7 Questions You Should Ask About Paper Reduction And Process Transformation
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The document outlines the importance of paper reduction and process transformation in modern organizations, highlighting a transition to user-centric IT driven by consumerization, cloud, and mobile technologies. It discusses seven critical questions and key data points concerning the management of information across various channels, emphasizing the need for clear information flows to avoid chaos. The document encourages organizations to adopt strategic approaches to reduce paper dependency and improve efficiency through digital processes.
7 Questions You Should Ask About Paper Reduction And Process Transformation
- 2. 2 • President, AIIM • Technology and Association evangelist • Author: – 8 Things You Need to Know series – Information Chaos vs. Information Opportunity – OccupyIT: A Technology Manifesto – Content Management 2020 – Digital Landfill blog • @jmancini77
- 3. AIIM mission: Improve organizational performance by empowering a community of leaders committed to information-driven innovation.
- 4. There have been five main eras in managing the people/process/information intersection. Paper Micro- graphics ERP DM and Workflow ECM
- 5. PaperPaper Pre 1960s Centuries of best practice Documents at core Archive focused MicrographicsMicrographics 1960s & 70s Small # of vendors; paper proxy Single HW technology Defined user universe ERPERP 1980s Documents still often paper Sale to C- Suite Expensive and complex DM & WorkflowDM & Workflow 1990s PCS, LANs, and Documents Mission critical processes Document specialists ECMECM 2000s Suites and acquisitions “Enterprise” layer SharePoint emergence
- 6. We are now beginning the transition to a sixth era in managing people, processes, and information caused by 3 disrupters. Paper Micro- graphics ERP DM and Work- flow ECM ???
- 7. CONSUMERIZATION is transforming what users expect from applications and how we deliver them. We are now in the era of user-centric IT.
- 8. CLOUD AND MOBILE are creating an expectation of anywhere, anytime access and transforming how we engage with customers and employees.
- 9. THE INTERNET OF THINGS is generating massive amounts of new data and information, creating enormous new challenges and opportunities.
- 10. Mancini’s Law… Organizations are systems of information networks. They only operate effectively when there are clear and predictable information flows within and between these networks. 50% annual growth in the volume of digital information means that these networks – and especially the points of connection between them – will become increasingly unstable. Without intervention, the resulting #infochaos will threaten the viability of the entire system. Traffic jam, Sao Paolo, Brazil, 2009
- 14. 2 ‐‐ In what kinds of processes can a focus on paper reduction generate quick wins? Paper reduction yields quick results. 60% of users have seen ROI on their paper‐free projects within 12 months, and 77% within 18 months. Start with Accounting/Finance. 40% report that more than half of their invoices are delivered electronically ‐ but 35% agree that most get printed anyway. Eliminate paper at the door. 38% of users show an ROI from digital mailrooms within 12 months, and 60% within 18 months.
- 15. 3 ‐‐ Why is information “capture” and creation more than scanning documents into an archive? Documents inevitably multiply. On average, 35% of scanned documents are 100% born digital ‐‐ unchanged from printer to scanner. The number and form of inputs accelerating. 40% ‐> “We deal with multi‐channel content in an ad hoc way.” 35% are likely to print electronic inbound info and process as paper. Capturing and managing inputs a key problem. For 67% of respondents, half or more of their main LOB processes involve connecting multi‐ channel content to one managed process.
- 20. Which of the following best describes your office or typical offices in your organization? Contracts, orders, booking forms, etc., are signed on paper 22% Faxes and PDF invoices are printed out before processing 11% Most of our important stuff is referenced and filed as paper 22% Our MFPs are used more for copying than scanning 6% Piled high with paper and paper processes 11% We regularly scan documents, but mostly for archive 28% Would you say that the consumption of paper and/or number of photocopies in your organisation is? Decreasing rapidly 6% Decreasing somewhat 39% Increasing rapidly 6% Increasing somewhat 17% Stable 33% In general, would you say that the amount of paper flowing through your business processes is increasing or decreasing? Decreasing rapidly 6% Decreasing somewhat 44% Increasing rapidly 6% Increasing somewhat 22% Stable 22% How would you describe progress towards eliminating paper from your business processes? They mostly work OK with paper, so we leave them that way 6% We actively look at every process with a view to driving out paper 11% We have a number of paper‐free processes and will do more 22% We have evaluated removing paper from some of our processes 28% We have one or two of the most obvious processes paper‐free 33%
- 22. https://www.surveymonkey.com/r/AIIMSurvey Definition: “Content analytics is the act of applying business intelligence (BI) and business analytics (BA) practices to digital content. Companies use content analytics software to provide visibility into the amount of content that is being created, the nature of that content and how it is used.”
- 25. 1 ‐‐ ECM is morphing into multiple flavors and solutions. • Big process flows players • Sync and share players • It’s all about the MFP players • Start with a cloud app players • Meat and potatoes ECM players • Double down on SP players • Keep me out of jail players
- 27. 3 – Think globally, act locally. • Implement quick wins where electronic copies are being habitually printed as part of the workflow – for reference, for review, for signatures, or for file copies. If you have no existing paper‐free processes, pick one to trial – AP perhaps – but be careful not to produce a single‐point system with limited expansion.
- 28. 4 ‐ Don’t try to do it yourself – or at least get some help. • If you are unsure of your expertise, get a team member trained, or if you need some external input, consult a document process outsourcer and tap into their experience in your industry.
- 29. 5 ‐ Be specific about your content strategy. • Organizations at large scale will never rip out old systems and consolidate on a single one. Small organizations – especially those in green field environments – DO have an opportunity to standardize. Neither strategy is good or bad, but you do need to pick one.
- 30. 6 – Does your ECM solution still fit? • Can your legacy systems REALLY handle rapid process iteration and process agility? • Are your current ECM systems are truly fit for purpose? • Or do you need to start over?
- 31. Where should knowledge workers put their “stuff” so that it is… Secure, shareable, and searchable so the ORGANIZATION can accomplish its goals and… Works the way they work and is useful to THEM in getting THEIR job done.