Optimize your info-driven business processes. How to move from paper to digital
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Presentation to Cyprus Computer Society Records Management event by Alexis Evangelou, Head of Technology at Fileminders.http://www.fileminders.com.cy/ Agenda: The hybrid information environment • How to manage information silos through digital transformation • The Digital Transformation Challenges Have a single point of access to business information • ECM for a holistic organization view • Turn information chaos to information opportunities • Optimize your info-driven processes • Empower Content Analytics Design your Digital Transformation strategy • Critical Success Factors
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Optimize your info-driven business processes. How to move from paper to digital
- 1. Optimize your info-driven business processes How to move from paper to digital Alexis Evangelou Head of Technology, Digital Solutions
- 2. Fileminders Leader in Enterprise Information Management We analyze all your needs; design the right content management solution and help you concentrate on your core business by: • protecting your information assets • reducing paper-handling inefficiencies • Improve decision-making utilizing valuable business data Workflow & Process Automation Information Management Lifecycle Enterprise Content Management Content Visualization & Analytics
- 3. The hybrid information environment • How to manage information silos through digital transformation • The Digital Transformation Challenges Have a single point of access to business information • ECM for a holistic organization view • Turn information chaos to information opportunities • Optimize your info-driven processes • Empower Content Analytics Design your Digital Transformation strategy • Critical Success Factors Agenda Move from Paper to Digital
- 4. The hybrid information environment Information is everywhere
- 5. Information silos exist when information isn’t shared between departments or divisions. The result…. • Records in different forms and locations • Duplication of effort • Missing or disconnected Information • Lack of synergy • Missing opportunities • Limited reporting capabilities Information Silos Blocks Growth and efficiency
- 6. 90% of the data in the world today was created in the last two years. This sounds familiar.. • “Our file servers are out of control and no one can find anything.” • “I hate living in two information worlds, my paper files and my computer.” • “As the CEO, I can’t believe we are not getting more value out of the money we spend on technology.” Organizations are Already Struggling… Too much information!
- 7. You are hiring 5 people, but only 4 are showing up for work! Employees spend: • 20%-40% of their time searching for documents manually. (Source: Coopers and Lybrand) • 18 minutes to locate each document on average. (Source: Gartner) • 15% of all paper documents are misfiled or misplaced (Source: Coopers and Lybrand) Organizations are Already Struggling… Time is money!
- 8. • Information is the company’s biggest asset. • Its not a personal choice, it's a mandatory acceptance • Do it in order to survive. If you don’t do it your competitor will • Do it right. Understand that Technology is the vehicle but methodology is the key Digital Transformation A mandatory acceptance
- 9. • Apply an enterprise-wide strategy • Change in the culture, a different way of working, a different way of thinking • Bridging the gap, connect the Physical with the Digital. • Digitization of end-to-end processes and integration. Digital Transformation An enterprise-wide strategy
- 10. The Digital Transformation Challenges Do you want to improve?
- 11. • Time-always too busy • Lack of Management commitment & Strategic Planning • Resistance to change • Legacy systems • Hybrid environment • Technology-centric investments • Unknown methodology & High scanning Cost The Digital Transformation Challenges
- 12. Have a single point of access to business information
- 13. Electronic Doc Physical Doc ERP CRM Web Portal Take the right decisions and actions at the right time based on correct information! • Know your client by link the information together • Have instant access to the right information • Improve customer service by responding on time • Support decision-making processes Holistic Organization View 360 view
- 14. Enterprise Content Management is the systematic collection, capture, manage, store, availability and delivery of information to support key organizational processes through its entire lifecycle. Key Ingredients: • Technology • Methodology • Strategy • People ECM: Enterprise Content Management Manage content to achieve business goals
- 15. Include paper in digital processes? Yes, it’s time to Rethink the way you work ! Now that you have a single point of access you can map, design and digitize processes using workflows. What are the benefits? • Time efficiencies • Control of deadlines • Information and process status awareness • Clarity of information via security and permissions Optimize your info-driven processes Rethink!
