Working together is hard enough when everyone is in the same room; working on ideas together on a whiteboard. Throw in egos and culture and conflicting schedules and workloads and it gets even harder. Now, add in a dispersed workforce and content spread across shared files (c’mon, you know you still have them) plus on the cloud and on various mobile devices – just to compound everyone’s “email as file folder” issue; and you’ve got real collaboration challenges.
Here are some highlights from AIIM’s most recent Industry Watch, Content Collaboration and Processing in a Cloud and Mobile World.
The most important features to support collaboration are sharing of documents, workflows for comments and approvals, and project sites. Content access from mobile devices is also a key enabler. Tweet this stat!
Consumer file-share and sync services are banned in 56% of organizations, although only 27% actually restrict access. 20% know their policy is being circumvented, and 30% have no policy. 23%provide an approved business grade alternative. Tweet this stat!
Ownership is the biggest concern regarding a formal collaboration system, along with managing which content can be accessed by whom. There is also concern over duplicating repositories. Tweet this stat!
The most likely reason for non-adoption is that no one is taking the initiative. 22% don’t want their content shared around. 16% are confused by the options and pace of change. Tweet this stat!
49% have chosen to use the standard collaboration functions of their existing ECM/DM system or will upgrade to a cloud version of it (13%). 17% are looking to a new cloud-based system linked totheir existing ECM/DM, or a new cloud and on-prem hybrid. Only 10% are using, or plan to use, a standalone cloud system. Tweet this stat!
Security is even more important than functionality when it comes to selecting a collaboration system. Next comes price, then compatibility with existing ECM/DM systems. Tweet this stat!
49% allow mixed personal and company use for mobiles, but only 20% of these are true BYOD. 22% restrict or ban company content on mobile. 20% have no official policy. Tweet this stat!
Fewer than 25% have any document create, edit, or workflow capability on mobile, although 85% would like to have it. 48% have view-only access on mobile. Tweet this stat!
Be aware of those areas of your business where collaboration is crucial, and focus in particular on collaboration with external partners and third parties.
Assess the degree of technical support that you are providing, with reference to the functions, facilities and above all, simplicity of many modern collaboration and ECM systems.
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