The primary goals of Enterprise Content Management (ECM) migration should always be to increase the level of efficiency and control throughout the different distribution layers of the enterprise. Migrating content can also cut total costs of ownership, increase accuracy and accountability, reduce risks and ensure a more positive experience for users at every level.
No one migration scenario is exactly the same as the next, because there are so many different reasons that may lead firms to consolidate and migrate data. Every organization has its own needs and will face its own unique set of challenges.
However, adopting a change management methodology is fundamental to the success of an enterprise content management migration, but long-lasting change will take more than just a methodology.
- It will require specific actions from the leadership in charge of this transition.
- Users will more than likely perceive the migration process as a disruption, but by making the incentives of this transition clear, it’s possible to ensure total organizational commitment.
- The program is much more likely to be a success with leadership that is dedicated to supporting staff and other users at every level of the organization, or throughout several impacted organizations, as they adapt to this new system.
Organizations must plan for the strategies to ensure adoption of the new knowledge management platform and feature/function.
Key Change Activities Include:
- Involving the business early and often throughout the process, providing white glove support, developing a business communications plan, providing adequate business user training and documenting the difference between the current and future-state for communication and training.
- Determine compliance metrics to assess the business’ uptake of the system after “going live.”
- Maintain a laser-sharp focus on user adoption is essential to ongoing change management, which begins with testing and verification aimed at smoothing the transition to the new system.
Effective change management can help this process go as well as possible from a business perspective by providing continuity, increasing communication and minimizing downtime.
If executed effectively, it will also minimize the impact on the business. Proper user training and other user-focused undertakings will be critical to this final phase of the ECM migration process. This kind of post-migration support ensures a successful conclusion to the project, and confirms that all issues have been addressed.
Typically, a period of “hyper-care” will begin once migration is completed, and will generally include a direct line of support for users over a period of several weeks as they transition to the new system. This allows time for answering any migration-related questions and for addressing any migration-related issues.
The key ingredients to a successful content migration are solid planning, a well-defined methodology, data quality and enrichment, adequate testing and verification and change management. For businesses looking to change, upgrade or consolidate their ECM solution, it is vital to focus on user adoption to be able to reap the benefits of effective migration well into the future.