The Role Of Enterprise DMS

Good strategy and high quality of management are key factors of success for any organization. It would be wise to add the ability to embrace technical innovations here as well. Changes are often somewhat risky to take, yet one cannot build a breakthrough business without taking some risks in case the goals are clear and the probability of winning is high enough. Sometimes an innovative technology just ought to be adopted because the alternative to this decision is the danger of being left behind by competitors. One of such must-haves is DMS system which is becoming highly popular among businesses.

Enhanced collaboration backed by a well-performing DMS results in higher quality of management on all levels. The decision making is simplified. Automated sharing of documents and ideas helps managers to control workflow and to receive feedback faster. Thus, less time is spent on organizational issues and mistakes are easier to detect. Moreover, simple and fast collaboration system encourages users to share more knowledge and consequently to generate valuable ideas and solutions.

Let us take a closer look at typical business needs which are related to that.

Knowledge Sharing As A Key Business Value

An organization is called to solve problems and create new values by assembling efforts of its members and transforming decisions into certain products. Collaboration is therefore its core process, together with subordination. Successful management, however, requires strong feedback in addition to the clear separation of roles. Thus the structure of a well-organized company should allow ideas to be generated at all levels of authority and pass freely through. It will make them get noticed quickly; then they are discussed, evaluated and implemented if approved. The same is true for problems and blocking issues of any kind. They require close attention and quick reaction. And they should not be lost among lots of unstructured data.

An advanced business model should also utilize all kinds of horizontal connections among employees. Many companies prefer limiting direct communication among workers; yet excessive bureaucracy may seriously lower productivity and even kill motivation. A common situation in big organizations is when an employee needs to address several layers of management above him or her in order to pass information about some problem to another department. Wouldn’t it be more efficient if the question was addressed directly to a peer? In case the problem is local and does not directly affect any highly important things, managers do not have to spend their time on supervising how it is solved. Horizontal collaboration, whenever appropriate, is really helpful; but it needs an efficient knowledge sharing system in order to maximize its potential.

A mission of corporate DMS is actually solving these two key business needs, along with other related things. Companies which adopt DMSs are receiving tools for ideas discussion, issues tracking and rich collaboration. A DMS stores multiple versions of documents thus helping to structure corporate data and avoid information losses. It provides enhanced options for horizontal collaboration – employees can talk, exchange emails and share files and documents inside the same system. Moreover, those discussions can typically be shared with anyone inside the same corporate network. So the process of knowledge sharing is fast, flexible and does not distract anyone who doesn’t participate (as physical communication with multiple participants would certainly do).

Of course such good results are only possible if a DMS is seamlessly integrated with a corporate network. This includes excellent connectivity, integration with corporate email system, compatibility with applications traditionally used within the company, and of course meeting the corporate security standards. Company managers will not be happy if such discussions ever become visible for outsiders.

What’s Next?

The DMS concept, introduced in 1980s, gained significant popularity during the 2000s. Today many if not most of businesses have already implemented one or are planning to do so in the nearest future. SharePoint alone makes this industry quite successful having reported last year about 80% of Fortune 500 being its users. So, tomorrow having a corporate DMS is likely to be a norm.

As many other technical innovations which were widely adopted throughout the world, the automation of collaboration process adds something new to business processes. Consequently some new patterns of internal relations are created and new employee roles appear. Possibly it will even change an average company’s structure.