Develop an Enterprise Content Management Strategy and Roadmap
Organize your documents and files to make your content findable.
Member Challenge
Organizations face several content management challenges:
- Understanding and adhering to the right laws for your jurisdiction and industry.
- Optimizing contract processing workflows.
- Changing the culture from email and paper processing.
- Ensuring you have a records and information management and workflow foundation in place.
Our Advice
Critical Insight
- ECM is critical to organizational survival. ECM underpins effective information management, which is vital to surviving and thriving in the Digital Revolution.
- Engage many hands to make light work. Changing your ECM capabilities is about changing organizational behavior; take an all-hands-on-deck approach to make the most of information gathering, create a vested interest, and secure buy-in.
- ECM is a living, breathing thing. World-class ECM capabilities are not built overnight; be realistic about what you can achieve in this iteration based on your maturity.
- ECM is a business strategy, not an IT service. Modern content management is designed to be business driven and managed. Engage business users early and often in the ECM strategy and apply design thinking to the solution.
Impact and Result
- Establish a starting point and determine what is in scope for your ECM strategy to get the most value from your project.
- Conduct an operational assessment to find out what your people need.
- Create a roadmap that will bring your future-state ECM capability visions to life.
- Kick-start project execution with a comprehensive ECM roadmap execution toolkit.
- Empower your content managers and users with an understanding of best practices for being active information stewards.
Research & Tools
| Name | Actions |
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1. Kick off the ECM strategy project
Define the scope of your ECM strategy, outline strategic objectives, assign roles and responsibilities, and gain project approval.
| Name | Actions |
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ECM Strategy Development Project Charter Template
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Develop an Enterprise Content Management Strategy and Roadmap – Phases 1-3
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Enterprise Content Management: Introduction
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ECM Use Case Framework Template
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2. Understand the current ECM operations and determine the future ECM capability
Conduct an ECM operational assessment, identify improvement opportunities, and determine future-state visions for your ECM capability.
| Name | Actions |
|---|---|
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ECM Strategy Operational Assessment Elicitation Guide
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ECM Strategy Roadmap Creation Tool
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ECM Information Flow and System Architecture Template
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3. Develop, socialize, and execute the ECM roadmap
Select and scope work initiatives to build and execute your ECM strategy roadmap.
| Name | Actions |
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ECM Strategy Stakeholder Presentation
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ECM Content Audit Tool
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ECM Taxonomy Designer Tool
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ECM Information Governance Policy Templates
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ECM Strategy Change Register
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ECM Capability Governance Charter Template
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Onsite Workshop: Develop an Enterprise Content Management Strategy and Roadmap
Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.
Do-It-Yourself Implementation
The slides in this Best Practice Blueprint will walk you step-by-step through every phase of your project with supporting tools and templates ready for you to use.
Project Accelerator Workshop
You can also use this Best Practice Blueprint to facilitate your own project accelerator workshop within your organization using the workshop slides and facilitation instructions provided in the Appendix.
Module 1: Establish Business Context and Value
The Purpose
Understand the business opportunities and use cases.
Key Benefits Achieved
- Pinpoint the business opportunities for and scope of the ECM solution.
- Understand scenarios and stakeholders in key ECM use cases to inform decisions about the solution.
| Activities | Outputs |
|---|---|
| 1.1 Conduct use case analysis. |
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| 1.2 Conduct business capability mapping. |
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| 1.3 Identify the ECM vision and mission. |
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Module 2: Understand Current ECM Capabilities and Plot Target-State Levels
The Purpose
- Understand ECM operations.
- Understand current ECM capabilities and maturity: governance, information architecture, processes/workflows, systems architecture.
- Identify target-state ECM capabilities.
Key Benefits Achieved
- Define the flow of documents and information landscape. to identify opportunities
- Provide clear guidelines to users about appropriate use of technology.
- Create a map to plan and check integrations.
| Activities | Outputs |
|---|---|
| 2.1 Review and analyze the information management landscape. |
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| 2.2 Define where the files will originate and what the flow is (lifecycle). |
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| 2.3 Define the scope of the ECM strategy and project. |
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Module 3: Plan ECM Work Initiatives
The Purpose
- Define work initiatives to achieve target state.
