Never are the holes in an organization's program more exposed then when an unplanned crisis occurs, such as public health crises, natural disasters, cyber outages, etc. Recently, because of the COVID-19 coronavirus, numerous organizations have suddenly been forced to enact work-from-home policies and travel restrictions to minimize risk of the virus spreading through their ranks. The ripple effects of the restrictions put in place to curb the spread of COVID-19 are just one example of how critical it is to have the right digital workplace tools in place to support productivity when your workforce is suddenly distributed.
Technology, Processes and People All Have a Role
An enterprise content management (ECM) system engineered for collaboration is one of the keys to maintaining productivity in a distributed work environment. Microsoft Office 365, Box and Alfresco are great examples.
If you've already deployed one of the more effective ECM systems, that's great - but only half the battle. If employees don't consistently use it, they will have a difficult time when disruption occurs and they're forced to jump into it. Maybe they've saved files onto USB drives or desktops instead of utilizing the cloud-based ECM that's in place. Maybe they have no clue how to work with versioning on collaborative documents because they've only been collaborating in person or by email. If you don't implement information governance policies and procedures when you roll-out cloud-based ECM, along with a change management plan, employees may have vastly different levels of productivity during disruptions.
Here are some questions to ask yourself, to identify common holes we see in digital workplace programs across a wide spectrum of critical applications that your organization will need to maintain in times of disruption:
Ask Yourself, "Are We Prepared for Disruption?"
- Can employees access critical documents remotely without a lot of hoops?
- How do teams meet and collaborate remotely in a crisis?
- Are we supporting business productivity with digital forms and electronic signatures?
- Is automation in place that keeps operational processes and customer communication moving with minimal human intervention?
If you don't have satisfactory answers to these questions, there's work to do to ensure business continuity and productivity in times of crisis. Doculabs has helped hundreds of clients over more than 25 years to improve content management and collaboration. We can help you patch the holes. If you would like to talk to one of our experts, contact us to arrange a call.