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How to Avoid the Top 3 Reasons Document Management Fails to Launch

By John Barbato, Sales and Marketing Manager, etfile

There are many reasons a solution may not successfully launch, but there are ways to nip problems in the bud before they come to fruition. We’ve listed the top three reasons dealership offices fail to launch document management using our two decades of experience.

You’ve purchased a document management solution, but you’re concerned if it will jive with people in your office and how well it will function. In the office, some employees speak negatively about the new process because it’s going to change their daily routine, while others may not have the technical know-how to properly use it no matter how simple the solution is. Let’s look at how to remedy these situations.

Reason #1: No one takes charge

» How do I prevent it? Appoint a project leader.

Appoint an administrator, whether it is the controller or office manager, that will keep your team on track to ensure the solution is properly and efficiently put in place. They will ensure your team is up to speed during and after training, and ensure the system is used on a regular basis after training is complete. If no one takes charge to ensure the product is properly used, the project could fail.

Reason #2: Lack of communication

» How do I prevent it? Encourage collaboration but not too much.

Prior to installation, identify where the software is needed most in your office (service, sales, human resources, accounting, etc.) among your colleagues. This should be done through meetings with department heads and employees who will be operating the system. However, allow the appointed project leader to take charge and make the final decision. This allows the trainers to have a clear direction to ensure your coworkers are prepared for the new process.

Reason #3: Enabling users to stay in the mold

» How do I prevent it? Stop providing access to old processes.

The most difficult part of using a new document management solution is changing the mindset of employees who have carried out the same processes for years or decades. Stop enabling them by providing old processes and tools, such as access to old cabinets and files or old software integrations that your new solution has replaced. Once they are shown the way and properly trained they will follow the new process.

By preventing these common reasons dealership offices fail to launch, your organization will not only learn the product more effectively but will capitalize on the many benefits document management has to offer. However, fear of change can prevent organizations from progressing. As Winston Churchill said, “To improve is to change; to be perfect is to change often.” Let etfile help you progress the right way.

Learn more about etfile at or reach out to John Barbato at [email protected].


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