As you embark on your digital conversion journey, you probably don’t want to settle for just satisfactory; you should aim for greatness!
The word “great” is subjective and can depend on each individual. When we say a great digital conversion project, we mean a project that gives you the results you want and exceeds your expectations. You’re over the moon with what you’ve received because digitizing your physical records has transformed how your organization manages your data.
If this scenario is something you want for yourself, you can certainly achieve it. There are a couple of things you can do on your side to set yourself up for success. Let’s dive in!
1. Common Goal
You may be all-in when it comes to digitization, but does everyone on your team see eye-to-eye? There may be some people on your team who are on the same boat as you and can’t wait to digitize all your records as soon as possible, while there are others who think most people are too fast to jump onto the digital bandwagon and would prefer to keep their physical records. They’re the ones saying, “if things have been working, then why should we change it up?” If you don’t get the buy-in from the majority of your team, there will be resistance and your project may be doomed from the very beginning before the project even takes off.
This is where you come in and rally everyone around a common goal. If you want to have a great digital conversion project, you’ll have to get your entire team on board. You can’t simply settle for a passive “okay” from your team members. You need to sell them on the advantages of digitization. Paint a picture for them of how digitization can benefit your organization. Make them believe in the value of it themselves.
Once you get your team on board, it doesn’t stop there. You’ll need to work with your teammates to figure out how digitization supports your organization’s goals. On top of your company’s goals, your team should think about what your goals are for the digitization project. What are some things people want? What would success look like to your team? Once you’re done laying the groundwork, your team can move on to figuring out what you want to look for in a scanning partner.
Having your team on board and united around common goals can be the determining factor that sets your project from just alright to exceptional.
2. Ownership: Roles & Responsibilities
With any big project, you’ll have to identify the key personnel early on in the process. With a digitization project, it’s no different. Once you identify the team that’s directly involved in the project, appoint a dedicated individual as the main contact person. Be clear with this team what the expectations are for each person and what kind of responsibilities are required from them. Establish that each person understands their role in the scanning project.
It’s essential to determine who the main contacts are for your project for a couple of reasons. For one, there will be a specific individual taking ownership of the project, or a piece of the project. They’ll serve as the internal go-to person when any questions or issues arise during the duration of the project. As a result, they’ll feel more inclined to do what they can to ensure that the project will be a success.
Second, it’ll enable easier communication with the scanning partner that you choose. If there’s a designated individual, there will be less confusion on who to reach when there are things that need to be discussed. Your scanning partner won’t have to speak with multiple individuals before reaching the right person. Having a primary point of contact at your organization and your scanning partner’s organization will make it more efficient since questions and answers can flow smoothly between both parties. Through frequent communication, there are more chances for them to build relationships and trust with one another, which can lead to synergy.
It’s not enough to assign points of contact; you’ll need them to be in frequent communication with your designated sales rep and project managers. Digitization projects are dynamic, collaborative processes that involve constant communication. You can’t simply work with your scanning partner during the contract and scope of work phase and then ghost them after you send your records to their scanning facilities.
There are several reasons why you need to be in frequent communication with your scanning partner. One reason is that with digital conversion projects, lots of little unexpected things may pop up that can change the scope of the project. When this happens, it’ll be useful to be informed so you can provide inputs on what you think will be the best course of action. Next, sometimes your goals change. If this happens, it’ll be helpful to express this as soon as possible so your scanning partner can change the scope of work to accommodate your needs. And lastly, there will be times when you’re not exactly sure if you’re on the same page as your scanning partner. For example, after a Milestone proof of concept (M1), you might realize that there was some miscommunication and the scanned images you’re given aren’t what you’re looking for. When this happens, it’ll be beneficial for both parties if you say something as soon as possible. When you hear a voice in the back of your head telling you something’s not right or when you have questions, state your concerns right away. Don’t wait till it’s too late! You don’t want to state your concerns once all your records are scanned.
Most relationships are doomed if there’s no trust to begin with. The same goes for partnerships for digital conversion projects. For a large chunk of the project, you’ll need to be involved in one way or another. However, there will come a time where you’ll have to let go of the wheel and let your scanning partner take the reins. Remember that you chose them for a reason. Trust that you made the right decision.
It’s understandable to want to be updated on the status of your project, but do so in a reasonable and healthy manner. If you’re constantly breathing down the necks of your scanning partner when they’re trying to do their job, you aren’t doing anything but slowing the process down and getting in the way of the project. You’ll need to trust that your scanning partner is capable and that they have what it takes to successfully complete the task at hand.
To have a successful digital conversion project, you need to be transparent. You need to provide your scanning partner with accurate information and details about your records and inventory, including the condition of your materials and the quantity that you have, as examples. It’s important to give accurate information so there will be fewer surprises for the scanning service that you work with and they’ll know what to expect when your records arrive at their facilities. It’ll also be useful to give your scanning partner a glimpse into your document management processes so they can give you the best recommendations possible for your project.
There will be times when you don’t know the specific type of records that you have or how to find the estimate. That’s okay! We don’t expect everyone to be a document management expert. When this happens, ask your scanning partner for clarity and help. They’re most likely equipped to answer your questions and can provide you with resources to help you figure out what you need to.
The key here will be to really know your materials. And even if you think you know your materials, it doesn’t hurt to roll up your sleeves and get to know your materials even more!
6. Manage Expectations
During your digital conversion project, you might start slipping down the rabbit hole and start imagining all the different ways digitization will transform your entire organization. Digital conversion will bring a host of benefits to your organization, but it’s important to remember that digitization is not a magic bullet. A digital conversion project in itself is not some sort of miracle.
You should aim high with your digital conversion goals, but at the same time, you need to manage your expectations and make sure that they’re realistic and achievable. By being rooted in reality, you can see things clearly for what it is and will be more willing to put in the work to make your scanning project a success.
If you want to have a great digital conversion project, you can make it happen. You have everything in your power to set your project up for success and to ensure the best possible outcomes. We wish you the best of luck as you embark on your digitization journey!
If you’re ready to embark on your digital conversion project, give us a call at 800.359.3456 or email us at firstname.lastname@example.org, and we’ll have one of our reps work with you to create a custom solution!
“What You Should Expect During Your Digital Conversion Project” goes over some things you can expect and things you shouldn’t expect when you’re digitizing your records.
“5 Biggest Pain Points of Physical Document Management” paints a picture of different pain points associated with managing physical records and provides solutions to these problems.
“Walk Backward To Sprint Forward: Reverse Engineer Your Project” shows how you can reverse engineer your digital conversion project to achieve the results that you want.