We’ve all been there—emails pile up, files go missing, and paper documents get lost when we need them most.
You might think the biggest challenge in enterprise content management (ECM) is finding the right software. But the truth is, we just don’t know how to use them well.
Don’t worry. In this article, we will share our industry insights on how to keep your data safe in one place. By the end, your team can find what they need faster before you say, “File lost.”
Let’s get into it.
Enterprise Content Management (ECM) is a digital system that organizes PDF documents, email newsletters, and digital images all in one place. You don’t need to look at file cabinets. ECM makes storing and finding pertinent documents easy. These include policy manuals, billing statements, and audit trails in a central location.
Here’s how ECM can make your business workflow a lot easier:
ECM systems also reduce the organizational risk of losing important files. They store them on content services platforms and make everything easy to access. If something goes wrong, you can restore your files even in minutes.
Take ReadyCloud, for example, a company specializing in eCommerce shipping and returns management. Their ECM system helps them store their invoices, accounts payable, and shipping records in a centralized database. This helps them retrieve files in an instant.
Image provided by the author
Think about any challenges you face in content management to see which component aligns with your needs to help you find the best solutions.
Capturing documents online highlights the benefits of CMS software, especially for scalability. It involves turning paper documents into electronic formats, which means you don’t need to scan piles of paper or hunt through your file folders.
Instead, you just scan paper documents like receipts, import files from emails, or integrate them with CMS software like DocuWare and SharePoint. To make the most of capturing docs online, here’s what you need to do:
With everything organized and easy to access, your team will have better control over your files. In the health and wellness industry, like Pinch, which offers masseter tox, a good ECM system keeps your sensitive client information secure and is easy for authorized personnel only. With careful record-keeping, the ECM helps them securely store client histories and treatment plans.
95% of cybersecurity breaches are due to human error, which is often because of weak access control measures. This highlights the critical need to secure your user control or privacy settings to reduce unauthorized access.
To start, identify who requires secure access to your documents, as unauthorized access can lead to cybersecurity breaches and data leaks. Set permissions that allow them to view, edit, or share electronic file types based only on their job requirements. Check at least 2x a month who has access to your files to ensure everything stays secure and up to date.
Have you ever lost a file and spent hours trying to find it? You are not alone. Employees spend an average of 9.3 hours/week of their workday to search for information. But with ECM, you can store documents in code repositories and retrieve them in just a few clicks.
Typically, modern ECM systems let users interact with an identification system and a search system to access documents stored in repositories. Connecting these components creates an efficient document management workflow where users can quickly find what they need. You should control access with strong authentication methods to ensure only authorized users can retrieve or edit the documents.
To get started, here’s what you need to consider:
Note that it’s best to consider not just the tools and your core business processes but also the team that will manage them. You can explore flexible staffing solutions like Genius to keep your documents organized. Their virtual assistants are proven experts in project management systems and tools to free you from the clutter of paperwork.
If something unexpected happens, like a data loss or a natural disaster, make prompt business decisions to keep you from financial losses or business interruptions.
Here’s how you can preserve your records in your ECM system:
Proper document management extends beyond business operations. In industries like real estate, companies like Eden Emerald Mortgages use strong document management systems to facilitate the mortgage application process. From proof of identity and income to employment assets management, they make it easily accessible anytime you need it.
The last core function of enterprise content management is delivering information to the right audience.
Imagine how much easier it is to work when you don’t have to sift through emails or search for heavy documents. This function makes sure you are on the same page with your team.
Delivering information efficiently means ensuring team members receive updates where they’re already working. In-app notifications can help by providing real-time alerts within the tools they use daily, reducing reliance on emails and ensuring no important update goes unnoticed.
Later on, you can use this to make your collaboration much more effective.
Here is how you can do the implementation process:
Once done, ask your team members how well the new methods of sharing information work. You can do this by creating a quick survey or having a group chat. From there, you can determine what’s working best and what your team needs to improve.
Pick 1-2 action points from each step as you read and assess whether you have the time and resources to implement them.
Companies that set clear goals are 42% more likely to achieve them than those that don’t.
Before jumping in, think about what you want to achieve. Are you looking to retrieve content in an easier way, collaborate with your team, or improve customer experiences?
Knowing what success looks like lets you track how well you are doing. You can see if you meet your goals and make changes if things are going differently than planned.
After setting your goals, create Key Performance Indicators (KPIs) to monitor your progress. KPIs are specific metrics that help you check if you are on track, including:
For example, if your goal is to use Shopify to make money online, focus on enhancing your store’s visibility and optimize it for mobile use. Create visually appealing product listings with on-the-go photo edits and snappy descriptions. You can also use Shopify’s mobile app to track sales, manage inventory, and respond to customers wherever you are.
On a high level, gauge how effectively your content engages visitors and how well your meta tags and descriptions entice users to click through to your site. Use this Shopify SEO checklist to help you rank in the top 10. This includes strategies to optimize your content and product pages. Refine your keywords for better search engine performance.
But if your goal is to boost customer engagement, track how long visitors will stay on your website and how often they leave without interacting (bounce rate). Use these insights to gauge how well your content management system (ECM) meets customer needs.
