6 Common Challenges in Enterprise Content Management

The rapid growth in the amount of information generated within companies and how it is being managed has a direct impact on business performance, employee productivity, the complexity of the IT infrastructure, and most importantly the business. The style is changing. Understanding where your company is today and having a clear view of its internal processes and information infrastructure is key to determining what your problem areas are and where you need to invest in the future. ۔ But skeletons can be hard to find in our closets.

That’s why we’ve set out six common challenges in enterprise content management so that you can face the deeper chapters of your organization and point out that your business communication is being damaged, collaborating. Or the process can be slowed down.

# 1 — Deciding is based on difficult and incomplete information
Research shows that employees spend an average of 20 minutes of their time searching for insider information or finding colleagues to help with specific tasks. What does this statistic look like in your company?
Can you easily find business-related documents and get the latest information? If you answered “no”, chances are that important business documents in your organization are scattered in folders, paper files, email accounts, and even shadow IT systems, all of which are collaborations and information flows.

Are slowing down Such a fragmented framework provides a different set of facts for different people. Combined with a lack of communication between peers, this leads to incomplete or inaccurate decisions. If not now, it will ultimately reduce efficiency and productivity, stifle innovation and affect business.

# 2 — Poor customer service due to scattered information
Today’s growing customer demand requires support platforms that effectively integrate knowledge, content, and resources. The ultimate goal is to provide a 360-degree view of prospects and customers for all employees and provide the best possible experience.
Failures are often caused by the spread of case information on CRM systems, paper files, and email folders. Without digital end-to-end processes, problem-solving is not properly managed, case progress is not transparent, and it is impossible to measure KPIs. All of this leads to customer satisfaction and loyalty, which damages your business reputation.

# 3-Insufficient and non-compliant storage of data and documents
Increasing regulation and industry compliance policies are driving companies to automate the scheduling of documents for electronic storage and record keeping. Do you still maintain a paper-based storage system for long-term archives? Can you handle audit requests or legal inquiry requests in the event of a lawsuit?

You either do not have a digital archive system, or it does not effectively support business and user needs. Access to critical digital content, such as basic business information or industry-related regulatory assets, is neither immediate nor secure, and you cannot provide clear information on this trail as to who, when, and under what. Requested information, accessed and viewed. Which are specific conditions.

# 4 — Manual processing of incoming communications
Decisions are made at any time based on the information available, but often, that information can be distributed in someone’s inbox, or on paper, while waiting for the mail to open, photocopy, or physically.
You have plenty of paper documents that are an important part of your (digital) process, but automatically digitize all incoming information streams (paper mail, email, fax, etc.) and assign them to each process. There is no way to do it. You try to set up a digital process from end to end, but there is still a dramatic amount of money on manual digitization and classification of fabricated documents, such as receipts or reports. Waste valuable time that they can devote to more important jobs.

# 5 — No access to meeting insights and decisions
Board and staff meetings are often the result of decisions that affect a number of departments and functions. Participants and other colleagues may need to review the minutes of the meeting to confirm whether the planned process is after a decision or to gain insight into the historical development of a particular issue.
Can you easily access documents related to the meeting, such as files or content about a specific topic that mentions a specific person or position? Or are they primarily stored in audience emails?
If meeting documents require people to print agendas and extras, or you need IT involvement to provide exceptional access to peers, you’re just trying to get everyone involved. And they are not improving the real value of the debate. Preparing, managing, and storing meeting documents is as much time-consuming as searching for information from past meetings. And there is no way to ensure that confidential information is viewed only by authorized persons.

# 6 — Document mismanagement in quality management
Document control is an important task for companies doing business in quality standards (such as ISO 9001) and regulated environments. When it comes to quality management, document mismanagement can easily lead to serious financial and human consequences, such as plant shutdowns and unemployment for the parties responsible.
Does your quality department have a systematic approach to quality documentation and standard operating procedures (SOPs) from creation to disposal? Often quality managers struggle with document management for documentation, lack formal procedures for review and approval, or lack a transparent and audible way to review cycles for digital documentation and distribute approved versions to peers.



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BENEVOLENCE TECHNOLOGIES is a leader in Enterprise Information on Management (EIM) products services. Our EIM products enable businesses to grow faster.