Content Management 101: Five Tips to Create a Content Management Plan

Businesses are like roads, with their constant ebb and flow of moving parts, red lights, green lights, yield signs, stop signs, and even dead ends. Rules of the road and traffic signals instill some order so folks know when it’s their turn to go, or when to merge.

In business, content – the vehicles of the business – can accumulate fast. How do you create a roadmap and rules to ensure your content flows as smoothly as well-directed traffic? That’s what a Enterprise Content Management (ECM) system is for: to determine how content is distributed in a way that ensures the appropriate content goes to the appropriate places.

Mountains of content can be overwhelming, which is why many companies struggle with how to put their ECM together. Like any new software or implementation, it isn’t always clear where to start. Here are five simple steps that break down the process:

  1. Set a timeframe. Let’s say you’re on a project that’s based on an approval workflow, such as processing an insurance claim. The first thing you would do is determine your start and end dates. Time governs the entire workflow lifecycle, so you would want to also think about when to send which content. We’ll circle back to this.
  2. Determine distribution content. Now that you know your time perimeters, the next part is tackling what you want to communicate. What is your content? With an insurance claim, this would include customer details, incident specifics, others involved, estimates, legal data, and more.
  3. Decide its destination. Where does the content go? Now that you have your distribution content in place, figure out what you want to do with it. What piece goes to what department? In a claims situation, it would be a priority for all the information to go to customer service. Then, it would get broken down so that the legal department gets incident details, the claims department gets financial details, and so forth.
  4. Define the recipients. Departments can be chaotic, no matter what the size. Rather than just sending the content to an entity, where it could fall through the cracks, it’s better to set up individuals to receive specific content. This is key to the goal of making the appropriate content go to the appropriate places.
  5. Establish when and how content is received. Back to timeframe, it’s smart to set up an automated workflow process so the correct individuals receive the correct content when they’re supposed to, not before or ahead of a colleague. For example, this could mean ensuring that the legal department has signed off on the case before the accounting department cuts a check for the customer.

With these components in mind, adding a modern document generation and document automation solution such as Xpertdoc Smart Flows will enhance your document management capabilities with efficient content management, document storage, and more. When you have your traffic signals in place and your traffic coordinated, why not take advantage of the powerful automation capabilities Xpertdoc provides?

To learn more about Xpertdoc’s document automation and content management capabilities, sign up today for a free 30-day trial and follow us on Twitter: @xpertdoc@pamelavelentzas

Content Management

COVID-19 update

The spread of COVID-19 continues to evolve and in this context, we wish to inform you that Xpertdoc is closely monitoring the situation and would like to inform you of the measures taken by our team to support its employees, customers and partners.

We do not foresee any impact on the delivery of our services and want to assure our customers that we are executing our continuity plans in order to ensure that our customers continue to receive our services without jeopardizing the safety and security of our personnel.

In accordance with the recommendations of government authorities, here are some of the measures being taken by Xpertdoc:

Remote work for all employees
Arrangements have already been made and we have requested that all our employees work from home. Our continuity plan includes a full deployment of remote work arrangements to ensure uninterrupted service to our clients and partners.

Hosting and cloud services
We have been assured by our suppliers that there are no known impacts to these services, and we are confident that we are able to effectively manage the delivery of our cloud services to all our customers.

Travel
We have cancelled all business travel until further notice for all our employees. If employees have or will travel for personnel reasons, they will be asked to respect the quarantine delay before participating in any business activities.

Events and gatherings
All our events have been postponed or cancelled. Our employees are no longer allowed to participate in any events, seminars or gatherings.

We are committed to providing the best possible service to our customers and partners, to ensure that you can continue digital communications with your own audience. In these critical moments if we can help please do not hesitate to contact us.

Regards,

The Xpertdoc Team

Mise à jour sur la COVID-19

La propagation de la COVID-19 continue d’évoluer et, dans ce contexte, nous souhaitons vous informer que Xpertdoc suit de près la situation et que notre équipe a pris des mesures pour soutenir ses employé(e)s, clients et partenaires.

Nous ne prévoyons aucun impact sur la prestation de nos services et voulons assurer nos clients que nous mettons en œuvre notre plan de continuité des affaires, afin de garantir que vous continuiez à recevoir nos services, sans compromettre la santé et la sécurité de notre personnel.

Conformément aux recommandations des autorités gouvernementales du Québec, voici quelques-unes des mesures prises par Xpertdoc :

Travail à distance pour tou(te)s les employé(e)s
Nous avons demandé à tou(te)s nos employé(e)s de travailler à domicile. Notre plan de continuité des affaires comprend des arrangements de travail à distance pour assurer un service ininterrompu à nos clients et partenaires.

Hébergement et services infonuagiques
Nos fournisseurs nous ont assuré qu’il n’y avait pas d’impacts connus sur les services d’hébergement et infonuagiques. Ainsi, nous sommes convaincus d’être en mesure de gérer efficacement la livraison de nos services infonuagiques à tous nos clients.

Voyages
Nous avons annulé tous nos voyages professionnels jusqu’à nouvel ordre, pour tou(te)s les employé(e)s. Si des employé(e)s ont voyagé ou doivent voyager pour des raisons personnelles, il(elle)s seront placé(e)s en quarantaine pour une durée de 14 jours, avant leur retour au travail.

Événements et rassemblements
Tous nos événements ont été reportés ou annulés. Nos employé(e)s ne sont plus autorisé(e)s à participer à des événements, séminaires ou rassemblements.

Nous nous engageons à fournir le meilleur service possible à nos clients et partenaires, afin de garantir que vous puissiez continuer vos opérations sans interruption. Dans ces moments critiques, nous sommes là pour vous aider. N’hésitez pas à communiquer avec nous si nécessaire.

Merci,

L’équipe Xpertdoc