21 tips for turning chaos into opportunity

8/11/2019 21 Tips for Turning Chaos Into Opportunity

1/12

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2014: The Year AIIM Took on

Information Chaos21 Tips for Turning Chaos into Opportunity

AIIM 2014 www.aiim.org
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2/12

Theres a Digital Transformation Afoot.

Will you Lead it?At the AIIM Conference 2014 in April, we introduced the conceptof Information Chaos the idea that everywhere, everytime

information is overloading our senses (and our businesses). At

AIIM 2015, well expand on Information Chaos, while continuing to

give you the knowledge you need to embrace and overcome the

chaos. Its simplistic to say that the world is undergoing a digital

transformation. Its not simple to do.

Weve gathered 21 tips from AIIM 2014 that will help you

begin to hug this whirlwind of information.

At AIIM 2015, youll learn how to grasp chaos in a firm embrace



3/12

According to futurist, Thornton May, When its steamengine time, people will invent steam engines. Major

innovations occur not when an inventor is struck by

a bolt from the blue, but when the scientific & social

conditions are ripe. In the enterprise technology arena,

its steam engine time!

2014: THE YEAR AIIM TOOK ON INFORMATION CHAOS

3

Consumerization is transforming what users expect

from applications. Many business people now assume

enterprise solutions can be delivered as seamlessly and

as simply as consumer-based solutions are delivered in

their private lives. This is neither fair nor straight forward, but

it is the reality facing most organizations in the next five years.

Mobile and cloud are leading to an expectation of anywhere,

anytime access. Cloud and mobile have altered everything. They

change our expectations of where we can work, when we canwork, with whom we can work, and on what devices we can

work. The challenge, of course, in all of this is that mobile and

cloud technologies increase the volume, variety, and velocity of

information in any business and therefore heighten the potential

for information chaos.

These disrupters are the source of two conflicting trends.

On the one hand, information is the worlds new currency, yet

on the other there has never been a time in which things have

been more chaotic.

We hear constantly that how an organization manages its

information assets is just as important as how it manages its

physical, human, and financial assets. Industry analyst company

Gartner talks of us all entering the era of the Digital Industrial

Economy, yet amidst this opportunity many organizations are

simply drowning in a sea of content and information.

File servers are overflowing and multiplying, making it

difficult for people to find what they need. Organizations

are concerned about the likelihood and implications of

information leaks. If information silos in our existing

solutions werent bad enough, there is now content popping

up in new silos in software-as-a-service (SaaS) applications

that are beyond the reach of conventional information

governance frameworks.

Eight hundred thought leaders in the content managementindustry gathered on April 1-3 at AIIM14 to explore these

trends and to outline strategies for not only dealing with

them, but to actually use them and leverage them to create

competitive advantage.

The speakers and attendees at AIIM14 explored fourdimensions of the opportunity/chaos dichotomy:

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1) RISK MANAGEMENT

2) PROCESS TRANSFORMATION

3) CUSTOMER AND EMPLOYEE ENGAGEMENT

4) INSIGHT/ANALYTICS



4/12

21 Crowd-Sourced Tipsfor Turning Information Chaos into Information OpportunityThornton May noted that every organization needs to pass through a wilderness moment.A wilderness moment is when you know what youre doing is not the right thing AND youdont know what the right thing to do should be. AIIM14 was all about helping organizationsdevelop action plans to navigate their opportunity/chaos wilderness moments. Through interactionsbetween the speakers and attendees, the core elements of an action plan focused on each of thefour dimensions of the opportunity/chaos dichotomy emerged.

So here they are, 21 tips to turn information chaos into information opportunity the collectivewisdom of the 800 attendees at AIIM14:

CONTROL

Mitigate risk caused by volume/variety

PROCESSReduce cost of content-intensive processes

ENGAGEUse content to engage & collaborate w/ customers, employees, and partners

INSIGHTGain understanding from content analytics


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AIIM 2014 www.aiim.org 4


5/12

How do you manage the risk of growing volumes of content?

1. (Alan Pelz-Sharpe)Dont chase fashions. Focus on your customers and your products/

services more people and less technology may be the way forward.

2. Tweet this -(Alan Pelz-Sharpe) Manage data across its lifecycle from creation to

destruction always.

3. (Thornton May) Dont try to control what you cant control. Seek to be in control only of

what you are able.

