Employees with own initiative are good, right?
If your employees show their own initiative and work with IT systems that do not work for them, then you can be sure that they will find a way out. And who can blame them? They have goals and deadlines to achieve. They have given customers and colleagues promises they need to keep.
And now you might be thinking - what's the problem? If you have some workarounds at hand - wonderful. It's easier than coming up with new solutions. However, workarounds can be a sign that your Company can not keep up anymore.
The path of least resistance
Let's look at the most common solutions that people use to do their jobs. Always popular is sending documents via eMail personal accounts so they can work away from the office - productivity certainly benefits from this.
Then there are the popular collaboration solutions - setting up unapproved synchronization and sharing services so that they can access a wide variety of files in a Starbucks or the airport lounge and share them with colleagues, suppliers and partners.
This means that sensitive company data is distributed on the Internet in places that your IT department cannot see. And that is the problem with the path of least resistance - over time it leads to problems for IT security in your company.
Why are ECM systems not suitable for employees?
Actually, there is a solution to this problem. It's called Enterprise Content Management (ECM) and came up in the 2000 years. These ECM systems were well-suited for managing mission-critical information and processes, but they did not provide a pleasant user experience. That was a disappointment.
Research from Systemscope shows that over 50 percent of ECM projects had lower takeover rates than expected. And what's worse, 50 percent failed completely. So it's no wonder that workarounds have become a solution. So what's the problem? Why are ECM systems not suitable for employees?
A step behind reality
Many ECM systems were developed before this rapid development began. Now their abilities lie behind the modern business reality, which is why employees are forced to find workarounds for doing your job.
Every conceivable way we manage our business has changed in the past ten years. In particular, four forces have shaped our way of working today.
- Mobility: Today, almost all the world can be reached by smartphone, so businesses need to meet special customer expectations and provide mobile services that improve the quality of life and convenience of their customers.
- analysis: Organizations need to manage unbelievable amounts of data and identify the critical information they need to improve their customer experience, or the data needed to run applications and devices.
- Cloud: Today's businesses are built on cloud technology, while established technology giants are increasingly collaborating with native cloud providers.
- The Internet of Things: Up to 2020, new business models need to integrate 25 billion networked devices that generate information, in addition to the existing network of mobile users.
The extent of shadow IT
According to CIO.com, only 8 percent of companies know the extent of shadow IT that is hidden in their processes. This means that for most companies, the data hidden in the systems such as network protocols, eMailTraffic, annexes, corporate credit card reports, telephone bills, ISP bills and firewall protocols are unaware.
By working directly with the employees in your company right from the start, you can find out what is wrong in your systems and processes before it is too late.
What the IT approves is alright?
Bypassing ECM systems does not happen completely unrecognized. Many IT managers are being pressured by the business to enable collaboration and mobility and are forced to use the company's approved workarounds.
Adding external partners to the corporate directory is an example. Duplication of data from the internal network in the DMZ is also common, but absolutely not ideal. The increased storage and management costs of duplication are a problem. Frequently, sensitive data in the DMZ land, making it a main target for hackers. Companies know the risks, but they often do not know that there is a secure alternative.
Collaboration that works
To be a step ahead of this problem, a next-generation enterprise content management and collaboration platform must meet four key criteria:
- Versatile content management: The system must be able to manage ALL content types on thousands of apps on all devices and up to the cloud.
- Flexible security control: You can be sure that content and data are secure but still accessible by users.
- Workflow integration: Optimal interoperability to enable content and communications to be routed securely and seamlessly through critical business solutions and LOB apps.
- User Experience: And, of course, it must offer a fantastic user experience. If the IT solution does not provide optimal user experience, it is not accepted.
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