Document management systems make the management of data across organizations hassle free. The automated processes of document management systems take care of important information of your organization. However, you need to choose and implement any solution astutely to reap the benefits of this system. Many organizations are not able to utilize the true benefits of a document management system because of the flaws in choice and implementation of a document management system. Let us discuss some of the most common document management system implementation traps and mistakes.
1. Not involving end users in system selection and implementation process:
A lot of failed implementations of document management systems are a result of this mistake. Organizations ignore the views of end users in choosing and implementing a document management system. This results in unfitting priorities, flawed planning, inadequate training and no value addition in the organization.
All the potential end users from different departments should be involved in the process of research, planning and implementation of a document management system. If you only involve managers and ignore the end users, then you are making a big mistake. The management will not use the system on a day to day basis. It is the administrative staff, legal staff and other relevant users that will use the system all the time. Therefore, make them part of the selection, implementation and training processes if you want an ultra-successful implementation of the system.
2. Assigning the selection and implementation responsibilities to the IT department:
Most organizations leave the choice and implementation of document management systems on IT personnel. There is no doubt about the fact that IT department plays a vital role in choosing and implementing any system. However, they are not the end users. A document management system is a tool for business and relevant departments should be given every chance to take part in the analysis, design and implementation of this system. In this way, the system will provide utmost benefits to the business.
3. Underestimating the work load during the implementation of a new system:
This is one of the most common mistakes made by the managers and supervisors during implementation of new systems, including the document management system. In the context of document management system implementation, most managers are unable to estimate the work load during the transition to a new system. This may result in chaos as the deadline of transition from old system to new system approaches.
The employees might need to work over time to process decades of documents during the final stages of the implementation. Contracts and legal documents are no joke. They will need proper care in handling and temporary staff or clerks may not be the right personnel to do this critical job during the final stages of implementation of a new system. Therefore, it is very important that managers and subordinates do not take the implementation and transition process lightly. They should allocate proper time and resources for ensuring smooth transition.
4. Underestimating the training needs of employees.
Nobody likes change and it is unwise to expect that employees will gleefully start using a new document management system from Day One. Employees will need proper guidance and training before they can use the system as expected. The best approach would be to introduce the new system in few departments at one time. This way you will be able to train the employees properly. Start with the departments that are expected to use the system extensively.
Remember, people are change resistant. So, you should start the training by highlighting the advantages of the new system. Then, you should also explain the document flow process to your employees in a detailed way. This will help them understand the importance of a new tool and they will take interest in learning and adopting the new system. If you involve your employees form the beginning, then this move will also help you in smooth transition. You should also note down the feedback from the end users and incorporate changes in the early stages of implementation. This will help you avoid frustration in the final stages.
A successful system implementation is the one that is driven by the employees and not the other way round. Therefore, it is important that your employees feel comfortable during the whole process of implementation of a document management system. This will help you get the most out of the brand new document management system in your organization.