subject: How to Smoothly Implement Document Management [print this page] So, your company is considering document management software? Congratulations! In the long run, you're going to save a lot of time, money, and frustration. However, transitioning to the new system may seem a bit daunting, especially to those employees who have been with the company for a long time and adhere to the old adage that "if something isn't broken, don't fix it." Well then, it's your job as employer to show your employees that your current system is, indeed, broken.
If your company is still using physical filing cabinets and paper documents as your main method of document storage, you are behind the times. To keep up with the big guys, or even with some of the little guys, you need document management. Hours of wasted time are spent trying to find paper documents in filing cabinets that could be used for more important tasks, or gaining new clients. You may be hiring more people to manage paper files, whereas electronic files are a lot easier to handle and quicker to access, so you don't need office lackeys doing it for you.
To ease into the transition, start with one particular department. Choose the department that you feel needs the most improvement or help. Accounts is probably a good place to start. Next, make sure everyone who works for the company understands what document management is, and why you are implementing it. If possible, show them an example of document management software and how it works.
Tell everyone to expect there to be initial bugs and some unforeseeable problems to work through. If they expect this up front, they will not be as frustrated and annoyed when it does happen.Make sure everyone knows that if they don't understand something or need help with the new system in any way, they are always free to ask for assistance, and should not be embarrassed that they don't understand something.
