When our professional services team performs a content audit for a large organization, managers are often shocked to see how much of the same content has been recreated for use within different areas. They can’t believe how much time and effort they’ve spent in “re-inventing the wheel,” and how many gaps, inconsistencies, inefficiencies and other problems have resulted.
5 steps to start you on the path to better content management and reuse
Failure to manage and reuse content effectively causes increased risk in areas like compliance, safety and operating efficiency. Here are 5 steps you can take to begin helping your organization improve the way it manages and reuses content. Read about them below or check them out in the accompanying slides.
5 Steps to Managing and Reusing Content
1. Identify different areas of your organization that follow similar processes.
Are they operating in “siloed” fashion? Find ways to get them started sharing content and best practices.
2. Look closely at the systems being shared throughout the organization.
Is everyone using them in consistent and efficient ways? Is standardized system training available?
3. Examine how content is created, stored and managed within different areas.
Does everyone know how to access the content they need? How is it kept current, compliant and relevant? Is a content standard in place?
4. Look for “high payoff” opportunities to centralize control of content.
Which areas would benefit most by implementing CMS? Be prepared to demonstrate potential for ROI.
5. Find ways to promote a culture of sharing
around process improvements and best practices, so that everyone benefits whenever a better way is found.
There’s more information in this case study
to read about how Information Mapping helped a major oil company improve processes and ensure compliance by managing and reusing content more effectively.