- 16. Move from Paper to Digital
- 17. Leverage business information more intelligently • Gather and analyze more detailed information about customers • Identify and understand weaknesses, strengths and opportunities Empower Content Analytics Without knowledge, you’re powerless
- 18. Enterprise Information Management Use content to better ENGAGE customers, employees, and partners. AUTOMATE content- intensive business processes MANAGE THE RISK of growing volumes of content Get any business INSIGHTout of all this information. Turn information chaos to information opportunities Engagement- Automation- Risk Management- Business insights
- 19. Design your Digital Transformation strategy
- 20. • Strategic Clarity – Understanding drivers of change • Focus on the Customer Journey -Make your business part of the customer’s process • Clear objectives and timeframe – Design your plan • Quick wins- avoid long implementation cycles Critical Success Factors Design your Quick Wins!
- 21. • Business and IT Alignment – Overcoming cultural and organizational resistance to enable and make changes • Strategic Partnership – Choose wisely your Partner Critical Success Factors Focus on methods rather than technology itself!
- 22. • Stability with proven capability • Relevant experience and success • Understands your challenges • Flexible approach and agility • Support through the whole process • Quick implementation Strategic Partner – What to look for
- 23. Move from Paper to Digital
- 24. Contact Details Alexis Evangelou Head of Technology, Digital Solutions at Fileminders Email: aevangelou@fileminders.com.cy Phone: +357 22872736
Editor's Notes
- What we will learn today. What are the challenges, why we have to apply digital transformation and how to implement it.
- 14 years in RM business, Innovation Store Box, Index content, Scan Content, Viewer, Destruction 14 years later, Innovation, is what is driving us to apply in our products, services, our culture
- Information is scattered across a variety of different systems shared network drives, email, various DM systems, cloud sharing apps like, Box, Dropbox and One Drive. and do not forget……….. Paper, will still continue to hold a substantial percentage of valuable information within businesses. Today’s business information environment is chaotic, is complicated, poorly managed and its expensive, costs of the actual systems and the IT resources.
- Don’t just gather information but use it to gain value
- Users tried to transform to digital using the means they had……..its not enough, there is too much information to handle.
- All this has an affect on time. 25% is close to 2 hours a day, that’s 60 days in a year. Looking for information.
- People are starting to understand what we are talking about Become a member of the new era, remain relevant. its an effort that must be made by every person, by every company in order to survive It's like deciding not to have electricity at the time when electricity started getting into our houses. A lot of people are confusing it with the technology and if we use it then we achieve digital transformation. Well that’s not true
- 1. The objective is to apply a total solution across the company, starting from a single department to have a quick win, with an enterprise wide vision. 2. Its the effort that must be made by every person, by every company 3. Don’t forget information on paper, connecting the physical with the digital is a very important element in achieving Digital Transformation 4. Digital transformation is not just about scanning, its about capturing of information, connecting it with electronic and using it in processes and workflows
- The most common excuse because we still do not understand the urgency Everything starts from the point where someone takes the decision. Management must drive this Biggest challenge of all, change people’s way of working?? People afraid change, Legacy needs to stay. Information is everywhere Another software? Will it solve the problem When its done in house
- In the fast moving, smart world we live in, decisions need to be made fast and accurate.
- Technology – Choose wisely, there’s a lot out there Methodology – To allow you to bring info together, we believe that an ECM must have content to start. Strategy – Must exist and be followed People – Must be committed Successful ECM will enable you to access anything, anytime INSTANTLY.
- Every organization, relies on repetitive tasks to accomplish the desired results. TIME- Scanning the invoice into a workflow is great, but what makes it greater is linking all supporting information to it, the supplier, the PO, the requisition, the budget. Then you are definitely in a position to make the correct decision. Therefore information must be complete, information must be linked.
- Its about time to accept that information IS the company’s biggest asset.
- Quickly run through. Lets RECAP Managing the Information Chaos, created by the volume, variety, and speed of information is THE business challenge of the next decade.
- Everything starts from the point where someone takes the decision to go digital.
- 1st step is to agree on what Digital Transformation is. You need to have quick wins, long implementation cycles will go through requirements change and projects fail. i.e 3 years. They will either quickly succeed or quickly fail, either way you will get quick results and quickly identify where the value is, what works for you. This way employees also see the value and that this works !! And other employees will ask for it
- Partner because its not your core business. Get help, you don’t have to do it on your own. Economies of scale, outsourcing is cheaper.
- By collaborating with an experienced outside expert, you can relax and focus on your core operations confident that your outsourcing partner is prepared to quickly make decisions and address challenges as they arise, thereby reducing your risk.