The OfficeScope Spotlight

Top 3 Reasons Document Management Fails to Launch & How to Avoid Them

There are many reasons a solution may not launch successfully, but there are ways to nip them in the bud before they come to fruition. We’ve listed the top 3 reasons offices fail to launch document management from our two decades of experience.

You’ve purchased a document management solution but you’re concerned if it will fly with people in your office and how well it will function. In the office, some employees speak negatively about the new process because it’s going to change their daily routine, while others may not have the technical know-how to use it properly no matter how simple the solution is.

Reason #1: No one takes charge

» How do I prevent it? Appoint a project leader.

Appoint an administrator that will keep your team on track to ensure the solution is properly and efficiently put in place. They will ensure your team is up to speed during and after training, and ensure the system is used on a regular basis after training is complete. If no one takes charge to ensure the product is used properly, the project could fail.

Reason #2: Lack of communication

» How do I prevent it? Encourage collaboration but not too much.

Prior to installation, identify where the software is needed most in your office (in particular which department) among your colleagues. This should be done through meetings with department heads and employees who will be operating the system. However, allow the appointed project leader to take charge and make the final decision. This allows the trainers to have a clear direction to ensure your coworkers are prepared for the new process.

Reason #3: Enabling users to stay in the mold

» How do I prevent it? Stop providing access to old processes.

The most difficult part of using a new document management solution is changing the mindset of employees who have carried out the same processes for years or decades. Stop enabling them by providing old processes and tools such as access to old cabinets and files, or old software integrations that your new solution has replaced. Once they are shown the way and trained properly they will follow.

By preventing these common reasons offices fail to launch, your organization will not only learn the product more effectively but will capitalize on the many benefits document management has to offer. However, fear of change can prevent organizations from progressing. As Winston Churchill said, “To improve is to change; to be perfect is to change often.” Let etfile help you progress the right way.