Content Management: The Missing Piece of the Puzzle

Puzzle-piecesAnyone with children knows just how much they love puzzles.  Even for adults, there’s a certain sense of satisfaction derived from transforming a roomful of jumbled pieces into a complete, clear picture.  It’s a good way to fill a day if you have the time.  The trouble is, quite often, there aren’t enough hours in the day.  Sometimes it’s better to have the completed puzzle ready — right out of the box.

In today’s business environment, information is power.  Companies rely on access to fast, actionable intelligence to make decisions and gain competitive advantage.  Most cannot afford to waste countless hours searching every databases and system for necessary content – as delays greatly impact customer service and the bottom line.  When you think about it, Content management is all about a clear picture – much like a finished puzzle.

A good management system brings together every piece of information – from documents and spreadsheets to presentations – into a secure, central repository.  Unfortunately, not all software is designed to behave this way.  Look across any business and you’ll see multiple departments with thousands of pieces of information to be stored and managed:  In marketing lies collateral and corporate presentations; engineering holds design drawings; while sales stores leads and customer data.  The problem is that each department leverages different systems for content management.  Some information is held in CRM systems, other in lead generation software, and even more in billing solutions.  While this type of puzzle is fine for kids, it’s a killer for business.

Recently I was re-reading an older article in Network World discussing the impact of poor document storage and management.  I wasn’t surprised the piece referenced a report by the Butler Group, estimating nearly 10 percent of a company’s salary cost is wasted when employees struggle to find the right data.  And as the digital universe of information continues to explode, it’s not surprising to see how demand for streamlined content management is even greater today.

A strong document management system is more than integrated scanning and storage.  It is robust technology simplifying sharing of multiple paper formats and electronic content.  This means unified storage with all data housed at a central location for the entire business to access and share – from offices anywhere around the world.  If content currently resides in multiple systems, this requires technology capable of acting as a centralized, management overlay.

By streamlining data storage, companies also stimulate online collaboration.  No longer is time wasted searching multiple systems, finding the right information, and then putting it to use.  It’s all there, in one place.  For businesses, this translates into cost efficiencies and significant new revenue streams.

While puzzles are fine for kids, today’s business environment demands a clear picture of all relevant data.  As any time spent searching for lost puzzle pieces directly impacts the bottom line, now’s the time to put it all in one place.  A good content management system just might be the missing piece you’ve been looking for.

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