In a business, information within the company is a powerful tool. If someone has a piece of information but cannot transfer it to others in the company, the information is not as useful as it could be if it was widespread and easy to access. For example, if you have a document with sales information but have to spend half the day getting this information to the right people in the sales department, the company would not be operating very efficiently.
The way companies have remedied this is by taking full advantage of the internet and using Enterprise Content Management systems. Using these systems, an administrator can make certain information available to everyone, or just specific people, with the click of a button and a simple file upload.
ECM has also enabled businesses to chat in real time about current projects. Instead of waiting for an e-mail to come through, the information can be instantaneously transferred without saying a word or sending an e-mail. It is almost as though the company is in a big meeting all day; everyone sits at a long table and discusses their project while each person does his or her work on the computer. ECM can provide all the communication without being in the same room as hundreds of other employees at the same time. Enterprise Content Management systems should have two main qualities: functionality and simplicity. Not everyone in an office will be as technically proficient as others, yet a business still wants many features as part of their Enterprise Content Management.
One main feature that businesses look for in their ECM is Workflow management.
This software can help you save time by automating routines and subroutines that you would otherwise spend a lot of time on, such as data entry and e-mail filtering. In addition, workflow software can be configured to process data entry so it runs in the background. The term workflow is used in general to describe the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step in a business process. These steps are clearly outlined so the program can tell you when you are done with a project and what you have left to do. So next time you are shuffling through a multitude of files, it may be a good idea to look into Enterprise Content Management. Your employee morale along with project efficiency can greatly increase!