIM Resource Centers

  1. THE WINNER -- Enterprise Content Management

  2. SharePoint
  3. Electronic Records Management
  4. Information Governance
  5. Business Process Management

Most Popular Company Listings (by page views) in the AIIM Buyers Guide

By the way, if you work for a solution provider and your company is not listed in this Buyers Guide, what the heck are you waiting for?  Are you in the content and document space, or not?

  1. THE WINNER -- EDM Group

  2. Perforce Software UK
  3. Feith Systems & Software Inc.
  4. Nuix Technology UK
  5. Canon

Top AIIM Expert Blogger (based on 2014 page views of most popular article)

A big thank you to these people.  They share their expertise and talents with the AIIM Community, and we are very grateful for that.

  1. THE WINNER -- Errin O’Connor

  2. Christian Buckley
  3. Greg Clark
  4. Michael Doyle
  5. Serge Huber

Top 2014 Webinars

  1. THE WINNER -- When Nobody Cares About Records and Information Management: Changing Minds and Practices in the Business

  2. Take the FUD Out of Implementing SharePoint – Just ask the folks at Microsoft
  3. What Best-in-Class Organizations Know about Document Imaging and Capture (And You Should Too!)
  4. Automating Information Governance: AIIM Research Findings and Industry Trends
  5. Microsoft Practices What They Preach: Rethinking Records Management with SharePoint

My Top Slideshare Presentations

  1. THE WINNER -- How do I get rid of paper in my business?

  2. Turning Information Chaos into Information Opportunity
  3. 29 Warning Signs of Digital Disruption
  4. Information Governance -- Necessary Evil or a Bridge to the Future?
  5. Warning C-Suite -- InfoChaos is Approaching

-----

You might also be interested in 23 Things I Wish I Knew When I Implemented My First Content Management Project.

Read More

Topics: information governance, erm, ecm, sharepoint, aiim15

23 Things I Wish I Knew When I First Implemented a Content Management (ECM) Project

Feb 13, 2015 2:05:00 PM by John Mancini

23 Things I Wish I Knew When I First Implemented a Content Management (ECM) Project

I recently asked my insider group of “AIIM Evangelists” (click HERE if you would like to become one!) for their take on things they wish they knew when they first implemented a content management project.  So here you go – Learn from the experts!  (You can also learn from AIIM Training, but I’ll save that for another day.)

  1. The importance of spending more time on the planning end of the project before hopping into vendor roulette.
  2. We should have spent more time thinking about the best FIRST project -- not too difficult, but not trivial.
  3. We should have spent more time "preselling" senior management on the project so that they could help us drive change.
  4. That documenting the work processes is the top priority for cost justifying any implementation - AND the broader you deploy, the bigger the benefits will be.
  5. We should have narrowed the scope of our first project.
  6. Anesthesiology, because then I wouldn't have had to do ECM!  Seriously, I wish I had known that taxonomies are obsolete the second you create them.
  7. We should have more clearly defined the roles of IT and the business so that IT operates more like a cloud vendor (internal or external) and the business sets the priorities and the strategy of what gets managed.
  8. First of all everyone involved should know what is ECM -- the technologies, the steps of a project, the benefits that you could obtain and mainly the changes and impacts resulting from the implementation.
  9. We should have focused on the user experience (training and UI), not just getting the tool set on the network without breaking it and building out overly complex records and metadata requirements.  We gave users a bumpy ride, which ultimately discouraged adoption.
  10. If you are replacing a legacy system, beware of poor information quality!  Garbage in, garbage out.  If the information is bad, you will lose the support of the business even if the system is great
  11. If you don't have ECM expertise in-house and cannot find or don't have time to hire an ECM expert and/or someone with the ECM project implementation experience, hire an independent consultant who won't be vendor biased, to help you with the strategy and roadmap definition
  12. Clearly define your business goals and objectives as a first step -- why the company needs ECM and what you are trying to achieve with ECM – before choosing a vendor. Your high-level business requirements, integration points and expected outcomes will help to draft the RFP and define what functionality you want to see in a vendor product.
  13. Not all content should be migrated into a new system.
  14. I would have done a site visit with a current ECM user and met the people.  That would help understand the benefits, and the way the operation changed – both the good and the bad.  It would have allowed my team to met real people and ask for feedback from users, not vendors. 
  15. The importance of email! The early ECM projects dealt with "documents" first and MAYBE tackled email in a future phase...but our clients are using email both as their repository and workflow system.  It should be included in the initial scope.
  16. Don't assume your users know how to use the technology tools they have been given. I was astonished at the general lack of basic skills in using tools in place to support the business. 
  17. Know going into the implementation that there is a HUGE learning curve for everyone.  Consider purchasing additional training for staff.
  18. Regularly schedule follow-up meetings post-implementation between the ECM vendor and the customer. Many service calls and end user frustration could be kept manageable that way.
  19. Taking the "pistons" conversation off the table.   We are delivering policies, tools and technologies to improve the business, security, and help manage risks -- we are delivering a solution for the business, not for the IT department.
  20. The vendor should follow up with users at 30 days, 90 days, 6 months after implementation to ensure they are using it as intended. 
  21. Schedule biweekly lunch and learns - an opportunity to raise questions and ideas as users begin "playing" with the system. This would identify training issues and new projects.
  22. Implement first, optimize later. Don't go for the perfect RFP with 200+ pages. Keep it simple, get it live, and then optimize.
  23. Focus on getting the strategy right, not the technology.

