In organizations, information is stored in many locations and channels – SaaS tools, emails, cloud-hosted folders, various devices and ECM software. 

Consolidating and making sense of all these data silos is becoming challenging.

This is why having an ECM strategy in place is so important. An ECM strategy consists of processes, tools, and policies for organizing, storing, managing, and accessing content to enhance productivity and business performance.

As an ECM monitoring platform, we understand what makes an ECM strategy work, and in this guide, we share everything you need to know.

Table of Contents

Why Do You Need an ECM Strategy?

With organizations increasingly using multiple Enterprise Content Management (ECM) systems, information is stored in many locations and channels.

What if your team spends more time finding and making sense of all the information rather than using it to work on important things? 

An ECM strategy helps in this situation and provides other benefits like:

  • Optimized resource allocation: An ECM strategy streamlines content management processes, reducing manual effort and time spent searching for information. This efficiency minimizes wasted resources and maximizes productivity.
  • Mitigation of risks: ECM strategy outlines how data is accessed and handled, reducing data security risks and thefts.
  • Streamlined business processes: Instead of doing everything manually, a well-made ECM strategy integrates different tools to create seamless workflows and processes.
  • Reduce costs: An ECM strategy helps remove inefficiencies and sometimes even tools that aren’t required. This saves time and money spent on the wrong things.

5 Steps to Create an Enterprise Content Management Strategy

Here is a step-by-step process that will help you create an ECM strategy from scratch that works for your business. Let’s get started.

1. Assess and Define Objectives

The first step involves defining your goals. These could be; 

  • Increasing efficiency
  • Reducing paper use
  • Proper records management
  • Creating seamless workflows. 

We recommend assessing your current content management processes, existing systems, and challenges to ensure your ECM strategy is based on the right purposes and objectives.

This will give you an idea of what to prioritize for your ECM strategy. For example, if your goal is to deliver better customer support, your strategy should focus on figuring out the required content for your support team, how you can modify existing support workflows, and how to bring the support resolution period down with instant access to relevant resources

2. Perform a Content Audit

Conduct a comprehensive content audit to identify all types of content generated, utilized, and stored across the organization. This should involve;

  • SOPs
  • Confidential documents
  • Emails
  • Images and video files
  • Other multimedia formats.

Next, figure out how you’d like to categorize this content. You should involve all key stakeholders in this process to gather input. Some often-used categorization options are based on relevance, sensitivity, workflows, and business value.

The next step is to identify gaps and areas of improvement in existing workflows that an enterprise content management system can cater to.

3. Set Guidelines for Content Governance and Security

Even though ECM systems have basic security features to avoid data breaches, these features are not fool-proof. You don’t want downtime in your ECM systems that harm customer service and end-user experience.

You need to establish governance policies and guidelines to minimize data threats. While many organizations currently have intensive IT teams to keep track of these security threats, it’s not a viable solution in the long run. 

This is why we built Reveille. With an agentless monitoring tool, you don’t need to have extensive IT teams or build everything from scratch. The tool unifies complex ECM systems, proactively finds issues, and notifies relevant people on your team

See how much ROI you can get with Reveille.

4. Develop a Roadmap

This is the most crucial step before you start implementing an ECM strategy. The roadmap should give a detailed idea of how you plan to deploy the strategy – if you’re going to deploy it in phases or go all-in. 

If you go ahead with the first option, you can set certain milestones for each phase or team. Many companies choose to deploy the strategy for specific teams first, who are tech-savvy and would welcome a new system. Once it is successful, it sets the path for other teams to follow.

You should consider scalability, timeline planning, and training needs at this stage.

5. Integrate Your Tools and Systems

Your ECM platform should integrate with existing systems and tools to get the most out of your content management and collaboration activities. For example, if you use a CRM tool, integrating it with your ECM can allow for easy import and export of important details like mailing lists, customer information, purchase history, previous customer support interactions, etc.

This also ensures data is not stored in silos and is easily accessible. If you have adopted multiple ECM tools, you can also look for a way to integrate these systems and have a collaborative way of working.

The Need for Monitoring in ECM Strategy

ECM monitoring should be an integral part of your ECM strategy. 

Take the example of a financial services firm. They need constant access to important documents to provide relevant plans and services to their clients. What if their ECM system faces a downtime? Or worse yet, what if important customer information gets public? This could lead to chaos, dipping trust in your brand, and a financial loss due to non-compliance.

Reveille helps avoid these issues and ensures smooth operations of enterprise content management systems. Reveille’s real-time monitoring capabilities track key metrics like system performance, user activities, and access patterns. Organizations can identify performance bottlenecks, security vulnerabilities, and compliance risks by analyzing this data. 

Reveille’s proactive alerting system also notifies administrators of potential issues, enabling prompt resolution to minimize downtime and ensure high system availability.

Read this case study on how a consumer bank used out-of-the-box application monitoring to get quick notifications on pressing issues.

Make Your ECM Strategy Successful With Reveille

Developing an effective ECM strategy is crucial for organizations aiming to streamline content management processes, enhance collaboration, ensure compliance, and drive productivity. 

Following the steps outlined in this guide, you can create an ECM strategy that aligns with your objectives and delivers tangible results. 

Make Reveille a part of your ECM strategy to ensure your systems run on optimal performance. To learn more about Reveille’s different features, contact our team.