Tools

Your Guide To Enterprise Content Management (ECM)

CopyPress

Published: March 7, 2022

It’s important that businesses consistently look for new ways to update their workflow and productivity. A great way to do that is to look at different tools and systems that can help, such as enterprise content management. Enterprise content management is an umbrella term for a style of organization and collaboration that companies can use to help them grow and develop. In this article, we discuss:

 

What Is Enterprise Content Management?

people looking over a document, their laptops open on the desk

Image via Unsplash by @homajob

Enterprise content management (ECM) is a way for businesses to improve efficiency by storing and organizing information. That information can vary depending on the company’s major functions and goals. For instance, some businesses might use ECM to organize general business documents and information, such as PDFs, emails, scanned images, and word docs. Other businesses might use ECM to improve their content marketing campaigns by organizing their website’s blogs and articles while generating informative analytics.

When a business wants to perform enterprise content management, they often use an ECM system to help them organize their documents and information. The ECM system allows other employees to access those documents remotely and have one easy-to-access place where they can retrieve them. Some ECM systems also allow companies to edit the content they store. It also gives the company’s employees a place to collaborate, which can improve the business’ efficiency and productivity.

Can ECM Benefit Your Business?

An ECM can benefit your business in several ways, including:

Improves Company-Wide Communication

When you have a one-stop shop for all of your company’s documents and files, it creates an easy way for employees to share information and improve communication. That can help increase productivity and ensure that your business doesn’t miss any potential sales or leads. For example, using an ECM system, companies can upload documents where content writers can access them easily. The ECM can also store any supplemental materials that relate to what the company is hoping to see in the finished content. From there, the writer can access all the information and create the piece more quickly.

Blogs and other written content are a great way to attract more customers to your company. If you’re looking to start or boost your content marketing campaign, CopyPress has a team of writing and editing experts that can help. Start by using our free content analysis tool to see where your website and content rank compared to your top three competitors. Request your content analysis today! CopyPress can then help you develop the content you need to support your inbound marketing and SEO efforts.

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Reduces Risks of Poor Organization

Poor document organization can lead to slow response times between the company and customers, which can lead to a loss in revenue. For instance, let’s say a customer wanted a detailed list of the services a company offers. The company might have that list saved somewhere, but the employees need to find it first by scouring their hard drives. That can delay their response, even by a few minutes, which might give another company an opportunity to respond to the customer first.

Using enterprise content management allows businesses to pool their documents and resources in one place to manage and search for them more easily. That can help you create a better filing system for your most important documents, so you know exactly where to find them so you can share them with others.

Eliminates Paperwork and Physical Record-Keeping

Printing documents on physical paper takes up time, money, and space. Using an ECM system can help you reduce your office clutter and cut down on supply costs. Not to mention the positive impact it can have on the environment with all the trees you can save. By removing physical record-keeping and file sorting from your day-to-day responsibilities, you can tidy your office space and create a more nurturing and efficient work environment for you and your employees.

How Do Enterprise Content Management Systems Work?

In the world of business, there are a lot of documents to manage. From legal documents and invoices to resumes and memos, ECM systems help companies organize that information and give employees an easy way to access it. Without an ECM, there are a lot of ways for unstructured information to become misplaced. Let’s say there’s an important document that employees ask to review once a month. It’s possible that some employees have it on their hard drives and others have it buried in their emails. Every time someone needs it, it takes time to track down.

Using an ECM system, employees can take that document, scan it, and upload it to a cloud that people can access from anywhere around the globe. No more wasting time searching for lost information or files through the search function in your inbox. Some ECMs also help manage files and information for you. It can sort new uploads or scans and notify you when old documents might need deleting. Some systems even delete the old files for you. Other ECM systems provide a place for employees to collaborate with one another.

Different Types of ECM Systems Available

Enterprise content management is an umbrella term that encompasses a few different types of management systems. Those different types of specific ECM systems you can use include:

Collaborative Content Management

Collaborative content management (CCM) systems help companies organize their documents while providing them with a space to edit them or collaborate on their material. Google Docs is one of the most popular examples of a CCM system. It offers businesses the opportunity to create, upload, and share documents with one another to help the company stay organized and efficient. CCM systems also allow companies to share documents with clients and customers, share deliverables, and generate feedback or comments on their work.

