For the system, in addition to training, there is a need to have Change Management done to achieve the successful implementation of the system, namely:
- Socialization to the End User
- Encourage early involvement from End User
- Build a user-oriented ECM
- Reward
Socialization to End Users.
Socialization needs to be done so that users have the correct expectations of system. And User can imagine how the activities to be conducted in later date. Basically, human beings tend to be reluctant to change in everything, including the day-to-day office activities.
Socialization could reduce rejection from End Users. Socialization can be done through :
Forum that is attended by the management, to provide a signal that implementation of this system is supported by the management. Top-Down Approach is tend to be more successful in system implementation. In this forum do not discuss technically about the ECM system, but rather to emphasize the benefits of this ECM
Besides forum, then it could be done through a notification via company magazine or company newsletter
Encourage early involvement from End User
From the kick off the project, the End User must always be involved.
They can be questioned useful inputs for them. In this way, End User have a sense of belonging to this system. Their inputs may not possible to be all fulfilled, but at least by involving them, they will more have an interest in this system.
A User-Oriented ECM
The majority of ECM can be customized according to need. However, the most important is how to make a more user friendly ECM system. Starting from little things like
What information must be displayed on the frontpage, when the user first login
Folder structure for the division in the ECM must be adapted to the structure an existing folder on the computer each End User.
Reward
To further motivate the End User, we could also use rewards, such as : the first division that use full ECM
for office activities, will get a reward eg shopping vouchers with a specific value for each staff.
