Document Strategy Podcast w/Kevin Craine

Document Strategy Podcast Episode 16 – February 2010 – with Host Kevin Craine

“Going Green in the Document Center”

It seems like everyone is talking about global warming and being more environmentally friendly these days; everyone from cleaning crews to corporate executives are looking to be more “green.”

In the business world attention has gravitated toward those mountains of paper being printed and mailed every day in corporate enterprises. Certainly there must be a way to save a tree and save some money at the same time. That’s what we’ll be discussing in this episode with guest Mike Porter, noted author and print/mail expert.

How can companies take practical steps to make their document operations more environmentally friendly while saving some money…and perhaps the planet along the way? Mike has some very specific steps you can apply that can make a difference. You don’t want to miss this episode of the document strategy podcast.

For more information visit http://www.Document-Strategy.com

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Document Strategy Podcast Episode 15 – December 2009 – with Host Kevin Craine

Document Strategy Design Model, Phase Two - Using a Document Flow Chart to uncover Performance Gaps

In this episode of the podcast we’ll be continuing our prior discussions focused on some of the concepts and methods found phase two of the document strategy design model contained in the book “Designing a Document Strategy.”

After all, the question is, I know a document strategy is important…but how do I do it? This phase of the model provides a process to follow to uncover gaps in the performance your existing document process. From there, you will be in a much better position to determine the types of changes and solutions needed for your document strategy.

- What are the problems to be overcome with your document strategy?

- What are the gaps in the performance of the process…and why do they exist?

- What specific steps should you take to improve document system performance?

Using a Document Flow Chart we will define the problems that exist and clarify the causes for the gaps in the performance of the process. The concept of using a process flow chart has been used with great success in the field of quality management for years, and here we employ a similar analysis focused on the process flow of a specific document.

A document flow chart, especially when applied to a key document, can be a powerful approach to map the course of your document strategy.

For more information visit http://www.Document-Strategy.com

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Document Strategy Podcast – Episode 14 – November 2009 – with host Kevin Craine

Knowledge Management – Interview with Document and Knowledge Management Pioneer Dr. Michael JD Sutton

Since its establishment in the early 90’s, Knowledge Management has been gradually moving toward academic maturity and broader acceptance in the business world. As a result, it is an important area to consider in the mix of document strategy design.

Knowledge Management comprises a range of practices used in an organization to identify, create, represent and distribute knowledge. If that seems to be a bit of a broad definition, you may be right, and one of the things we’ll be exploring with our guest, document management and knowledge management pioneer, Dr. Michael JD Sutton. How should we properly frame the notion of Knowledge Management and how it relates to document strategies and process improvement in the business world?

KM first emerged as a business discipline in the early 1990s and many large companies and non-profit organizations dedicate resources to internal KM efforts, often as a part of their business or information technology strategies. Early technologies included document management systems combined with the collaborative technologies (in particular Lotus Notes). The recent development of social computing tools such as blogs and wikis have allowed a more unstructured and self-governing approach to the transfer, capture and creation of knowledge.

KM efforts typically focus on continuous process improvement and the approach often overlaps with document management and document strategy design, but can be distinguished by the greater focus on the management of knowledge as a strategic asset and a focus on encouraging the sharing and exchange of knowledge as opposed to the transport of data or information.

We’ll explore all of this and more with KM pioneer, Professor Michael Sutton, author of the book “Document Management for the Enterprise,” in this episode of the document strategy podcast.

For more information, and to download past episodes of the podcast, visit http://www.Document-Strategy.com.

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Document Strategy Podcast - Episode 13 - October 2009 - with host Kevin Craine

Document Strategy for Small and Mid-Sized Businesses using scan and capture technology — plus a report from Print09 in Chicago

Much of the focus and excitement in document management in recent years has been at a large enterprise level, but when it comes to gaining an advantage with a document strategy, small and mid-sized businesses are perhaps better positioned to take advantage of having a document strategy.

Until recently, many of the benefits of having a document strategy were beyond the reach of most small and mid-sized businesses; but times have changed. Enterprise-sized investments are no longer required in order to buy-in to the gains made available by modern document management technology. The capabilities and benefits celebrated over recent years are now possible in terms of pricing, implementation and support. As document management technology has matured, developers and suppliers have shifted their focus to providing right-sized solutions that are tailored specifically for the “SMB” market.

