Thanks to the onset of the global COVID-19 pandemic, more and more businesses find themselves in urgent need of a digital transformation to stay afloat. This includes both organizations who were previously interested in the idea but who didn’t think it would happen quite so quickly, along with those who never really gave it much thought at all.
Regardless, your IT department will play a crucial role in determining whether your own transformation is the success you need it to be or the failure you fear it might become. More specifically, there are six core IT department roles that will be instrumental in guiding your organization’s digital transformation.
By far, one of the most important contributors to the success of your digital transformation comes down to the cloud specialists you choose to surround yourself with.
Remember that these professionals are tasked with doing more than just managing the migration of information and services from one platform to another. They also need to be on hand to quickly troubleshoot any issues, to help team members navigate the cloud environment, and to help mitigate risk for your rapidly transforming organization. This is especially true during the COVID-19 era, where industries are constantly evolving in new and unexpected ways and businesses have to evolve just as quickly to stay ahead in increasingly uncertain times.
Another invaluable role during your digital transformation will be that of the system integrators. These IT professionals will need to customize the employee experience before, during, and after the digital transformation itself, carefully selecting the best combination of hardware, software, networking, and storage products to support your people and the important work they’re doing on a daily basis.
In a best-case scenario, systems integrators will be able to create a highly specialized experience that not only meets your business’ needs as they exist today, but that also makes sure your technology is finally aligned with your long-term business goals — which is a big part of what your digital transformation is supposed to accomplish, to begin with.
Any digital transformation always brings with it a certain degree of risk in terms of cybersecurity, which is why another one of the most important IT department roles that can mean the difference between success and failure will ultimately come down to your information security team.
As more and more information and activity happen within a cloud-based, “anytime/anywhere” infrastructure, security must become and remain a top priority no matter what. Information security specialists can not only help come up with a cybersecurity strategy that makes the most sense given your environment, but they can also monitor for any suspicious activity to help stop small problems today before they have a chance to become potentially catastrophic ones tomorrow.
Hidden inside the massive volumes of data that your business is creating on a daily basis is a treasure trove of insight that would have otherwise gone undiscovered. This is especially true during a digital transformation when you need access to current and high-value information to make the most informed decisions possible every day.
Data analysts help enormously to that end by retrieving, gathering, and analyzing data — all of which allows you to take a more organic data-driven approach to what you’re doing. Not only can they spot important patterns and better understand how certain activities impact your business, but they can also make smarter recommendations on how to improve your operations to help you reach your long-term goals more efficiently than ever.
The User Experience (UX)
User experience designers also have a crucial role to play in your digital transformation by capitalizing on opportunities to improve not only the accessibility of your system but its usability and interaction potential as well. In a larger sense, they’re tasked with providing all of your users with the best possible experience that they can — all so that your employees can spend less time trying to figure out how to get their technology to work and instead focus on putting that technology to work for them.
This is once again particularly important during COVID-19, given the fact that your online experience is essentially the only experience that you’re able to offer your employees for the foreseeable future. Therefore, user experience designers are critical to not only help make sure that your digital transformation goes off without a hitch but to do so in a way that also makes sure that your employees have access to everything they need to do their jobs every day.
Finally, we arrive at information management specialists, otherwise known as the hardworking men and women who are tasked with making sure that data is flowing freely across your organization at all times.
Especially when you’re talking about something as important as digital transformation, you cannot afford to deal with data silos at any point. If you’re not sure where information is or even what is important and what isn’t, it’s difficult to make sure that everything transitions from one system to another as securely and as smoothly as possible. Information management specialists can leverage solutions like M-Files to bring all of your data together, regardless of where it might be stored. An information management platform like M-Files will create a single data repository for all of your important files, regardless of whether they’re stored in the cloud, on personal drives, on network shares, or on something else entirely.
In the end, any digital transformation will always be a time-consuming and somewhat stressful process, but that is especially true during the COVID-19 era when more people are working remotely than ever. But by making sure that these six core IT department roles are filled before, during, and after the transition, you’ll have put your business in an excellent position to enjoy all of the benefits of this process with a few of the potential downsides as possible.
According to Nitro, workers spend an average of 50% of their time creating and preparing documents. Yet, document issues account for more than 21% of daily productivity loss.
Businesses depend on information — documents, files, data, content… everything. It is the lifeblood of just about every organization. The past few years have seen a reckoning for companies in how they capture, store, structure, and disseminate information within the organization. The explosion of information across the enterprise has made it an IT issue that cannot be ignored.
The reason is simple… unstructured data is generated at an alarming rate and it’s burrowed away in siloed applications — think email, chat logs, network drives, CRM. This combined with the huge rise of remote work in 2020 has put intelligent information management solutions like M-Files in the spotlight. The way these solutions combat the problem is revolutionary, featuring transformative capabilities like AI-enabled tagging and collation of content across otherwise disconnected repositories.
To put it into proper perspective, let’s examine the obstacles to efficient information management and the six trends you can expect in 2021.
Pervasive (but Not New) Challenges in Information Management for 2021
Companies are consistently battling several information management challenges, elucidating the need to combat them with a frontline intelligent information management system. Top of the list of challenges are:
- A flood of unstructured data — all information not contained in tidy databases, the information contained in documents, PowerPoints, email attachments, email messages, chat logs
- Difficulty in organizing and classifying data, especially in a traditional hierarchy of file folders and subfolders
- Content scattered across the entire information landscape in siloed systems and applications, like a wasteland of misfit documents
Hopefully, some of the trends mentioned below will help ameliorate some of these challenges.
