Effective Content Reuse: Storing Paragraphs, Not Topics, Is Key to Content Management Success

By Paul Trotter, CEO, Author-it Software Corporation Various reports have shown that knowledge workers spend about 30% of their time looking for content that has already been created.  If that sounds like a colossal waste of time and money, it is. But in terms of waste, time and money is only the tip of the iceberg.  The more pressing problem is that by continually creating corporate documents from scratch, companies run the risk of producing external and internal communications that are inconsistent in style, appearance, and – even worse – message.  The ramifications of these shortcomings can be disastrous, particularly with respect to industry-specific compliance issues. Consider a financial institution that generates vast amounts of investment offers for its customer base.  Disseminating the most up-to-date information quickly and accurately to end users is critical.  However, if a law is changed or the restrictions on an investment vehicle are revised, and the material reflecting these changes is either inaccurate or not distributed in a timely manner, an institution leaves itself vulnerable to potentially massive fines for non-compliance – perhaps even a litigious situation. Clearly, such examples, as well as less dramatic ones, highlight the need for content management within most organizations.  However, many of these entities are relying on content management systems (CMS’s) that are woefully insufficient or no systems at all!  Frankly, many organizations that are authoring and managing...

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