Covington - Don't Rush: A Good System Takes Time

Don't Rush: A Good System Takes Time

Phillip A. Covington

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By now if you've read the other sections on document management you have a pretty good understanding of some of the reasons why it is so important that any good document management system be well thought out and planned from the beginning. The other sections have focused so far on the importance of planning and the negative consequences of overlooking it. Here we will very briefly look at some of the steps which should be involved in the planning process itself.

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This page last updated
23-Jan-1998

First I'll lightly touch on two points covered in more detail in my books: the significance of the fact that PCs have advanced well beyond the concept of the original "Personal Computer," and what not to do when obtaining the assistance of a consultant.

With PCs now a part of our daily lives and the fact that you can walk into almost any sizeable retail store and buy computers, software and accessories just like a VCR or stereo, many have acquired the false impression that even in a business setting computers are as easy to implement and use. It is true that computers continue to become increasingly easy to use and that the line between computers and other electronics, such as home entertainment systems, is becoming less defined. For home applications it probably is good that PCs may eventually become just another "appliance." However, that same analogy does not apply to PCs used for business applications, or even to PCs used for serious home office computing. The truth is that high-end versions of the very same machines now handle most of the computing tasks in even the largest organizations; applications once handled by mainframes.
What's my point? The point is that even though PCs have dispensed with mainframes and minicomputers to a significant degree the same cannot be said of the expertise required to properly plan, implement, and manage a business computer system. The technical nature of the internal requirements and need for experienced information systems professionals does not go away. If purchasing a PC for strictly personal use, or a small personal business, you may be able to do just fine buying and using off-the-shelf solutions and planning on your own how to use them. However, my experience has been that many people making PC purchase decisions, even for business applications, often do so without seeking input from their information systems people, or from an experienced consultant.

Work With Experienced People

If you do seek the services of a consultant please note that the end users of computers are not the only ones making the above mistake. Especially due to the popularization of the start-your-own business, work-at-home concept many people with no prior experience are running out, buying computers, and marketing themselves for services ranging from desktop publishing, to marketing, to computer programming and consulting. I'm not saying there is anything wrong with working at home. It is currently not uncommon for some employees of even the largest Fortune 1000 companies to often work at home. I'm just saying that someone with no prior experience with business applications, even if he or she is a "whiz," would very likely be unable to provide you with the depth of experience, planning and hands-on know how that are critical to implementing a successful system. So, make sure the person you plan to work with has actual experience working on the kinds of applications you intend to implement, or experience that is closely related.

Guidelines For Planning A Document System

Whether you work with your own IS professionals, an outside consultant, or both, below are a few of the most important steps you should be sure not to overlook. These steps assume you are a decision-maker in regard to the new system being implemented.

1. You will need to be available throughout the process. Make sure your current work schedule will allow sufficient time for the anticipated duration of the project. Make sure also that your staff is aware of what is going on, is willing to cooperate, and can also be available for information gathering, etc. Try to gather ahead of time to have ready for the consultant as many example documents as possible which are representative of your existing paper-flow process.

2. Do not purchase any new computer hardware or software for document management until AFTER the information gathering and planning process has been completed, and hardware and software requirements have been determined.

3. Make sure that you choose a consultant who starts by interviewing all personnel representative of those who will be using the new system. I frequently talk with people at Fortune 1000 companies who complain because they could have alerted the people designing their system to an oversight that resulted in an annoying bug or shortcoming: if, they had only been asked, and/or if the IS professional(s) had only listened!

4. Be prepared for and open to the fact that a new system may, and very likely will, change the way you are currently doing things. Many of us remember the Life Cereal kid, "Mikey," who became famous by reminding us that kids (adults too) often don't like something that's supposed to be "good for us." Well, although as people become more accustomed to computers things are improving, I've noticed that often when a new system threatens the way people "have always" done something, they may be reluctant to embrace it. It is now a well known fact, though, that the new computerization of old systems often DOES change things, and forces the users of that system to change the way they do things as well, but for the better! In almost every case the process of planning and implementing a new system reveals weaknesses in the old. So, rather than dread having to do something new and different, keep the staff focused on the improvements the new system will bring and how it will make life easier for everyone once completed.