In this episode we’ll explore document strategy design for small and mid-sized businesses, and how “scan and capture” technology represents an undeveloped opportunity to gain competitive advantage, reduce operating costs and bolster the success of your business.

Also in this episode we’ll hear from Mike Porter, direct from the floor of the recent Print09 show in Chicago. If you are in the graphics, printing and document processing industries you’ll know that Print09 is one of the biggest shows of the year. But we know that not everyone has the time and the funding to attend the various trade events, so we’re happy to have Mike Porter return to the podcast for a personal report.

For more information, and to download past episodes of the podcast, visit http://www.Document-Strategy.com

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Document Strategy Podcast - Episode 12 - September 2009 - with host Kevin Craine

Personalized Statements and “Transpromo,” plus a report from the 2009 Transpromo Summit in Boston

There has been considerable excitement and debate in the document industry about the notion of “Transpromo” recently – and if you are not familiar with the term “Transpromo” you are perhaps not alone. “Transpromo’ is primarily an industry-insider term that stands for “Trans-promotional” — the concept of customizing common transactional documents like bills, statements and other customer correspondence with personalized messaging aimed at marketing additional products and services to existing customers.

While a number of solutions and systems are now widely available, for users, the jury is still out on Transpromo, the benefits and adoption rates are just now beginning to catch up with the technology….but as you’ll hear in this episode of the document strategy podcast, personalized statements represent a unique marketing opportunity and a way to leverage the value of documents that you already pay for and send to your customers every day.

As a result, the concept of transpromo should figure prominently in any document strategy design effort. So we’ve asked one of our expert analysts, Pat McGrew, to report from the recent Transpromo summit in Boston. Hear her report directly from the floor of the event.

In this challenging economy, we know that not everyone can afford the time and money to attend the various industry conferences that are held around the world each year…so the Document Strategy Podcast is here with a recap of the event. You’ll hear what works, what doesn’t, what’s hot and what’s not in Transpromo.

For more information, and to download past episodes of the podcast, visit http://www.Document-Strategy.com

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Document Strategy Podcast – Episode 11 – August 2009

Document Strategy Design Model – Phase Two – “Documents, Technology and People”

In this episode we’ll continue our review of the five phase document strategy design model found in the book “Designing a Document Strategy.” Phase two of the model is called Documents, Technology and People…three essential elements to any successful document strategy.

Once you decide to implement a document strategy, it is easy to become paralyzed by the complexity of the decision. The evolving role of documents, the complications and complexities of technology, and the elusive “people” issues of corporate culture and managing change all conspire to make your task seem overwhelming. Navigating with a balance of strategic vision and tactical common sense is not easy without a clear map to provide direction…and this phase of the document strategy model helps to provide that direction.

One way to keep your document strategy on track is to view it through three basic frames of reference: Documents, Technology and People. At the most fundamental level, this is what a document strategy is all about. Documents are the subject of your strategy, technology is how you produce them, and people are why they exist. Consider these questions:

· Which documents are most vital to the success of your organization?

· What technology is used to create them?

· Who are the people who use and care about these documents?

Chart a meaningful course for your strategy by compiling a list of target documents, assessing how those documents are produced, and understanding the needs of your document constituency.

For more information visit http://www.Document-Strategy.com

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Document Strategy Podcast with Host Kevin Craine

Episode #10 - July 2008 - Distributed Capture

In this episode we will explore the topic of distributed capture and examine the findings of the 2009 Distributed Capture User Survey which provides current data regarding the evaluation and adoption of distributed capture technologies.

Since the introduction of Internet-based Distributed Capture a several years ago, more and more organizations are finding value in scanning documents at the point of origination instead of shipping documents to a central scanning center. But just how prevalent has distributed capture become? What are factors leading organizations to adopt distributed capture? What are the returns that organizations have been able to measure? These are just some of the questions that we posed to users and professionals in the 2009 Distributed Capture survey.