4. Tweet this -Look to PDF/A as a foundation for long-term preservation because its

Standards panel discussion:

Guarantees the secure reproduction of documents

Ensures an homogeneous archive

Is valid throughout the world

Is a sustainable file format.

5. (Lance Shaw) Consolidate, organize, and standardize your content. You might have a

very big family and need three fridges, but you dont need 10 messy ones.

6. Tweet this - (Richard Medina) Understand why organizations hoard information:

Classifying content (to determine what to keep and what to purge)

is manual and expensive

Content worth preserving is mixed with content that should be purged

Legal and others are afraid of wrongfully deleting materials (spoliation)

Additional storage is inexpensive, which makes it easy for corporations to

buy more storage and defer addressing the problem.

7. (Monica Crocker) Understand the logistics of your cloud computing strategy:

Aggressively negotiate contract terms

Determine whether/how to block access to unauthorized cloud storage

Identify roles and responsibilities Know what services are subcontracted

Review your insurance coverage

Have the right people review the plan.

8. (Deborah H. Juhnke)Embrace Zero-Growth Information Governance: Make your

mantra slow the growth, manage the rest.

CONTROL WHY COME TO AIIM 2015?

Richard Sneijder,

IM/KM Business

Analyst, Shell

This was the first AIIM

conference I attended as an IM/KM Business Analyst and reallyappreciated networking withall my peers, getting the latestbest practices on IM and discusschallenges with the experts.


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CLICK HEREREGISTER TODAYand get upgraded to VIP status for free (a $199 value).Offer expires August 31, 2014.

AIIMs Conference 2014 wasthe best I have ever attended.For the first time, it felt likea real community of like-minded individuals travellingtogether on the same journey,sharing a collective insight andknowledge. We were boundtogether by the AIIM App, whichkept us all plugged into everyaspect of the conference in realtime and, like ants in a colony,we all moved in concert to thesame beat. It was a wonderfulthing to behold; at last atechnology conference had lost

its sterility and coldness; it hadbecome a warm and wonderfulplace to be.

Diane Bertrand,CEO,

The Spirit Group Ltd.
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6/12

How do you transform content-intensive business processes?

9. Tweet this - (Guy Kawasaki) Do something DICEE Deep, Intelligent, Complete,

Empowering, Elegant.

10. Look for easy wins to show success and win over the resistant Focus on

processes such as AP Invoicing or Employee On-Boarding for starters. (Lance Shaw)

11. Tweet this - (Tony Peleska) Establish a Business Technology Investment Committee

focused on:

Providing strategic leadership and investment alignment

Prioritizing new and existing investments Tracking existing business technology investments

Communicating investment decisions

12. (Robin Miller) Rethink how forms are used to collect process-centric information:

Never begin to design a form without first completing the appropriate analysis

Determine the appropriate format: paper vs. electronic

Complete a thorough testing process

Design for both the completers and the readers of the form

Reduce the cognitive load on the end user

Think about the completion process and how the data captured will be used

13. (Christy Clark) Think carefully about how you implement SharePoint:

Exploit The Investment; Capitalize on the Desire!

Governance Must Exist Content Ownership & Accountability!

Secured Content is Expected No More Default Open Access!

Features & Functionality Abound Take Advantage & Train!

Some Customization Is OK But Align to SharePoint 2013 Best Practices!

Always Be Thinking About Whats Next! Cloud, Social, Mobile

Commit To A Simple Strategy Eliminate the Complexity and Confusion!

PROCESS

AIIM14 nailed TheChanging Face of RecordsManagement. RecordsManagement is changingworldwide. It now includesthe management ofinformation in variousrepositories, all formats, andnot just physical records.Hence, the evolution ofits new title Records andInformation Management(RIM). Additionally, withthe new InformationGovernance concept,Records and Information

Managers will be challengedto stretch themselvesbeyond their comfort level.RIM managers who embracethe concept effectively, willsucceed; however, thosewho cannot, run the risk ofgetting left behind.

WHY COME TO AIIM 2015?

Nadeen Duhaney,

Records Management

Specialist,

School District of

Palm Beach County


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7/12

How do you use content to better engage customers,employees, and partners?

14. (Alan Pelz-Sharpe)Algorithms only tell us so much. Invest in smart people to

use, interpret, interact with and ask the right questions.

15. (Guy Kawasaki) Build an ecosystem of consultants, developers, resellers, user

groups, websites/blogs, online special interest groups, and conferences to tell

your organizations story.

