Many organizations know full well that they need to better organize their information flows , but keep putting off the decision. Why? Because they dread it because it seems like a gigantic task. Meanwhile, documents, e-mails and files pile up, and the problem only gets bigger because you deliberately keep looking away.
Waiting is not an option. Because the longer you wait, the harder it becomes to solve the information chaos. Not only that: the current situation (poorly organized information flows) is already costing you money, time, and productivity – you just don't notice it right away.
Successful information management starts with an overview. Many organizations would like to deal more efficiently with their documents, data and digital communications, but are unsure where to start. The key lies in creating insight: where are you now, and where are the biggest bottlenecks?
A good starting point is to examine where most information is currently stored. Is it located on shared network drives, in e-mail systems, on an internal intranet or just scattered across multiple environments? In addition, it is valuable to measure the average amount of time employees spend searching for files. A short internal survey can provide quick insight into how much time you lose due to inefficient information management.
Finally, it's important to determine what information is really valuable to your organization. Not all data is equally crucial - so take a close look at which documents and systems are accessed most often by employees. There you can take the first steps towards improvement.
Once you have a better understanding of your current information management, you can start improving it. A logical first step is to set up a central system in which all information is managed. With good document management software you ensure that files are not scattered over different locations, but are stored safely and conveniently in one place.
Clear rules and agreements are essential if you drastically change the way you work: who is allowed to edit documents, what are the agreements around version management and how do you avoid duplicate work or misunderstandings? These rules are the foundation of your new, reliable and above all more efficient way of working.
It is wise not to implement your first steps organization-wide right away. Instead, choose a smaller pilot setting to test your first steps toward better and more successful information management, such as a specific department or project group. This way you can test the intended approach on a smaller scale, make adjustments where necessary, and create support by showing employees the benefits in daily practice.
Good information management is crucial for an organization. Improving it is certainly not a project that you should 'ever do again'. It is an urgent, essential step towards a more efficient organization and higher customer satisfaction. Waiting longer will only mean that you burden yourself with higher costs - making the process more expensive and complex. Therefore, the advice is to take the first step today.