Did you know that employees spend an estimated 30% of their time at work just looking for things? Assuming you work an 8 hour day, that’s 2 hours and 24 minutes that you’re losing to searching for information, every day. That’s over 11 hours a week. You can do a lot with that much time – drive from an office in Chicago to a Braves game in Atlanta. Wait in line at the DMV. Watch the entire first season of Game of Thrones, and still have an hour left to – I don’t know – start the next season. You can probably get a lot of work done, too.
The point is that not having access to information when you need it means your productivity is taking a hard hit (yes, I do consider watching Game of Thrones to be productive. Obviously.) The good news is that this obstacle isn’t a necessary part of your day. It’s a problem that can be fixed. There’s a lot of ways to actually going about doing that, but the first step to a lot of these options are the same – converting paper documents into electronic files. This in itself solves a lot of problems, some of which have nothing to do with knowing where your documents are. In addition to that, though, electronic files means organizing and searching your information is easier and faster, and it opens the door for other efficiency-driving projects in the future, such as an electronic document management system.
Maybe your organization already has that part down, or you’re at least part way there. It’s possible you’re in the 60% of organizations that have 6 or more content repositories, or the 31% that have over 20. Holy cow that’s a lot, and things get even more complicated if one of your tasks requires content that is spread out over multiple repositories. Many times, this is due to multiple solutions being used across your organization, possibly different ones for each department. Regardless of the reason, this is where an Enterprise Content Management solution (ECM) makes a huge difference.
ECM is a versatile, scalable solution with a wide range of possibilities, and providing a single repository for all of your content, enterprise-wide, is one of them. ECM indexes every piece of content it takes into its system so you can find it with keywords, and if you’re storing information in the cloud, you can find it from anywhere. In fact, you may not even need to retrieve it. When you open a document using ECM, other related documents are made readily available if your ECM system thinks you might need them.
By taking measures to make information available to those who need it, employees can go from avidly searching for it for hours to having it given to them before they even ask. This is substantial not only because of the time saved, but for your organization’s relationships with vendors, customers, and stakeholders. When you have what you need, your business processes become much more transparent, and you can respond to others’ queries quickly and accurately.
To learn more on what enterprise content management can do for your efficiency and productivity, check out our guide to ECM below.