April 2, 2020

ECM Implementation Checklist

Should 2020 be the year your organization rethinks your Enterprise Content Management (ECM) strategy?

Today's ECM platforms streamline all the aspects of a company’s business knowledge and are the foundation for digital transformation. Effective ECM platforms now enable the seamless creation, distribution and management of transnational, operational, and unstructured content; as well as secure data storage and can ensure regulatory compliance. Employees from different departments can instantly access information that previously was siloed, simultaneously quickening decision-making processes and strengthening customer service.

Solutions Review reports that up to 15 percent of organizations with limited capability ECM platforms are set to change their existing solution by the end of 2020.

Whether you are taking your first steps towards using an ECM system, or you’re looking to upgrade your current platform to one better suited to your business’s needs, several considerations are key. Taking the time to evaluate what you need can make your goals clear, help you understand the set-up process and lead to successful user adoption of the new system and resulting business processes. Organizationally, work through the checklist below as you push forward with your ECM strategy.

Why do we need an ECM? What are we hoping to achieve?

The enormous functionality of today’s leading ECM systems means there is vast potential to unlock significant organizational efficiencies. Spend some time deciding what exactly you want your ECM to achieve and how it will transform your enterprise’s day-to-day operations. Are you aiming specifically to promote collaborative working? Does your focus lie on protecting crucial business knowledge assets?

How will we increase user adoption?

Like any process of change, successfully implementing a new ECM system requires clear and regular communication to all employees. Take time to explain why the ECM platform is being brought into the organization and demonstrate how it will make everyday tasks quicker and easier. When the implementation is complete, circulate training manuals and consider running in-person training sessions.

On-premise or cloud?

Both options have their advantages. On-premise ECM installations, for example, offer speed, security and control. Cloud implementations, however, can be more cost-effective and the use of multiple servers provides added protection should any individual server fail. A hybrid model, using on-premise infrastructure alongside extra on-demand capacity in the cloud, is another option that is consistently popular.

What functionalities matter most?

While indexing, search, workflow, and secure repository are among the most popular functionalities in most ECM platforms, it’s important to consider exactly what you are looking for. With cost-per-feature billing particularly prevalent in cloud-based products, there is significant opportunity to reduce costs and keep expenditures lean simply by planning and understanding what capabilities you need – and which ones you don’t.

Does your implementation partner have the right expertise?

Choosing an implementation partner can be a difficult task. You are trusting your partner with the future of your business operations, so it is vital to find a company with a proven track-record and proven experts to guide your project team.

At TerraLink, we are certified ECM consultants and recognized vendor partners. We work closely with leading ECM vendors including OpenText, IBM and Microsoft. TerraLink was named the OpenText Global Reseller of the Year (2016).

Our 25+ years’ experience, plus our dedicated team of more than 700 people operating in six countries, gives you the confidence that we can advise you on the best ECM platform for your organization. We are uniquely able to advise on how your existing or a new ECM system can be integrated with your existing technologies and whether an on-premise or cloud installation would be best suited to your business circumstances.