How do I successfully implement an ECM system at my company?
Are you ready to change things at your company? Put organizational processes to the test and optimize them? Then you've already taken the first important step. It's not about abandoning established processes or even reducing the workforce. What it's really about is rethinking your strategy, especially when it comes to recurring analog processes that prevent you and your employees from focusing on what is important – your success.
This is the value of an ECM system. Easily integrated with your existing IT landscape, ECM ensures automated processes, digital information management, security, and data protection. But how can you successfully implement an ECM system at your company?
1. Get everyone on board
Get everyone on board from the start of the ECM project, from decision-makers to future users. The best way to put reservations or even fears to rest is to get all those involved to collaborate on the digitalization project. Create incentives for the users by showing them the many benefits of digital processes combined with a more manageable workload by eliminating time-consuming manual activities.
2. Identify your core requirements
The first step is always the hardest, so it makes sense to start by drawing up a specification sheet with the core requirements that you primarily want to implement with the ECM system. Many companies start with the accounting department, though it is not uncommon for ECM projects to begin with digital invoice processing. Other departments such as human resources or legal then often follow suit.
3. Analyze the status quo
Once you have identified your core requirements and defined the pilot project, you need to analyze your current business processes. It is important to document each process step as accurately as possible as well as any additional associated information. For example, does your accounting department have a physical archive that can be replaced in the course of digitalization? Which third-party systems (e.g., ERP or accounting) need to integrate with the ECM system? You can answer questions like these during this phase of the project.
It is also worth considering possible future challenges at this point: What does the accounting department foresee moving forward? Are there any upcoming legislative changes? Will you be able to customize and adapt digital processes to meet future needs?
4. Define your goals
In the next step, you need to define the goals you want to achieve with the introduction of the ECM solution. Which parts of a process would the ECM system make a big difference to? Where can the digital solution save you the most time and resources?
It is also important in this phase to identify which measures need to be taken for technical implementation. Is your IT infrastructure ready for a digital process? Do you want to store documents in the repository according to certain rules? And who is allowed to access which documents?
5. Find the right partner
Tackling all these questions is not something you can easily manage on your own. All the more reason to make sure you have an experienced partner at your service to help you roll out the ECM solution. This is exactly what system vendors and IT consultants do, overseeing the implementation process from A to Z and making sure the software is a perfect fit.
At ELO, these are our ELO Business Partners: We have more than 1,000 partners worldwide who can help you to successfully implement your ECM project. Find an ELO Business Partner in your area.
6. Plan your ECM project in minute detail
Thorough planning is key to a successful ECM project. Here, too, you can rely on the support of an ELO partner near you. The detailed project schedule, including the timeline and budget requirements, need to be considered in the planning phase so you can identify and eliminate potential stumbling blocks early on.
7. Start with baby steps
The ELO Business Partner also helps you to implement the system step-by-step. This ensures that your ongoing operations are not disrupted and the digitalization solution can be rolled out on your live system gradually. The recommended approach is to set up the ECM system on a development and test system and only take it live in the final step. This makes for a smooth transition and allows you to migrate processes to the ECM system easily.
8. Think about the future
When you are implementing an ECM system, think about the future: What will your business processes be like in five or ten years? Will any processes change fundamentally at some point? Which other areas and business processes could benefit from the ECM solution?
Once you've weighed in all these factors, opt for an ECM solution that is flexible and open to extension to ensure you are well-prepared for the future.
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The ELO ECM Suite offers exactly this: The holistic software system for digitalization of your business processes is tailored to your needs and can be extended at any time if your circumstances or requirements change. Find out more about the ELO ECM Suite here.