16. Tweet this - (Tejas Mehta) Structure work like a network Create seamlesssocial experiences across familiar applications, all delivered on an enter-

prise-grade platform.

17. (Katrina Pugh) Anticipate and address what can go wrong in creating

community and knowledge networks:

Lack of participation / engagement

Unwillingness to share

Failure to show value

Perception that this is one-way communication rather than

Practitioners sharing with Practitioners

Knowledge not accessible Dysfunctional meetings

Technomania or technophobia

ENGAGE

I was blown away by theAIIM14 staff! Each staffmember I encounteredwas extremely personable,welcoming and went outof their way to make anewbie feel like a part of theconference. I have been toother industry conferencesand I have never felt morewelcomed as part of thecommunity as I did at AIIM14!Yes, I learned a great dealat the conference but whatresonates was the staffand the overall welcoming

atmosphere at AIIM14.


Donda Young,

Manager of IRM

Projects & Programs,

Unum


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Allen Podraza,

Director of Records

Management &

Archives, AMA Plaza

Not only were the presen-tations stellar, I had theopportunity to make new

professional contacts that Isuspect will be lifetime friends.

CLICK HEREREGISTER TODAYand get upgraded to VIP status for free (a $199 value).Offer expires August 31, 2014.
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8/12

How do you get any business insight out of all theinformation you are gathering?

18. (Alan Pelz-Sharpe) Data and traffic volumes are becoming overwhelming. Spend

your time on essentials and actively discourage hoarding. Focus your efforts on

IT efficiency.

19. Tweet this - (Thornton May) Strategic Success requires Two KNOWs:

1) Understanding the resources, strengths, and capacities of the organization;

and 2) A deep and brutally honest understanding of the external environment.

20. Tweet this - (Johnny Lee)Understand the implications of poor

information governance:

When you have no information governance, you dont know the true

cost of managing information.

When you dont know the true cost of information, you tend to gorge

yourself on storage and ignore risks.

When you gorge yourself on storage and ignore risks, you invite chaos

into your house from data breaches, compliance costs, litigation, and

internal investigations.

21. (Jeffrey Lewis) Five tips for metadata analysis: Perform data quality checks

Dont hoard data

Use standards

Ask the right questions of metadata

Know the right tool to use

INSIGHT


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AIIM 2014 reinforced thefact that we are not aloneas ECM professionals.Because the backgrounds ofthe attendees was diverse,it was a great opportunityto share common challenges(and potential solutions)for ECM issues and bestpractices in organizationsfrom every sector.


Carah Koch,

Document Manager,

Metropolitan Council
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9/12

1.How do we move from rigid and difficult-to-change information-

intensive processes to processes that are agile, responsive to

the needs of individual customers, and collaborative?

2.How do we change our min dset from centralized,

one-size-fits-all IT to user-centric IT?

3.How do we transform from traditional paper-based records

management to a strategy for information governance that

balances innovation and information management risk?

4.How do we shift from collaboration thats just glorified e-mail

to collaborative networks that engage your employees no

matter where or how they work?

THIS IS WHAT AIIM15 WILL BE ALL ABOUT.

LEADERS ARE IN SHORT SUPPLY.

AIIM15 IS WHERE INFORMATION LEADERS GATHER.

Embrace the Chaos:

Lead the transformation

at The AIIM Conference 2015

Help your organization get answers to these kinds of questions

We are at a unique moment in time. Read just about any

analyst whether they are from Gartner, from Forrester, or

from McKinsey and you will read the same thing. During

the next 3-5 years, accelerating technology change will force

organizations to transform.

This is not just a question of slapping an e-business onto

a traditional business. It is a question of reinventing your

organization, or risking irrelevancy. But how?

Chaotic and disruptive times call for new approaches,new conversations, and a network of connections to help you

navigate these challenging times.

Leaders are in short supply. AIIM15 is a network of innovators

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About AIIMAIIM (www.aiim.org)has been an advocate and supporter of

information professionals for nearly 70 years. The associations

mission is to ensure that information professionals understand

the current and future challenges of managing information

assets in an era of social, mobile, cloud, and big data.

Founded in 1943, AIIM builds on a strong heritage of research

and member service. Today, AIIM is a global, non-profit

organization that provides independent research, education,and certification programs to information professionals. AIIM

represents the entire information management community,

with programs and content for practitioners, technology

suppliers, integrators, and consultants.


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