If you take a closer look at your well-run business, do you then find paper documents laying around? Word™ and Excel™ files on laptops? Or in cloud drives? PDFs on fileservers or inside your business systems? Maybe even business emails in personal inboxes?
If the answer is yes, then despite even the best IT systems, you may face some of the challenges from working with information islands.
With documents, related to customers, suppliers, and employees, scattered all over the organization in different formats and platforms, you have an impossible task on hand if you want to create an up to date overview.
Lack of overview yields mistakes.
When information you need for your job is not instantly available, either you, or your colleagues waste valuable time getting it.
This kills efficiency.
With documents tucked away on PCs and in personal inboxes, you become way too dependent on individuals. When any specialist is on vacation, others have a hard time filling in. And when a Sales Exec leaves, vital information may leave with them.
If you need remote teams to help out. Or to merge two existing offices into one. Or simply need your staff to work from home. Having documents all over, won’t do you any good.
Everyone is looking to automate their business processes.
Digitizing old habits, by pushing around emails, is not automatization. Moving the chaos into a cloud folder, isn’t either.
Every storage option comes with its own security issues. The more options, the more risks. Are you completely confident having all major contracts stored on everyone’s laptop? On in Dropbox?
GDPR requires you to keep all documents with personal information secure. And only allow access for those in the organization with a documented need. And to get rid of all documents in due time.
This is virtually impossible, with documents flying around.
The cloud brings us a world of new opportunities. However, replacing systems becomes complex if they contain historical documents you rely on. And risky, when any of the new vendors go out of business.
Just making sure that your old documents can be opened whenever you need them again, is valid technological challenge. An email may be ok for months, a Word document for years, PDFs will last for decades.
But no format is forever.
+358 50 356 7076
Jørn M. Christensenjmc@nextway.software
+45 26 77 66 40
+49 177 6506222
+41 78 671 79 02