What's on YOUR list?  Your action item -- Add an item to the list with a comment, and we'll republish the expanded list in a couple of weeks.  Thanks.

-----

5 great disruptive reads.  Check them out.

And don’t forget our free e-book, 14 Steps to a Successful ECM Implementation.

Get 14 steps to ECM - Free!

Read More

Topics: content management, ecm, implementation

10 Great Posts on Content Management

Feb 11, 2015 8:59:00 AM by John Mancini

bigstock-Light-Bulbs-In-Sockets-Moment-68033590

10 Great Posts on Content Management and ECM

The Many Uses of Email

By Lisa Ricciuti

Despite all the methods of communication email is still popular and has become as necessary as a phone number or mailing address. Similar to calling somebody, email has become a standard mode of communication with the expectation being that everybody should have an email address. Email started out as a simple communication tool but is now used for much more than that. In many ways, email has made my life easier. It allows me to: Contact people all over the world for free (or inexpensively) Communicate with more than one person at a time Document interactions (e.g. the highly prized CYA paper-trail) Leave messages any time...MORE: The Many Uses of Email

AIIM Training Success Stories - An ECM Master

By Michael Fray

Back in 2006, I was certified as an AIIM ECM Master. I went all the way from little Denmark to Tampa for the training, but I thought it was necessary to show the world that I was serious about ECM. This proved to be a very valuable investment. I could prove to customers that I had the required skills to help them with the ECM challenges and needs. In 2008, I wrote the first book about ECM in Danish and it was published just before 2009; ECM – Enterprise Content Management, ISBN: 9788779008311 This would not have been possible, had I not taken the AIIM training. The training and my book lead to invitations to give keynotes and talks on ECM and related...MORE: AIIM Training Success Stories - An ECM Master

Get 14 steps to ECM - Free!

Will predictive analytics become the hero in eDiscovery?

By Cate Evans

eDiscovery is an expensive business problem. I recently did some research on analytics and what I found was that predictive analytics is being touted as the next ‘breakthrough’ technology to solve eDiscovery. Based on research, many text analytics vendors are turning to eDiscovery as the new cash cow. Don’t blame them. It is a very time-consuming, risky, and expensive activity. What are some of the snippets I found? Fortune 500 companies will have, on average 125 lawsuits at any given time (National Law Review) The average cost in US dollars is $1.5M – $3M eDiscovery is expensive, time-consuming, and risky...MORE: Will predictive analytics become the hero in eDiscovery?

Utilize the Cloud, Increase Productivity

By Dennis Kempner

Using the cloud, businesses can give employees the tools and abilities to increase their productivity and improve their workflow. 59% of companies that use the cloud are more likely to see productivity benefits. Business leaders who use the cloud said that they improved business processes and faster responses to market changes. Here are other ways that the cloud can boost productivity: Always Connected Employees can access information at any place, any time, office, home or plane. All they need is the cloud and internet connection to full access of files and documents. Because of cloud computing, your employees have the ability to work from home...MORE: Utilize the Cloud, Increase Productivity

Online Signatures “No longer novel"

By Larry Kluger

Technology is often touted as being new, advanced, exciting, fresh, and so on. But when a technology is crowned as the latest new new thing, valid concerns are often raised: will it last? Is it legal? Can everyone involved in the process use it successfully? What are the unknown unknowns as Donald Rumsfeld would say? Due to this common fear of new technology, its adoption rate is often much slower than many people would like. For digital signatures, these issues cause many potential users to shy away from the technology, citing vague concerns about the legality of electronic or digital signatures. Their concerns linger despite the many laws...MORE: Online Signatures “No longer novel

Just in case – doesn’t cut it in analytics.

