8 Reasons You Need a Strategy for Managing Information...Before it's too late
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Transcript of 8 Reasons You Need a Strategy for Managing Information...Before it's too late
8 Reasons You Need a Strategy to Manage Information – Before It’s
Too Late…
Atle SkjekkelandVice President, AIIM
www.aiim.org
www.aiim.org
#1 - A tidal wave of information
Which of the following benefits would most likely justify a spend on collaboration tools within your organization?
Source: AIIM
Improve Collaboration
Enhanced team-work and knowledge sharing
Reduced time and effort to find information and documents
Improved efficiency of document or proposal creation process
Faster project delivery
Reduced travel costs and time
0% 20% 40% 60% 80%
#2 - Ubiquitous computing
Microsoft's SharePoint plays a key role in Windows Phone 7 Series' Office Hub, the center of business activities in the new smartphone operating system.
Source = http://www.pcworld.com/businesscenter/article/189540/Windows_Phone_7_Spotlights_SharePoint_Collaboration_Features.html
#3 - Social everything Cluetrain Manifesto – updated:Markets [and organizations] are conversations.
• 17,000 internal blogs• 100,000 employees using
internal blogs• 53,000 members on SocialBlue• A few thousand IBMers on
Twitter• Almost 200,000 on LinkedIn• 50,000 in alum networks on
Facebook and LinkedIn
Source = http://www.socialmediaexaminer.com/how-ibm-uses-social-media-to-spur-employee-innovation/
• Live for 2+ years• 15,000 registered users• 27,000 unique visitors/month• 4.6 million page views/month• 150,000 average page views/day• 160 active communities• 110 active groups
None
A Knowledge Worker’s View of the Enterprise
Potential
Weak
StrongTies
Source: Andrew McAfee
Benefits
Source: “How companies are benefiting from Web 2.0: McKinsey Global Survey Results”
Internal Uses % of respondents Access to Knowledge 68% Access to Internal Experts 43% Employee Satisfaction 35% Increasing Innovation 25%External Uses Increasing Customer Satisfaction 43% Increasing Innovation 22%
#4 - Collaboration without governance is a disaster
Improve GovernanceFor each type of content, evaluate the degree of control that exists in your organization in managing it.
All respondents (462)
Corporate records
Paper forms
Marketing materials
Web content - archive
E-mails
Office docs (Word, Excel, etc)
Blogs and Wikis
SMS messages
0% 20% 40% 60% 80% 100%
Very well managed Well managed Managed Somewhat unmanaged Very unmanaged
#5 - The era of simplicity
“It is easier to locate ‘knowledge’ on the Web than it is to find it on our internal systems ”
80%
73%
64%
18-30
31-45
>45
Source: AIIM
Ease of Use
#6 - The Tree-Hugger’s time has come
Key Benefits of ImagingDimension Imaging helps by…Reduced risk around document disclosure • Enabling document-level protection of
scanned material.• Eliminating possibility of loss, destruction, or deterioration of physical document.
Improved auditing efficiency • Providing faster retrieval and accounting of digital documents.• Enabling more sophisticated classification and remove access to documents.
Reduced paper costs • Lowering amount of physical storage space needed.• Lowering costs for paper procurement and management.
Increased employee efficiency • All levels of employees see efficiency gains.• Headcount can be reduced at the administrative level.
Source: “The ROI Of Imaging” report, Forrester, September 29, 2009
Improve searchability of business documents (knowledge management)
Records security and accessibility (compliance)
Improve process throughput (productivity)
Improve speed of access (customer service)
Reduce physical storage space (office costs)
Reduce usage of paper and copying (environmental)
Improve resilience to incidents (business continuity)
More options for re-location, outsource, etc. (organizational flexibility)
0% 10%20%30%40%50%60%70%
What are the strongest drivers for scanning and capture in your organization? Max. THREE.
Business Drivers
10+ employees ,Non-trade
(742)
How would you rate the success (ROI, service improvement, etc) of the following processes/document types?
Business Processes
InvoicesLegal and contractApplication forms
Correspondence and mailChecks/Cheques
Compliance/consent formsExpense reports
Purchase/Sales OrdersHR forms and resumes
ClaimsRemittances
Account opening formsOrder forms
Tax forms/returnsMedical forms and records
Delivery notesSurveys and quality dataCitizen registers/census
0% 10% 20% 30% 40% 50% 60% 70% 80%
Excellent Good Average Poor
10+ employees,World (702)
Line length indicates “We don’t do this”
#7 - You can no longer do this alone
Evolution of US Federal Technology
• Foster adoption of Web 2 .0 functionality in government
• Move beyond a horizontal approach to a networked approach
• Focus on mission critical activities
• Drive towards simplicity
Source: National Academy of Public Admin / Vivek Kundra, Fed Gov CIO
Apps.gov
#8 - Mismanagement risks are rising
Information Management Compliance
Compliance = legal requirements + industry standards + organisational policies and guidelines, and more...– Finding and retrieving information on demand– Controlling access and confidentiality– Monitoring and reporting for enforcement– Comprehensive auditing– Secure retention and destruction
Source: Ovum
1. A tidal wave of information – we are experiencing information overload
2. Ubiquitous computing – computers and cell phones are everywhere
3. Social everything – its not if, but when you will implement social software
4. Collaboration without governance is a disaster – what can we learn from our shared drives?
5. The era of simplicity – organizations want smart solutions that are easy to deploy.
6. The Tree-Hugger’s time has come – the importance of corporate social responsibility
7. You can no longer do this alone – you need intelligent solutions to survive
8. Mismanagement risks are rising – you need to change!
Thank You!Atle Skjekkeland
Vice President
AIIM
Email: [email protected]
Twitter: Skjekkeland
URL: aiim.org