Improving Information Findability with Federated Search
Over 60% of information workers needed to access at least four systems, according to CMSWire. Federated search describes a search technology that can scan several sources for information at the same time. By default, federated search capabilities are baked into the M-Files solution. M-Files doesn’t care where your documents are. Searches can be completed across all company information silos to return results, regardless of where the files live. That’s the power of focusing on content over location — decoupling the content from its repository.
AI-Enabled Information Management Functions
Artificial intelligence is ever-present in many technologies we use, and information management is another technology that has a prominent place now for AI. It’s especially useful in a few ways: AI can comb through large amounts of data, for personally identifiable information as an example, and AI can suggest metadata tags to help classify data.
M-Files has spent extensive resources to stay on the bleeding edge of AI in information management. M-Files offers several intelligence services that will help you automate your office work.
- M-Files Smart Classifier: Automatically suggests a Class for an object, such as “Template”, “Agreement”, or “Offer”
- M-Files Information Extractor: Automatically scans through the content of a document to suggest relevant metadata
- M-Files Image Analysis: Automatically examines the image to suggest captions, categories, tags, and facial analysis results as metadata suggestions
The Rise of Anywhere, Anytime Access to Information
The year 2020 will go down in the history books. The whole world was shaken by the COVID-19 pandemic and for businesses, this meant deploying a large remote workforce to ensure business continuity. It put into stark contrast those that were ready with digital transformation and those that were behind the curve.
Knowledge workers needed remote access to company information and files. They needed the same experience from home as they would at the office. By far, the number one most vital part of any successful remote, flexible work strategy has to do with a true information platform at the center. At its core, an information management system is precisely what it sounds like — a solution designed to facilitate not only the storage of critical data but also the organization and retrieval of that same information.
M-Files provides remote access to information from anywhere in the world and from any device. Now, employees can work from anywhere — the hotel, their home, an airport, a client location… anywhere.
Much like remote work and remote access, flexible and diverse tools that enable hassle-free collaboration will be an indispensable part of a company’s tool stack. As traditional working models shift to a collaboration-centric model, intelligent information management tools like M-Files are needed to enable that shift.
But we’ve moved past just enabling collaboration into an era of optimizing it. From sharing documents to tracking tasks to co-authoring, these technologies ease the burden of collaborating, even in a remote work environment.
Connecting Disparate Information Silos
Employees shouldn’t have to toggle between applications, programs, and tools to find the information they need. M-Files and the Intelligent Metadata Layer deliver a simple, unified user experience for modern information management. You can browse data in all connected systems and repositories, whether in the cloud or on-premises with the same user interface — something that other ECM solutions don’t offer.
Friendly and Attractive User-Interface
Now that information management solutions have reached a certain level of maturity, part of the focus has shifted to creating a sleek user experience. Users have become spoiled by Netflix, Amazon, Google, and others and they now expect dynamite user interfaces in business, just as they have in their personal lives.
In 2021, M-Files has put the focus on the UI and the experience — highlighted first by M-Files’ new and improved web interface. It’s a trend that will pervade information management solutions of all types and sizes — lest they be bested by competitors that will put the proper resources into intelligent UI design.
As you gear up to take advantage of these emerging trends, you might be interested in exploring the M-Files intelligent information management solution. M-Files goes beyond traditional ECM — automate manual workflows and allow employees to work more productively, and M-Files is equipped with out-of-the-box, built-in AI to help classify and find information. Ultimately, M-Files helps organizations find and manage business-critical documents and information from any device, no matter where it’s stored — preparing your organization for anything 2021 might throw at you.
M-Files bested all competitors in this year’s edition of the Nucleus Research Content Management (CM) Technology Value Matrix. Similar to the Gartner Magic Quadrant, the matrix places vendors in four regions — assessing them on two key factors: functionality and usability. M-Files earned the top spot for both criteria, placed in the Leader quadrant for the seventh consecutive year.
As an independent third-party analyst, Nucleus Research has logged twenty years in the technology research and advisory space. Their website boasts: “By following an ROI case-based, investigative approach, our research delivers factual analysis and insight that helps organizations present the financial, and operational value of a technology solution.”
This year, by necessity, companies have gravitated to technology solutions that can help facilitate a remote, flexible workplace. Content management technology has been thrust into the spotlight to help provide the same work experience at home as at the office. Simple file-sharing or cloud storage solutions just aren’t enough.
As Nucleus mentions in the report:
“The shift to remote work has strained the limits of traditional, monolithic Content Management solutions, forcing companies to focus on defining a strategy to deal with the growth of volume in content, data, and document needs, rather than traditional document storage.”
The Nucleus report can be invaluable for technology reviewers in determining which enterprise content management solution is best for their organization and the explosion of data, documents, and information.
To make the most well-informed decision, get the inside track on top CM solutions from an impartial third party with a complimentary copy of the 2020 Nucleus Research Content Management Technology Value Matrix. It’s a must-read report where you can find the strengths of each vendor and match them up to your organization’s needs.
Click the link below to download Nucleus Research’s assessment of 17 top vendors, including the following highlights:
- The Technology Value Matrix and the market positioning of ECM vendors in terms of usability and functionality
- An analysis of the strengths of each vendor’s solution and the value that is delivered to the client
- Insights on overarching ECM market trends and challenges