By Cate Evans posted 8 days ago

Analytics can create business differentiators, if the tools are effective, and information is proactively managed. And what organization doesn’t want to improve performance? If you are working with structured data, the process becomes much easier. With unstructured data, ah well, that’s a different story. Your unstructured data contains value and insights, but can also be used against you for non-compliance and litigation. As I see it, the bottom line is to clean it up and get rid of it. That’s the hard part. Not many folks want to be responsible for permanently deleting information – regardless of the fact that it contains no value...MORE: Just in case – doesn’t cut it in analytics.

Save Green With the Cloud

By Dennis Kempner

“The Cloud” has become one of the most popular buzzwords in today’s tech world. Cloud storage simply put, is online space that you can use to store your digital data. Cloud storage provides a secure way to store and share data and information. If your business is ready to put the cloud to work, you can save green, and two types of green while you’re at it: money and trees. A Few Ways Cloud Storage Saves You Money Cloud storage is relatively inexpensive – you only pay for the storage you need. Employee Efficiency- Employees will no longer need to file or search for documents. Reduce Costs- Reduce the need to purchase...MORE: Save Green With the Cloud

6 Tips for Making Cloud Records Storage a Success

By Ross Nepean 

Cloud services are everywhere these days, from data backup to music streaming, so it’s not surprising that the cloud has entered the world of records management too. For records managers, the cloud promises cheap and scalable on-demand document storage, which is a very exciting prospect. However, as with all new solutions, the cloud comes with new questions and new challenges. For example, is it legal to store records in the cloud, especially when you can’t be sure of the physical location of the servers on which they are hosted? Who maintains legal control of documents stored in the cloud? Do cloud solutions support retention schedules? Approaching...MORE: 6 Tips for Making Cloud Records Storage a Success

The Evolving Search Experience

By Christian Buckley

Almost 20 years ago, I took a role as a technical project manager in an IT shared services team at the phone company, and got involved in the development and support of our division's portal. A key part of the role was managing the front-end tools and reports made available to our internal customers, with some data and reporting capabilities consumed through our portal. As I began working with the many different vendors and with my DB team to provide data and reports to our internal power users, I was introduced into the world of search -- with all of its nuances and limitations. I can't tell you how many meetings I sat through or conducted...MORE: The Evolving Search Experience

Enterprise File Sync and Share - Not What You Think It Is

By Chris Walker

When Gartner came out with their Magic Quadrant for Enterprise File Sync and Share (EFSS) back in July 2014 I laughed a little because I find the idea of an EFSS market, well, laughable. Yes, I know they put in a whole bunch of stuff about what could or should be part of the market, but boiled down it seemed to me that EFSS per Gartner is little more than the old Microsoft Briefcase. I.e.: a feature of a larger solution. Let’s face it; EFSS is little more than email and consumer grade cloud storage. If I were Box, EMC, Alfresco and most of the other vendors on the MQ I’d be more than a little irked. Most of the vendors have invested heavily, organically...MORE: Enterprise File Sync and Share - Not What You Think It Is

-----

Get 14 steps to ECM - Free!

 -----

Check out -- 23 Things I Wish I Knew BEFORE My First ECM/Content Management Project.

Read More

Topics: erm, ecm, bpm

6 Information Management Trends from @DataCrush author @CSurdak

Feb 10, 2015 3:05:00 PM by John Mancini

What are the 6 Information Management Trends That Will Redefine the New Normal?

The six trends below are by AIIM15 Speaker and Data Crush author Chris Surdak.  Get over 50 pages of simliar insights about the future in our new e-book, Embrace the Chaos, A Comprehensive Preview of #AIIM15.

Download the free AIIM15 ebook. `

1 -- QUALITY: Consumers simply expect perfection. Deliver anything less, and your customers will immediately abandon you for someone else.

2 -- UBIQUITY: Globalization and just-in-time logistics have made it possible to have nearly anything, anywhere at any time. And now, for most of us anything less than this is simply not acceptable.

3 -- IMMEDIACY: Globalization, Logistics and smartphones with apps have also created the expectation of immediate gratification. Customers want their needs fulfilled instantly, and now predictively.

4 -- DISENGAGEMENT: Customers will only care about obtaining a result; how they get there will become less and less important and more and more difficult to discern in any event.

5 -- INTIMACY: Conversely, customers’ increasing disengagement with how they obtain products and services will leave them hungering for other forms of connectedness. Feeling like part of a community will be even more important as our needs are met more anonymously.

6 -- PURPOSE: Ultimately, these trends will leave many people feeling adrift in their lives. They will hunger for a sense of purpose, for a reason for being, for something to feel passionate about.

-----
You might also be interested in these posts...
Read More

Topics: predictions, trends, aiim15

About AIIM

AIIM provides market research, expert advice, and skills development to an empowered community of leaders committed to information-driven innovation.

Subscribe to Email Updates