Digital assets are the lifeblood of any organization, and content management solutions provide the tools and technologies needed to further boost their value.
PowerPoint files, video clips, and other presentation materials used to accelerate sales cycles. Spreadsheets for financial reporting purposes. Electronic marketing collateral that is distributed to potential clients to increase awareness and market share. Online training manuals that help new employees quickly get up-to-speed on desktop applications and other business systems. Industry reports, analyst research, competitive analysis, and other vital information that helps employees stay on top of the latest marketplace trends.
Digital assets like these help to ensure smooth operations and fast, well-informed decision making. This, in turn, leads to superior performance of each individual employee, as well as the company as a whole.
How can a content management system make these and other corporate documents even more valuable?
Improved Accuracy and Timeliness
Information that is old and outdated is of little value to a business. But, when digital assets exist in disparate silo’ed locations across a company, it becomes extremely difficult to ensure that everyone is using the “latest and greatest” version of an electronic document. With a content management system, all users can see which version is the most current, so they know which files should be utilized.
Reduced Time to Publish
In today’s dynamic marketplace, information changes at the speed of light. The longer it takes to create, finalize, and publish a document, the more likely it is that the information it contains will no longer be accurate and valid once it is distributed. With a content management system in place, companies can dramatically accelerate time-to-publish for critical documents. With automated workflows that manage the content lifecycle from end to end – from drafting and review through approval and publishing – content management solutions ensure that information is finalized, produced, and distributed in the most efficient and timely manner possible.
Consistency in Branding
Many content management solutions include templates that aid in the document generation process. The purpose of these templates is twofold. First, they accelerate creation by making it easy for users to rapidly structure and design their document – even if they have little or no graphic expertise. But, even more importantly, these templates give companies greater control over how content is presented. This helps maintain brand integrity by ensuring that all published documents have a consistent “look and feel” that adheres to all corporate standards and guidelines.
Documents that are difficult for an employee to find and retrieve will help little to enhance the way they execute their day-to-day activities. Time will be wasted searching for the needed information, which will negatively impact productivity and output. And, when the required content is finally found, the need for it will likely have already passed.
A content management system puts important, time-sensitive information right at the worker’s fingertips. So any information can be instantly searched for, located, and accessed, the moment it is needed.