The largest issue facing records and managers now and forever, is adoption.
It’s the one thing we don’t seem to be able to get away from, and before the miraculous paper to digital paper transition can take place effectively, it needs to happen, becuase I don’t ever see a lot of government work starting anywhere but a word processor.
I regularly ask agencies that I work with how they’ve improved adoption, like them, I think I’m always looking for a magic bullet. The most common answer is always education – what an officer’s obligations are, how they need to fulfil them, how the system works. The list of 4 below are others that have come out of conversations with the agencies I’ve spoken to:
- Process Integration via TRIM based actions.
- Workflow with Performance Reporting.
- Make Content Manager part of your performance management framework.
- Make it a compliance step enforced by another system
Process integration via TRIM based actions.
Simply, this means making parts of the process TRIM based actions. Many systems available for various processes can be triggered in TRIM and if most of a person’s job can be triggered in TRIM – they’ll come back there often. A simple example is the DA process in local government, three common tools – Pathway, Trapeze and Connect can be integrated to Content Manager, meaning that for people working in that process, Content Manager becomes the natural place to start and finish.
Workflow with Performance Reporting.
No real surprise that workflows get people using the system. What often gets missed though, is the inclusion of Performance Reporting. Workflow implemented without Performance Reporting is useful, but largely invisible to managers, and if all management reporting is a spreadsheet – it doesn’t matter how the work is getting done.
If Content Manager or a third party integrated workflow system is managing and reporting on how someone does their job, and that’s being fed automatically to management via a dashboard, they’ll go there frequently. It takes time and effort to set up, but once it’s done well, people will never go anywhere else and managers will get used to understanding what is going on with their process.
Make Content Manager part of your performance management framework.
One agency I have worked with assesses employee performance based on what is in their CM system. Their policy is that if it’s not in there, it doesn’t exist, so when it comes time to assess performance, work product needs to be there. People who aren’t producing work don’t get promoted, so record keeping is a routine part of everyone’s job.
Make it a compliance step enforced by another system
Many workflow management systems aren’t integrated into Content Manager but can still be used to enforce Content Manager usage. Mandating the includsion of a link to the Content Manager document supporting the completion of a process or process stage can ensure that people are filing supporting documentation and that it’s findable from the process management system later.
Ultimately there’s no magic bullet.
There are lots of ways to move the needle – a little at a time. These methods have worked for other people
I’d love to hear what’s worked for you.