A high bounce rate or short session time indicates that your content needs adjustments. Optimize your content to align with visitor interests. Consistently monitor these metrics to refine your strategy and connect with your audience.
Find top-performing content management tools that optimize your content workflows. Look for a system that works with your software to improve operational efficiency and make informed decisions.
Here’s how to choose the ideal enterprise content management software solutions:
Think about your own needs and requirements. Do you want to automate workflows or make working together easier for your team? Focus your efforts on solutions that align with your evolving goals.
You can start by listing the specific challenges you are facing. Check the features that are a must-have vs. nice-to-have so you can invest in solutions that solve your problems.
For example, say you’re in the home improvement e-commerce space like Pergola Kits, which sells these patio cover kits. If you want a centralized CMS, choose an ECM solution that manages product images and tracks customer inquiries. This way, you can store quality images and make your product listings available in one place.
As you evaluate ECM solutions, consider the key features that modern systems offer. Look for ECM platforms that offer secure document management, search functionality, and analytics. Together, these features create a strong content management ecosystem, which helps address your organization’s specific needs and challenges.
Each industry has its unique requirements. Regardless of your needs, be sure that the ECM solution you pick provides secure data management and follows compliance requirements. In doing so, you can reduce fines and compliance penalties while having a smooth workflow.
Here are the top 3 that stand out:
| Best ECM Software Solutions | Key Features |
| SharePoint | Integrates with Microsoft Office. |
| Shares document libraries and workspaces. | |
| Provides smart document search and OneDrive AI-powered capabilities. | |
| Laserfiche | Offers an analytics dashboard to track content usage. |
| With e-forms and electronic signatures for paperless processes. | |
| Automates business process management with a visual workflow designer. | |
| Alfresco | Presents content modeling for custom metadata schemas. |
| Delivers AI-powered auto-tagging and content types. | |
| Provides version control with check-in/check-out functionality. |
If you’re looking for a specialized solution that works well with any document organizer software, Wordable is a top pick. It keeps the structured format of images and texts when you transfer them from Google Docs to WordPress blogs. With its easy-to-use interface, you can upload multiple posts at once without hassle.
Once you choose the right ECM software, consider how easy it is to use. An intuitive interface will save you time and reduce your team’s frustration. If the software is hard to use, it can slow down your productivity and affect how well your team can work together.
Look for demo videos or tutorials that can guide you through the software’s features and functions. You can also test any free trials to check how the interface works. During the testing phase, gather feedback from your team members to assess your software’s usability.
Check if the software offers APIs or third-party integrations. APIs are tools that allow different software applications, like CRM systems, to communicate with each other.
Seamless integration will boost productivity and reduce data or content silos. This makes it easier to access and share information and create automated workflows to ensure everyone is on the same page. Customer Relationship Management software, or CRM software, is key in helping businesses manage their interactions with customers and organize internal processes. It centralizes important customer data, tracks communication, and helps teams stay on top of leads, sales, and support.
While it might be tempting to choose the cheapest one, consider the value the ECM software provides. A higher-priced solution can save you money in the long run by reducing manual work.
Request quotes from different vendors to compare pricing. Look for hidden storage costs, like licensing fees, to understand your ROI better or improve manual processes.
Before implementing your ECM, take time to clean up your existing structure content. This is your chance to get rid of outdated, irrelevant, or duplicate materials. A content audit ensures that only applicable data is sent through the system.
Here’s how to do it:
This step outlines what content to create, how to manage it, and where it fits within your brand’s industry, services, or audience interests. To ensure your content remains relevant and accessible, explore popular types of blogs that cater to your industry, services, or user interests.
Gather your team for a brainstorming session focused on identifying these blog types. Think about categories such as health and fitness, fashion, travel, technology, or personal finance. Discuss how each blog type can effectively convey your message and engage your target audience.
As you develop your content plan, outline how each blog post fits into your overall strategy. Use flowcharts to clarify how each piece fits your goals, and consider using flowcharts to show the journey better.
Here’s the digital content lifecycle:
Let’s say you’re managing a blog. Your workflow should look like this:
Writer submits an article → Editor reviews → Marketing Manager approves → Article is ready to publish.
This kind of mapping means that users know exactly what they need to do and when. 91% of B2B marketers use content marketing to connect and engage customers. As you use the above content strategy, write quality posts that drive more traffic to your website.
A new ECM system is only as good as the people using it. Train your team to use it in hands-on workshops. Ask for a clear overview of the ECM features, and let them create a positive hybrid work culture where everyone feels connected. This is regardless of whether they work remotely or on-site.
You can even provide resources like guides or videos for your team to refer to when they need help. This way, each member can learn at their own pace and feel more confident using your ECM software tools.
As you follow the steps in this guide, examine how well your enterprise content management system performs. Can it grow with your business, or will you need more advanced tools, like HubSpot, to keep track of important performance data?
If you are looking to improve your content processes, Wordable is a great option. Our platform can import your articles from Google Docs to WordPress with ease—no copying and pasting required. It’s perfect if you want to speed up your publishing process and get your relevant content live faster. Check out our plans today to see how we can simplify your content workflow.