There’s an old saying in car racing that goes something like “you can’t win the race in the first corner, but you can lose it.” There is a similar truth when talking about software. The right software will not fix your problems, but the wrong software will surely exacerbate them. This, then, is a little story about choosing the wrong software.
Just prior to Christmas 2015 I took on a small project in Vermont. It was a bit of a weird situation in that the project was a mashup of two projects I’d done the previous year; the client was in the same business as another client, and the project was the same as a different client. No matter.
The client wanted to find out why their staff wasn’t in love with the Enterprise Content Management (ECM) solution they’d deployed a few years earlier and why things were failing. With a few exceptions this could have been a copy of an assessment I did for a university (detailed in this post & case study). The key differences were the technology chosen and the business the two organizations are in. In the case of the university, at least they chose the right type of technology for their needs. The folks in Vermont kinda, sorta, almost made the right choice, but not quite.
Back in 2008/09 their legal folks decided that they needed something to manage all their documents, so they went out and sourced a document management product targeted to professional services organizations. At the time no one was thinking holistically about what the organization needed. Whatever, it’ll all work out. Uhm, no.
As they were researching what to buy, they determined that their compliance and procurement departments had similar document management needs, so decided to deploy whatever they bought to those groups as well. There’s nothing wrong with trying to get more bang for your buck, assuming that the fit is right. Right?
My client went out and selected a product and got it implemented. Now, the implementation did not go smoothly, but that was nothing to do with the product and everything to do with selecting a less than stellar implementation partner. However, that’s not what this story is about, though you really need to be careful about selecting an implementation partner.
Once they got the implementation under way, they decided that the product they chose would be their ECM standard. There was a tiny problem; the product they selected was not an ECM product. As stated on their website [name withheld] “is the global leader in professional work product management”. The vendor’s target market is primarily law firms. Over the course of the project I spoke to the vendor and a couple of peers that work for organizations that use the vendor’s tools. They all agree that the product is not suitable as an ECM platform. The two peers I spoke to said that the product is very good if you use it for what it’s designed to do, but you’d be mad to try and use it as an ECM platform. To get back to my race car analogy; it’d be like trying to compete in the Dakar with a Formula One car.
But really, how bad could it be? Well, prior to implementing the product, everyone in the company knew where to find stuff, even though it was a pain. While they weren’t thrilled about using file shares, FTP, and email to store and share content, they knew how to work with the tools they had, regardless of how prehistoric they were. Now that they have the new platform, most people in the company are more than a little fed up:
- They file stuff and can’t find it again;
- They’re supposed to send links to colleagues, but have to rely on email because security is borked;
- Where previously there were standards, now many have their own way of doing things;
- Irritation with previous tools has been replaced, in many cases, with hostility;
- This list is not complete.
It’s gotten so bad that my client is seriously considering ripping out the solution they implemented and going back to using file shares. I wish I were kidding.
As my university client found out, choosing the right technology is no guarantee of success. However, as my Vermont client found out, choosing the wrong technology is a guarantee of failure. Choose wisely and do all those other things that come before selecting and implementing technology. After all, a solution / system is a combination of people, processes, and technology.