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5 Signs You May Have a Content Management Problem (and What to Do About It!)
This article highlights signs your content management system needs an upgrade and offers steps to modernize your digital infrastructure.
If data truly is the new oil, effective information management should be the cornerstone of successful business operations. Organizations today are inundated with data from multiple, diverse sources, be it internal communications, customer interactions, or operational data. However, this influx is a double-edged sword — presenting both a challenge and an opportunity.
Traditional content management systems often struggle to keep pace with the volume, velocity, and variety of data they are faced with, leading to inefficiencies and missed opportunities. Equally, many businesses find themselves handcuffed by inflexible legacy systems, lack integration capabilities, and fail to leverage the latest technological advancements. These outdated systems not only slow down operations but also pose risks regarding security compliance and data integrity.
As digital content grows exponentially, the shortcomings of traditional methods—such as siloed data pools, poor searchability, and cumbersome retrieval processes—become more apparent and problematic.
Enter modern content management systems. By harnessing advanced technologies and innovative practices, modern content management solutions address the pitfalls of traditional systems and unlock new avenues for data utilization. These systems are not just tools for storing and organizing content; they are dynamic solutions that enhance how organizations interact with information, make decisions, and provide value to their stakeholders. Beyond that, there are many other benefits to adopting modern content management. Below, we explore five of the most impactful benefits:
Modern content management systems automate and optimize workflows, reducing reliance on manual input. This capability is vital given that 94% of workers say they perform repetitive, time-consuming tasks in their role. By moving to a modern solution, organizations can accelerate processes, minimize human errors, and make workers less stressed.
However, modern content management automation extends beyond routine tasks to complex workflows. While McKinsey says that 31% of organizations have at least one process automated, moving beyond simple process automation to the complete automation of end-to-end processes will ensure that content is managed with unprecedented precision and speed, freeing employees to focus on higher-value strategic tasks.
According to Gartner, modern privacy laws cover the personal information of over 75% of the world’s population. Yet, 50% of organizations don’t monitor third parties with access to sensitive information.
Deploying a modern platform enhances security with protocols like advanced encryption and role-based access control, ensuring data remains secure against unauthorized access. This vital strengthening adds security in an era riddled with news reports of data breaches and increasing privacy regulations such as GDPR and CCPA. Compliance tools built into content management systems help adhere to these stringent international regulations, protecting businesses from potential legal issues and building trust with stakeholders by safeguarding sensitive information.
Furthermore, delivering content management via a cloud solution allows businesses to scale their operations up or down in line with their specific needs — again, without significant upfront investments.
The adaptability provided by cloud solutions is critical. It ensures that as a business grows or as market conditions fluctuate, the associated content management system can flex accordingly, handling changing loads efficiently, maintaining performance without the overhead of traditional IT expansions, and delivering content management in an affordable environment.
With the global nature of business today and the US Career Institute citing that over 95% of workers want some form of working from home, the need for effective, digital, remote collaboration is evident. A modern content management system provides the framework for real-time, cloud-based collaboration across documents, processes, and vital business information.
The ability to collaborate remotely ensures that team members, regardless of location, can access, contribute to, and work with content as effectively as if they were in the same room, enhancing productivity and project cohesion. However, in addition to the corporate benefits, 71% of remote workers believe that remote work also helps them balance their work and personal lives — a significant advantage when hiring or retaining good staff.
In our introduction, we mentioned that data is the new oil; however, one benefit of data over oil is that it can be thoroughly analyzed to glean insights and drive business decisions. Through integrated analytics capabilities, a modern content management solution tracks how content is accessed and used within the organization.
Data-driven organizations reap substantial benefits. According to the McKinsey Global Institute, such organizations are 23 times more likely to acquire customers, six times as likely to retain them, and 19 times more likely to be profitable. Using modern content management as the foundational data source for analytics allows businesses to optimize content strategies, improve engagement, and make informed decisions to enhance operational effectiveness and market responsiveness.
A pivotal advantage of modern content management solutions is its ability to seamlessly integrate with other existing information and business systems within an organization, breaking down silos and enabling a unified approach to data management. Recent AIIM research identified that almost 50% of organizations have four or more content systems in use, let alone all other business systems (such as ERP, CRM, Legal, and HR systems).
Connecting data and content across these multiple systems is a crucial challenge organizations face today, and modern content management can help massively. Acting as a central conduit, content management provides a level of connectivity to ensure consistency and accuracy across departments, which in turn can streamline processes and inform strategic decision-making.
The evolution of content management systems into sophisticated platforms that enhance business efficiency, ensure security, foster collaboration, and provide valuable insights is a result of the rapid pace of innovation seen in the technology space in recent years. Far from struggling to deal with the massive volume of content received and generated by businesses daily, modern content management is thriving on insight and optimization to be found in this raw material. Organizations can take advantage of these advancements to go beyond simply managing content and effectively leverage the value of their “corporate oil.’ Those industry leaders who adopt and make the most of their information today will position themselves to take full advantage of digital opportunities in our interconnected world and outpace their competition for years to come.
To learn more about modern content management, download our free e-book, Exploring the Mechanics of Modern Content Management: The ultimate guide to the technologies, practices, and challenges of enterprise content management in the digital age.
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