What do you think would happen if the above dog walker dropped all the leashes and simply walked away? Think the dogs would all stop, sit patiently until someone, maybe even the same dog walker, gathered up all the leashes and kept walking? Chances are not. One of them would start to wander, sniffing around, and take off doing their own thing, then the next one would do its own thing and so on. It's what happens when things that are usually under control are no longer under control.
Now, I am by no means inferring that employees at companies are dogs working under the tight leash control of an "IT Dog Walker" (insert - I'm dog tired joke - here) but I do want to create a visual comparison to corporate content repositories and the ongoing desire to keep enterprise content under control, as best possible that is. Corporate Data Security is a significant ongoing concern for IT administrators. The constant worry about devices being hacked or lost is an IT nightmare and is exacerbated by the use of personal cloud-based content share services and apps such as Dropbox (500M Users), Box (41 M Registered Users), GoogleDrive, AWS, etc. In the ongoing battle between content control, reducing the risk of content in the wild and an organization's desire to be nimble, to collaborate, to share content freely with the appropriate colleagues and external parties, there needs to be some order when each
dog (err, content system) is supported even when they are different.
First embrace the change and uniqueness of each content management or file share system, don't expect everyone to love one single system, it won't happen. As Bob Dylan sang "The Times They Are A-Changin' " and so is our work environment; let us embrace the change, embrace the differences in our work personas but strive to maintain control and order, so our work environment becomes more productive, not less.
Be Aware and Transparent
The second aspect is to be transparent that you are using different systems. IT Managers, or Management in general, doesn't want to find out second hand that there are all these different systems being used by diverse groups, and there is no visibility. Every piece of content generated is a reflection of the company and while collaboration is critical to productivity, so is ensuring that the company is protected against mistakes or content being shared inadvertently.
Collaborate via a Central Access Point
We have all heard the phrase used at work "If someone gets hit by a bus, we lose that knowledge." It is a terrible analogy, but it is used it to describe what happens if critical company content disappears suddenly (i.e. computer crashes, is stolen, a person leaves the company, etc.). It is a balancing act:
- Employees need the ability to read, comment and collaborate with content but not everyone needs to have a copy on their desktop for their use.
- Employees need to be able to send content to partners, clients and prospects but not every shared content need to be the actual pdf or word doc - simply giving them read access is fine.
- IT Data Security and Content Owners want to provide content for business use, but they also need to be able to update, delete or archive content easily and quickly without the risk of old copies floating around on employees local drives or with prospects or clients.
Content uploaded and synchronized into a central Knowledge Automation software enables teams to collaborate, share knowledge and gives IT Data Security teams enough control without choking the collaborative spirit of the enterprise. Empowering employees to share work content on their local machines, along with content that is stored in traditional OnPremise content management systems like Sharepoint, Confluence, ShareDrives and bring all the content into a single location while making the content accessible only to those who should have access. The very idea that the best content for an employee can come from more than one content management platform is the prize. Using technology to browse the myriad of corporate content platforms and bring the most relevant and useful information to each employee automatically is why Kaybus loves companies who have different systems.
- You say you have multiple different Sharepoint instances? Sweet, no issue, we will bring all the content together, make the content fully indexed and searchable yet keep the uniqueness of each.
- You say you also have an internal Wiki site, a Support Ticket System, and a few file shares drives? Not a problem. When someone is looking for content, we will bring the most relevant content from across all those systems and present them together. After all, that is what your employees are looking for right, the best information to do their jobs.
So what if your company divisions look like three Labrador Retrievers, a Rottweiler, two mini-Poodles, a Bulldog, a Yorkshire Terrier and Boxer? No problem; Kaybus can help make sure you don't lose control if the leash gets dropped on accident.
To find out how Kaybus can help, contact us and request a demo.