Enterprise Success in 2019: Cloud Solutions and Healthy Content Workflows

Dec 12, 2018

Article ImagePhysical paperwork is disappearing from today’s enterprise — but its inefficiencies and disorganization are not. Misled efforts to modernize are to blame. If the transition to digital document solutions was a win for enterprise efficiency, then the investments in cloud strategies that followed were a loss.

Businesses are too often adopting a medley of cloud-based workflow solutions that have detrimental effects on enterprise productivity. While these systems — document management, business process management and template management — are helpful on their own, the disconnect between them causes serious problems for enterprise workflow.

For many industries — such as law, professional services, and finance — documents are an integral part of the product. Hybrid cloud solutions, then, should be major productivity-boosting profit drivers. Instead, documents are consistently lost or poorly organized, causing employees to spend hours of their day searching for assets.

Enterprises have failed to apply cloud strategies with a mindful, methodical approach. An even greater number are unaware of the problems now within their content systems, applying “out of sight, out of mind” mentalities to workflow inefficiencies. It’s only when industry frontrunners mitigate their own document inefficiencies that the dangers become clear to all. To stay ahead of the game, leading enterprises must take initiative to streamline their cloud solutions.

As a new year approaches, the need for a hyper-connected content workflow should be top of mind for all enterprises, regardless of industry. Without this, businesses risk being left behind and encountering significant problems with:

  • Accuracy—Disorganized document workflows tend to produce inaccurate content, especially when they rely on humans to move documents between platforms. With a disorganized, multi-platform workflow, it becomes difficult to ensure that everything is done correctly, on-brand and in a streamlined manner. Rebrands, brand updates, mergers and acquisitions can transform an enterprise’s brand identity overnight. Clients can become confused if presented with inconsistent documents and details as minute as word choice can have serious effects on the way documents, presentations, spreadsheets, and emails are received. By automating branded document template management, enterprises can ensure that content is universally updated and adheres to the most up-to-date guidelines.
  • Compliance—More critical than accuracy is compliance. The risk of non-compliance should not accelerate with the pace of content creation. Disclaimers and disclosures can easily fall out of date, and non-compliant content can lead to lawsuits and hefty fines. A centrally managed system reassures compliance managers that the entire organization has adequate access to digital assets and templates that automatically update to comply with current standards. Many of the cloud services offered are highly secure and General Data Protection Regulation (GDPR) compliant and store a minimal amount of sensitive consumer data.
  • Connection—Disconnected digital assets can put a halt to content creation for remote workers. Document repositories that are limited to a single device or local server decrease workflow system productivity as a whole, and too much time is wasted by content producers logging in and out of programs. With a connected ecosystem of applications that can be accessed 24/7 and from any location, creating content — as well as having it change hands — is a simple and easy process. 
  • Productivity—Above all, having the correct digital infrastructure boosts enterprise productivity to a new level. Employees can spend hours searching for correct information and assets. With the proper workflow systems in place, assets, documents and templates are easily retrievable and contextualized to fit projects. Instead of content producers deciding which assets to seek out for a particular project, the program understands which to automatically present as the most appropriate options. That means text elements, slides, charts, tables and more are easy to find within and automatically added to the application used.


Auditing a Content Workflow

As enterprises approach 2019, the issues of accuracy, compliance, connection and productivity should be top of mind. Therefore, an evaluation of their current content workflow should be a high priority. Enterprises must make time to look deeper into their processes, technology and how documents are governed. To determine if a content workflow overhaul is necessary, enterprises need to perform a self-assessment into what can be done more efficiently.

Enterprises should ask the following questions to jumpstart the process:

  • Is there easy and adequate access to the necessary assets?
  • How much time does it take to access these assets?
  • When a project is complete, is it correct and compliant with the most current standards?

Once the above are answered, it will become clear where inefficiencies exist. Fortunately, most of the content in the enterprise workflow already exists. The task is to restructure it more efficiently and then apply the technology.

After system implementation and employee onboarding, enterprises will experience immediate benefits. In less than a year, enterprises can increase productivity by significantly reducing content creation processing times. Besides the benefit of employees gaining back the time they would normally be scouring for documents, a healthy document ecosystem offers reassurance. Once all assets are on-brand, trackable and compliant, there is more control on what continues to be produced — preventing employees from using obsolete content in the future.

In 2019, it will not be enough for enterprises to eliminate physical assets — going digital is only the first step towards modernization. Enterprises must also continue to innovate their content workflow systems, or else risk being left behind by industry frontrunners. Digital cloud investments must connect to the right tools and processes to guarantee accuracy and efficiency. And when implemented correctly, enterprises that take proper advantage of these emerging cloud strategies can look forward to a new year of prosperity and productivity.

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