OpenText eDOCS User Adoption Service

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Gaining Effective User Adoption

User adoption is the core factor impacting the return on investment of any technology investment.

The commitment of Enterprise Content/Information Management (ECM/EIM) systems to capture, organize and protect information products generated by knowledge workers and thereby provide a collaborative environment flourishing the corporate-level intellect continues to be an captivating prospect to many organizations. Yet within the process of implementing a new ECM/EIM solution, it is important to be aware of the challenges of adoption and motivating users to use this new technology effectively. This challenge lies at the core of realizing a strong return on investment.

What Exactly is Adoption? Which Factors Affect User Adoption?

Adoption means changing people’s behavior and making collaboration and information management integral to the way they work. Success is measured by the extent to which people embrace and incorporate new practices and behaviors into their daily work routines, adopting and adapting the technology for their purposes.

When an organization deploys significant resources to implement a new ECM/EIM solution, rapid acceptance can only be secured when end users are willing and capable of working with the new system.

Achieving a high level of user adoption though is not easy. Management buy-in is definitely vital, that is the focus on clear objectives and goals by management is essential to ECM system adoption. These objectives should be circulated via definite and regular communication to all employees. According to a report by HyperionGP Research(link????), in organizations whose leadership is in agreement to launch—and enforce the use of—these systems, user adoption has a “stickiness” that is rarely accomplished otherwise. 

However the management directive must be accompanied with thorough understanding of ECM user needs. When presenting the decision to users, an objective and educated case for the benefits of the new system is crucial. An extensive study should analyze the ways in which users work and the core values they prioritize. This analysis will help taking precautions to hinder potential obstacles such as reluctant users, unmanaged content, working around the system instead of within it etc.

There are also psychological barriers among workers which are mostly identified with resistance to the new system. People accept change when they understand and desire its benefits, in other words, when they can answer the question: “What’s in it for me?”. Successful user adoption requires finding out the reasons for resistance, determining their root causes and making changes that resolve them.

Ease Your Efforts With Our Experienced Consultants

Mind2Biz’s competency and expertise on ECM concepts and projects extends to 25+ years. This experience helps firms accelerate and sustain effective user adoption, resulting in engaged and efficient user communities.

The service we offer mainly focuses on following principles that ease user adoption to reach high levels of satisfaction and accelerate user roll out.

  • Concentrate on people who will use the technology
    We will accompany you listen to your users and create a change strategy and communications plan that concentrates on the features that make their lives better.
  • Coordinate between the IT and change teams
    We will help you align the change management and IT teams from the onset of the project as to minimize friction and better address user requirements, while adhering to security, performance and functional requirements.
  • Understand and comply to your organization’s learning culture
    Analyzing your employee profile we will help you build a hybrid training program tailored and developed to your organization’s needs. Some users accustomed to virtual environments will be happy with the freedom and flexibility of virtual hands-on practices. Some users on the other hand will still benefit from the interactive environment of a classroom with an instructor who can respond to questions. We will promote user coaching services with supportive and intuitive quick reference guides.

Our consultancy and advisory services provide necessary guidance at every stage of the complete adoption life cycle. These cover discovery methods, assessment of readiness, scoping, requirements analysis, organization of communication channels and plans, user guidance and performance support, evaluation and reporting, transition planning and transformational execution.

Benefits Delivered by OpenText eDOCS User Adoption Service

Close the gap between technology and people.

Secure Return On Investment

The adoption strategy designed to facilitate an effective transition to the future state without incurring the additional costs associated with delayed end user transition and acceptance means organizations can take advantage of the process and efficiency gains as planned; ensuring the ROI that OpenText eDOCS offers is secured.

Accelerate Acceptance

Continous monitoring of adoption progress (acceptance and resistance) offers the opportunity for refinement at the time of occurence. By prioritizing change management efforts as part of the implementation project, business leaders, sponsors and the project team will have the strategic business context and the tactical enablement and communication plans required to engage, mitigate resistance, and gain acceptance sooner.

Ease Transition Effort

By prioritizing the focus on all key stakeholders with a user adoption strategy as part of change management efforts, you are taking an intentional approach to moving those end users from the current state to the desired future state—as individuals. The communication, training and user performance support planned will facilitate organizational transition most effectively and within the shortest timeframe.

Facilitate Innovation

The adoption strategy considers the end users’ evolution in acceptance, knowledge, and ability with the new solution through communication, training and on the job performance support. The user first becomes aware, then decides to learn, after first use starts resolving issues and -with accumulating experience- becomes proficient. This seamless progress supports the likelihood of greater leverage and innovative ways of collaboration and work.

Complementary OpenText eDOCS User Adoption Services

Becoming a Prominent OpenText eDOCS Document Management (DM) Business User - HANDS-ON WORKSHOP

  • Navigating Windows Explorer DM Extension desktop
  • Importing and profiling documents
  • Creating and importing versions to documents
  • Using profile search and advanced search to find documents
  • Creating Quick Searches for immediate access
  • Creating folders, sub-folders and Workspaces to organize documents
  • Working off-line with Attaché
  • Customizing DM Extension desktop
  • Setting profile defaults
  • Navigating Microsoft Outlook DM Extension
  • Navigating DM Webtop
  • Working with examples in instructor-led sessions
  • Online format, 6 hrs + Q&A, presentation content shared for 1 month
  • 1-10 participants, supported languages: ENG, TR
  • Interactive training format covers presentation, case studies and workshops, provides competency to answer 5W1K (What, How, Why, Where, When, Who) questions

Becoming a Competent OpenText eDOCS Document Management (DM) Administrator - HANDS-ON WORKSHOP

  • Overview of the technology and architecture of eDOCS DM
  • Installing DM Extensions and its prerequisites
  • Installing and configuring DM Management Studio
  • Installing DM Server, DM Web Server, DM Classic Web Server
  • Generating and Maintaining a Library
  • Installing and configuring DM Management Studio
  • Using Import Tools, Storage Management and other Utilities
  • Configuring DM Indexer to enable full-text indexing of documents
  • Using DM Webtop, Windows Explorer DM Extension and Microsoft Outlook DM Extension to create, retrieve, and manage documents within the DM Library
  • Using eDOCS DM Management Studio to configure DM Servers, DM Libraries, and DM Indexes to enable the full-text indexing of documents
  • Configuration of user settings through DM Management Studio.
  • Working with examples in instructor-led sessions
  • Online format, 6 hrs + Q&A, presentation content shared for 1 month
  • 1-3 participants, supported languages: ENG, TR
  • Interactive training format covers presentation, case studies and workshops, provides competency to answer 5W1K (What, How, Why, Where, When, Who) questions

User Adoption Assessment and Enhancement - SERVICE ON DEMAND

  • Analyze existing profiles of user groups, assess compliance with learning objectives, measure adoption rates and apply gap-analysis between target and current state.
  • Organize instructor led, tailored private/group courses with custom agenda specific to unique needs
  • User performance support and quick reference guides to help users in their moments of need during their daily work
  • Coaching hours with an experienced training consultant on-site/virtually available who can assist and instruct your employees. It can be supplementary to classroom courses and workshops and provides immediate answers to user questions and issues.  Office hours are particularly effective in aiding end users when they interact with new software. They are able to ask questions with no concerns of being in front of a group. This helps to build user confidence and expertise, as well as helping to lighten the support requirements on your IT staff during key project phases.
  • Evaluation and reporting
  • On-Demand User Adoption Assessment and Enhancement Service is provided according to the work schedule arranged together with the corporation

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