Ricoh’s ECM processes increase effectiveness, efficiency, and compliance with regulations. We provide extensive support and develop and deploy custom solutions for governments. We even integrate our solutions with existing software and hardware so that IT departments don’t have to waste valuable time. We have provided solutions for over a hundred local governments in Canada and are experts in the software deployment process.
A bigger challenge can be to convince employees to actually use the new software. Unfortunately, nearly a third of ECM migrations fail due to a change management issue.
Issues can arise in a number of forms, such as:
- Employee fear. Employees may be afraid that they will lose their jobs because the new system will make them redundant. Such employees may be actively hostile to the change and attempt to sabotage the transition;
- Employee routine. Some employees may have worked with a paper-based records management system for decades and be very comfortable with it. These employees may be hesitant to change their routine if they believe that they will be unable to work with the new software;
- Key people averse to change. Even if the majority of employees are willing to change, the transition may not work if key members of the team aren’t. If the team lead or an otherwise respected or admired employee refuses to change, this attitude may spread to other would-be ECM converts as well;
- Employers not putting the time in and/or abandoning the project. Managers can be very busy and if they don’t see quick results they may stop pushing for employees to adopt the ECM solution and move on to their next project;
- No culture shift. Switching to an ECM solution is a big shift, not only in terms of efficiency and effectiveness but also in how employees think of their work. In an ECM system information can be easily shared across departments, eliminating silos. ECM solutions also reduce the need to print information. If employees don’t adopt these new ways of thinking it can be problematic;
- Non-supportive software vendors. Vendors are often unaccustomed to working with local governments and don’t realize their unique needs. These vendors may be unwilling to shift their policies or customize their software to meet government requirements.
Luckily, Ricoh has over a decade of experience working with local governments and boasts the ability to implement efficient and effective transition processes. We recognize when local governments perform this transition well. One particular municipality who excelled in its transition to ECM was the Township of Springwater, Ontario. Springwater implemented several of our best practices as it:
- Created a team including members from different departments who met frequently and discussed desired results. This ensured that the departments could request the functionalities that they needed;
- Started the transition process from the top down. First they convinced the council to switch over to the new system, then senior management, and so on. This ensured that employees weren’t change-averse due to the attitudes of those above them. Employees could also ask their superiors if they had any questions about the system. As the superiors had received training first, they were able to effectively answer these questions;
- Maintained open communication. Springwater regularly polled staff to learn of any questions or concerns about the software and allayed any issues. This also involved assuring employees that the ECM solution would make their lives easier and not harder as some of the monotonous tasks they did before could now be automated, allowing them to focus on more important things;
- Addressed the culture shift resulting from the transition. Springwater’s transition team spoke to each department about their current information silos and how that would change as information became easy to share. The team also spoke to employees who were used to piling paper on their desks and explained to them how the new system would make their lives easier;
- Replicated the old filing structure within the new repository so that employees would feel comfortable with working on the electronic records. Springwater also kept the paper records during the beginning of the transition process until employees were sufficiently comfortable with the new system and saw that the paper system provided no benefits;
- Arguably most importantly, Springwater decided to work with a knowledgeable ECM vendor – Ricoh! As Ricoh is extremely experienced in working with local governments and creating custom solutions, Springwater received exactly what they needed. Ricoh provided extensive support throughout the transition and ensured that everything was running as requested.
Effective ECM solutions make employee lives easier and allow them to work faster. However, employees often need to be convinced of this fact. Follow Springwater’s lead and persuade your employees to adopt ECM. We’ll help you do the rest.
Talk to a Ricoh representative about how to persuade your employees to embrace ECM.