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Thursday, 28 October 2021 10:52

Empowering knowledge workers

By Chris Smith, alliance & partner manager for ANZ, M-Files

GUEST OPINION: Increasing digitalisation across industries means that businesses create, manage, store, and maintain a rapidly growing amount of information. Without the right technology and strategy to manage this data effectively, organisations will likely lose both time and money. 

IDC found that knowledge workers spend “more of their time governing, searching, and preparing data than … on extracting value”. Knowledge workers waste an average of 30 per cent of their time looking for or preparing data, plus another 20 per cent of their time building information assets that already existed. (1) 

Rather than accept that knowledge workers waste up to half of their working week because of inefficient information management, it’s essential to implement an effective information management framework. This can help knowledge workers become more productive and less frustrated. 

There are four key ways that a sound information management strategy can empower knowledge workers: 

1. Increased productivity
When knowledge workers can find the information they need quickly and be confident that the information is the correct, most up-to-date version, they can spend more time on high-value activities. 

Rather than clicking through fileshares to find documents or asking colleagues to send information, knowledge workers need to be able to get the information they need using smart search functionality. With the right information management tools, users can simply search for the document they need using one interface, regardless of where that document is located. This reduces redundant manual tasks as well as the need to recreate information assets, freeing up employees to focus on adding value. 

2. Stronger security
Remote and hybrid working arrangements have increased the volume of documents and data that are being shared outside the organisation, from various repositories and systems. This can make it difficult to keep data secure; however, data privacy regulations mean that organisations must protect that information. 

Knowledge workers need to be able to control who can access certain documents and see who has accessed those documents. This can also help with version control and policy enforcement as well as make compliance easier and provide an audit trail. 

3. Improved collaboration
Working remotely can be difficult for knowledge workers who can’t access the information they need or can’t share documents securely and easily. Email attachments can be unsecure and almost impossible to track and can mean that many versions of the same document exist, creating version control issues. Sharing information and documents through an intelligent information management solution removes these risks and makes it easier for colleagues to collaborate effectively. 

4. Maximise business intelligence
When information is managed correctly, workers can analyse data to make smarter decisions, faster. These insights can help them spot trends and identify challenges, as well as develop strategies to improve efficiencies and gain a competitive advantage. 

Working with information in a more intelligent and structured way is no longer optional in a business landscape characterised by mobility. Knowledge workers must be empowered by intelligent information management systems to add value to organisations. 

(1) https://pages.alteryx.com/rs/716-WAC-917/images/The%20State%20of%20Data%20Discovery%20%26%20Cataloging.pdf

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