Web Content Management

A web content management (WCM) system is like a general content management system (CMS). It allows businesses to create and manage blogs, articles, and videos to help them create an effective content marketing campaign for their company. Employees can log in to this system to manage the information the website displays, publish new content, and schedule upcoming posts or articles. When companies use a WCM, they often create a style guide so that any writers or editors who develop content ensure it represents the business’s brand.

Using a WCM or a CMS for your content marketing efforts can help you create a more effective marketing campaign. At CopyPress, we use our own CMS, Dante, that allows us to understand what our clients need and give them a place to collaborate with us and leave feedback on the content we produce. We also always ensure to deliver quality, brand-relevant content by working with you to develop a style guide. Looking for new ways to promote your business and attract your target audience? Schedule a free call with us today to see how we can help.

Transactional Content Management

Transactional content management (TCM) systems manage and organize documents that companies accrue during transactions. That includes things like invoices, contracts, claims, purchase orders, and vendor receipts. It’s important for companies to save each of these documents to help them maintain their financial records and reduce the risk of potential legal claims. Using a TCM system, businesses can organize these documents more easily and reduce the need for file cabinets and other physical means of document storage.

Components of an ECM System

Here are some of the principal components of most ECM systems:

  • Capture information: ECM systems use different functions to capture information digitally and store it for later use. Those functions include scanning paper documents and uploading them, as well as converting documents to different file types that are easier to manage and retrieve.
  • Collaborate: WCM and CCM systems allow multiple employees to develop company content together. But general ECM systems also allow for easy collaboration by giving employees a simple way to share documents and communicate feedback or changes.
  • Manage content: Every type of ECM system provides companies with the ability to manage content, whether it’s for a content marketing campaign or company-wide memos. These systems allow businesses to digitize their entire process and create a more efficient workflow.
  • Manage customer communications: ECM systems give companies the ability to perform excellent customer service. The systems help process customer service claims and organize content that’s targeted at communicating information to consumers.
  • Search for documents: Most ECM systems give businesses the ability to search for the documents they’ve saved and organized. This provides them with an easy way to access and retrieve files and other important information to increase their speed and productivity.
  • Analyze and report: Some ECM systems give companies helpful analytics to improve their functions. For instance, some WCM systems might give analytics on who views your website and the content you publish.

 

Fast Facts About ECMs

Here are a couple of things to keep in mind when using an ECM system with your business:

They Encompass Many Tasks and Topics

Enterprise content management is a broad term that encompasses a lot of different things. As listed in the above section, there are a few different types of ECM systems that can help your company with various tasks. For instance, if you’re looking for a tool to help you organize your company’s files, any general ECM system will probably work for you. However, if you’re hoping to use your ECM to create, edit, and share documents with employees and customers, consider searching for a collaborative content management system that offers those functions.

Depending on what you need for your company, it’s important to research the different ECM systems available and the services each one can give you. Start by outlining your company’s goals and the main reasons you want the system. Then compare those reasons and objectives to what each ECM program offers. It might also be helpful to talk with your employees and see what they want out of an ECM system and what type of functions will benefit them the most.

They’re Not Always a Solution, But a Tool

Enterprise content management systems are helpful tools that your company can use to improve its functions and deliver better results to your campaigns and customers. But it’s important to note that they’re not always a one-stop solution for your goals and objectives. Pair ECM systems with other tools and strategies to ensure your company succeeds. For example, let’s say you’re trying to improve your content marketing campaign with a powerful web content management system. The WCM program will offer you, and your employees, excellent opportunities to update your website and content, but it won’t do everything.

For company projects, especially marketing campaigns, it’s important to pair excellent tools with quality work. For instance, if you’re trying to boost your content marketing efforts, it’s helpful to use a WCM or CMS with excellent blogs and articles. CopyPress offers a variety of services that can help your company deliver excellent content to your target audience. Whether you’re looking for high-quality written contentinfographics, or animated videos, we have a team of creative experts to help your company meet its marketing goals.

From improving your company’s efficiency to finding new ways to collaborate with your employees, enterprise content management can help your company develop and improve. Just double-check the functions each ECM system offers and how it can help your company reach its goals.

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