For organizations with a multitude of paper documents being generated in multiple locations, moving scanning and indexing functions to the point of origin saves on mail and courier expense, speeds data input, and expedites the processing of critical business documents. Indeed, as companies become more widely dispersed with regional offices, remote employees, and geographically distant customers, Distributed Capture surfaces as an important tool to enable a document strategy that will ease and facilitate the processing of mission critical information.

This episode contains excerpts from a webinar hosted last month (June 2009) sponsored by Canon and Datacap where I explore the findings of the 2009 distributed capture survey report, summarize user feedback about their experience with the technology, and discuss the important trends and opportunities that we uncovered in the findings.

For more information and to download past episodes visit http://www.Document-Strategy.com

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Document Strategy Podcast with host Kevin Craine

Episode 9 - June 2009 - “Enterprise Content Management”

The growth of digital information is phenomenal. Whatever watermark you use to measure the advance, this fact is clear: Digital documents dominate the swelling tide of information – a tsunami of e-information that floods nearly every aspect of doing business. Digital information has become so commonplace that it is hard to imagine getting along without it. A multiplicity of e-mails, voice mails and computer files fuel the engines of corporate enterprise.

Stacks of statistics from many sources share a common theme: growth rates for digital information are undeniable and extremely high. While the growth of digital information is increasing, so have the risks and opportunities. Indeed, how we manage information has a lot to do with how we manage our businesses, and those organizations that have a document strategy stand to gain an advantage.

That brings us to our conversation in this episode with John Mancini, president of AIIM, the enterprise content management association. John will be discussing how enterprise content management fits within the broader picture of document strategy design, the barriers companies face in making ECM work, and what approaches and technologies to look for when mapping your document strategy.

For more information and to download past episodes visit:

http://www.Document-Strategy.com

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Document Strategy Podcast with Host Kevin Craine

Episode 8 – May 2009

“Using a baseline assessment to map your document strategy and build ROI”

When it comes to designing a document strategy, often the question becomes: I know a document strategy is important…but how do I do it? What has been missing is a process to follow that will ensure efforts result in a meaningful and manageable strategy.

In my book, “Designing a Document Strategy,” I describe a five phase document strategy design model that will help ensure your efforts are manageable yet comprehensive, well thought yet achievable, and based on a solid understanding of the specific needs of the organization. Using the model you will understand the most important documents that drive business, the technology used to create and produce those documents, and the cultural and financial environment in which you must course the course of your strategy.

This episode of the Document Strategy Podcast explores phase one of the document strategy design model – a Baseline Assessment that helps you “get yourself located.” This is an essential part of mapping a meaningful document strategy. We’ll be covering material from Chapter Three of the book, so for those of you that own a copy and are following along, please do so. If you don’t have a book, you can still enjoy and benefit from this podcast

To learn more about the “Designing a Document Strategy,” books and DVD, and download past episodes of this podcast, please visit:

http://www.document-strategy.com

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Document Strategy Podcast with Host Kevin Craine

Episode Number 7 – April 2009

Don’t have time or money to attend a trade show this year? The Document Strategy Podcast can help. March and April are important months in the document industry because two major industry events are held this time of year: the Xplor International Global Conference, and the AIIM / OnDemand Exposition and Conference. These conventions have for years been the leading events in the document management and digital printing industries.

But as everyone knows, the economy is such that getting away from the office to attend a conference is more difficult than ever before; budgets are tight and fewer and fewer organizations are sending their people to trade shows. And as we’ll hear today, both Xplor and AIIM have needed to transition somewhat as a result. But the news is good; while attendance is down, the focus on document strategy design is more pointed and thoughtful…and the opportunity for more meaningful education is a positive trend over years past.

So if you were not able to attend either event this year, you are in luck. The document strategy podcast sent two reporters to Xplor and to AIIM and asked them to report on the conferences with their impressions of what they saw and report back to us. Featured this month are Pat McGrew, reporting from the AIIM / OnDemand conference in Philadelphia, and Mike Porter, reporting from the Xplor Global Conference in Tampa Bay. Check out what was hot…and what was not in this episode of the Document Strategy Podcast.

For more information, and to download past podcast episodes visit:

http://www.Document-Strategy.com

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