In this two-part blog, we’re going to cover some key aspects that you may want to consider before embarking on a digital transformation initiative.
For starters, you may want to take a step back and consider whether your organization already has the “table stakes” in place that are required for success.
In our experience, we’ve found that the following five best practices are prerequisites for effective digital transformation:
Generate internal alignment
It’s essential to get buy-in from the executive sponsors at your organization – all the way through to the business users who will be interacting with newly digitized documents. In addition to project champions, you need to secure financial sponsorship for digital transformation. Note that early engagement with these business end users is critically important. Dialogue with these stakeholders will ensure that you deliver the right information in the right formats, improving record access for all users.
Understand the business context
Before digitizing documents, you must understand the regulatory landscape at the state, national, and international levels. Different types of documents are subject to a rapidly changing set of regulations and criteria related to document retention and management. Business, financial, and HR documents all may have their own set of regulatory requirements. You must keep this in mind as you plan your strategy on how to organize and classify your documents to ensure compliance down the road.
Document the organizational objectives and success criteria
It’s impossible to organize and execute a digital transformation initiative without clearly understanding the overarching objectives upfront. Take time to talk with various key stakeholders and identify the benefits that digitized documents are likely to deliver. Focus initially on the areas that will generate the highest return on investment.
Identify project management resources
Project management can mean the difference between success and failure for digital transformation. A strong project manager defines the scope of the project, ensures that all stakeholders are on the same page, creates a realistic schedule, and makes sure that resources are used wisely. Ideally, you will appoint a dedicated project manager, rather than assigning part-time project management responsibilities to an employee who already has a “day job.” When Access works with clients, its dedicated project management group ensures that important constituencies buy-in at every stage of the project and they involve the right people in discussions as issues arise. Managing to your timeline and budget are critical to ensure success and additional buy-in for future initiatives.
Commit to starting with a pilot project
Pilot projects offer many benefits. They represent a small, manageable way to begin the process of digital transformation. In addition, they are a great way to create small wins and generate momentum throughout the organization. The learnings that result from pilot projects enable teams to modify their plans for larger scale digital transformation initiatives.
Access has extensive experience helping a wide range of organizations with their digital transformation needs. To learn more about how we can help you take the next step on your digitization journey, check back next week to read the second part of this 2-part blog which will focus on digitization pilot projects.
In the meantime, you can watch my on-demand webcast: Digital Transformation 2.0 | Making the Journey.