As you evaluate different document management software packages, keep in mind that your choice should be based on your business needs, not technology. If you focus solely on the technology, you may wind up with a flashy solution that your employees won’t use because it’s too much of a change and doesn’t fit your business processes.
To make comparisons, it’s always best to get live demonstrations. Whether it’s face-to-face or online, a live demo will allow the vendor to show their strong points while also allowing you to ask questions.
How to evaluate document management software
The most important aspect to consider is ease of use. If creating, filing, and finding documents isn’t easy and intuitive, your employees will resist using the system and your ROI will decrease. It’s not unheard of for companies to spend tens of thousands of dollars on document management systems, only to have employees refuse to adopt it.
Make sure you get a chance to see the software in action – it’s the only way to really judge ease of use. Many applications use familiar metaphors – file cabinets, folders, and paperclips, for example – so even the least computer-savvy employees can catch on quickly. Also look for a balance between an uncluttered interface – one that doesn’t distract you with too many buttons or options – and the ability to get common tasks done quickly, without having to click through too many screens.
Ref: document management
Monday, January 19, 2009
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