- Set metrics to measure success.
- Define governance and operating models.
Key Benefits Achieved
- Focus on and invest in most important capabilities for the most impact and ROI.
- Clear direction and metrics for success.
| Activities | Outputs |
|---|---|
| 3.1 Evaluate and prioritize performance gaps and opportunities. |
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| 3.2 Develop and consolidate ECM target-state initiatives. |
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| 3.3 Develop target-state ECM operating model. |
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Module 4: Formulate a Plan to Get to Your Target State
The Purpose
- Build initiatives into a plan with responsibilities and timing.
- Define immediate next steps.
Key Benefits Achieved
- Detailed action plan to execute ECM strategy.
- Valuable resources identified to assist in strategy execution.
| Activities | Outputs |
|---|---|
| 4.1 Identify and prioritize next steps. |
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| 4.2 Define roles and responsibilities and complete a high-level RACI. |
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| 4.3 Wrap up and discuss next steps and post-workshop support. |
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Testimonials
Having someone who works on these topics with a number of other companies either within my industry or outside. As a customer you can understand if an idea you have is feasible and may have been attempted by someone else. You also have the opportunity to...
Andrea was fantastic!!! The VF IT Team found the information around ECM extremely useful and we are excited on building on this first analyst session to see how we can take ECM off the ground at Vancouver Foundation. The only worst part is that we r...
It was hard to complete the above estimates as we are at the start of the project. Best: Andrea is very professional and knowledgeable and had some great insights. Worst: None
Best: tools provided were very detailed, breaks allotted, knowledgeable expert. Worst: time taken away from work duties, alignment with our expected results was limited, felt as if this was the first time this strategy was being conducted.
More time was needed to complete some of the discussion. Need more coordination with the NGC team to focus the discussion for each session so that even more could be accomplished within the allotted time. Great engagement with the NGC team and sharing of...
Worst: At the beginning the conversation was too high level Best: After we got aligned with the topic; the analyst provided excellent content.
I was disappointed that they don't have anything on Microsoft Purview, since MSFT is a big player in this space.
The best part of the experience was the expert facilitation provided by the very experienced and knowledgeable Info-Tech Research Group consultant assigned to us, who connected very well with our team and elevated our collective knowledge and understandi...
Clear communication, a prompt follow-up as promised.
The best part was understanding the components of an ECM operational model. This was a bit daunting since we have quite a bit more implementation work than previously expected. We are grateful for Reddy's guidance to avoid this not feeling like an overwh...
Andrea was very knowledgeable in the subject. However, her delivery style could not keep people interested for long. She sounded very academic. She also was not good with follow up.
The conversation with Andrea was one of the best analyst calls we had with InfoTech, insightful, informative, and with exact actionable items for us to follow-through as we look to initiate our HR digitalization project. The actual project start has been...
Best part of the experience--better understanding of ECM activities and interdependencies; assistance in defining in/out of scope for immediate project; getting my team at the same level of ECM understanding Worst part--I think that for LION, we could h...
The call exceeded my expectations, we cover best practices, frameworks and above all real world examples!
informative, and a very collaborative team-day 1 should have included some type of ice breaker , since not all participants knew each other , very knowledgeable facilitator -good partnership, end of workshop seemed a bit abrupt and confusing-there could ...
The presentation was detailed, interactive and contextually delivered to address the project requirements; with rich set of supportive tools and templates. We hope it can even get better on our follow engagements with the Analyst.
Good first contact and discussion. Team was engaged and mostly likely will continue to participate in future meetings.
Best: Having structured templates and processes to follow. Worst: 4 days of a Teams session!
Very helpful. Many thanks.
Igor's insights were valuable to me personally, as my knowledge of SharePoint is very little. Igor has shed lights on different approaches we'll be taking as we embarked on the project to migrate to SharePoint online and deployment of Microsoft 365.
Very informative and clear explanations.
In the above metrics I'm not sure of the time or financial impact but I know that the information provided was valuable. Igor is very knowledgeable about the subject and we were encouraged to hear that some of the decisions we have made were in agreemen...