Understand how content management systems enable remote work

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PHOTO: Adobe


Gartner recently released its Magic Quadrant for the Content Services Platform (subscription required). The Search Content Services Quadrant replaces the old quadrant for enterprise content management that had worked for years until, in early 2017, Gartner announced it was changing the search parameter and would no longer reference content management as ECM but as Content Services.

What Are Content Service Platforms?

In this year’s report, Gartner defines Content Service Platforms (CSPs) as the foundational component of an organization for the management and use of content. CSPs provide a way for employees to retrieve and work with content in a modern and transparent manner across devices and organizational boundaries. As such, they are an essential part of any organization’s digital workplace strategy.

Content service platforms have been used most often to meet operational and business-centric requirements. They are integrated with other business applications to facilitate access and consolidate governance and content protection capabilities.

However, as organizations seek to consolidate content and document management systems, they are also used for more collaborative, ad hoc, and content-centric requirements. In the context of the digital workspace, this is described as an integration into the “new workspace”.

It should be noted that this year Microsoft, Box, Hyland, and OpenText entered the Leaders quadrant this year, while another 14 systems are spread across the other three quadrants.

Research highlights that buyers of CSP technology now have many options that can enable them to implement a business vision for content services. Advances in federation, intelligence, cloud deployment and user experience mean that the market offers a more modernized set of capabilities than ever before. New content services have never been easier to obtain, deploy and implement.

With more and more technologies being introduced into the workplace to handle different types of content and situations, working remotely and managing content for remote working shouldn’t be a huge challenge. This would seem to suggest that with all of these different things managed from within the enterprise, it should be possible to enable remote workstations.

Associated article: Why Did Gartner Kill the Magic Quadrant of Web Content Management?

How content service platforms enable remote working

Craig Boyle is the co-founder and director of sales and marketing of San Francisco-based IT service provider Blueshift. He points to a number of components that he says allow remote working. He emphasizes that not all content management systems are created equal. They vary in size and scalability, but the general components required for remote working are similar. These include:

  • Granular permission levels
  • Enhanced security features
  • Improved collaboration features
  • Improved notifications
  • Integration with other systems to facilitate remote connectivity

Granular permissions: These give the organization control over its content. When working remotely, having tools that allow granular permissions is essential so that key information can be secured no matter where a team member is working. This helps ensure accuracy and prevents fraud. It also gives teams the freedom to access critical data for as long as needed.

Security: These remote management features should include activity logs, user alerts, and advanced security features such as two-factor authentication (2FA) to prevent unauthorized access. When teams are spread across multiple time zones or countries, they should monitor their activity levels. “This gives them the autonomy they need to do their jobs efficiently and ensure that they don’t compromise the security of sensitive content,” he said. “This is especially important because different time zones can mean that access may be available outside of regular business hours. “

Collaboration features: For remote workers, content management should include search tools to help find information quickly and easily and team communication controls to help manage content among multiple users. Since communication can be difficult for remote teams, having systems in place to make collaboration more efficient. This can include tools like message boards and document or task management features that allow people to stay on top of their work, no matter where they work.

Remote connections: Remote working requires effective communication notifications so people know what’s going on. This includes alerts to let people know when critical content has been viewed or changed and status updates where appropriate. There are many mechanisms that can be used for notifications, such as text messages and emails, but these should be configured in such a way that they do not become overwhelming or disruptive. Systems should also give users the ability to configure their alerts to balance the importance of different notifications.

Remote content management: It’s more than just a technical problem. It requires new and innovative approaches to collaboration and communications. However, the rise of mobile devices and cross-border connectivity means that many organizations are thinking about how they could better manage their content remotely. This requires thinking about systems that can support remote working, such as the integration of enterprise content management (ECM) systems, collaboration tools, and enhanced security features.

DAM and WCM components

In addition to these features, there are two important components that Avinash Chandra, founder and CEO of New York-based BrandLoom, believes should be part of any content management system for remote workers.

Web Content Management System (WCMS): A web content management system allows users to manage the digital components of a website without prior knowledge of web programming or markup languages. A WCMS provides authoring, administration, and collaboration tools for managing digital content. A WCMS no longer exclusively manages web content. The advantages of it include:

  1. Customization: A WCMS allows users to personalize a web page with personalized content and design.
  2. Automating: A WCMS improves workflow management and saves time by automatically publishing content.
  3. Scalable: This scalable system allows businesses to grow without worrying about overstepping website boundaries.

Digital Asset Management System (DAM): Using a digital asset management system, users can organize, store and share digital content effortlessly. A DAM provides a centralized and simple library where customers, contractors or employees can access digital content. These assets include audio, video, creative, presentations, and documents. It is cloud based so users can access it from anywhere.

The benefits of DAM include:

  • Centralized repository: Content is safe and secure in one place.
  • Efficient brand management: A DAM allows you to manage a branded web portal for users so that they can access important files.
  • Digital edition: DAM allows you to deliver digital content to social media channels, third-party distribution services, etc.

All about the user

There is another major feature that content management systems should offer. It should be able to provide a good user experience on any given device. This will allow the user to stay in touch while offline and at home, work or other location, said Ryan Fyfe, COO of San Francisco-based Workpuls. Depending on the type of product you have, it may also depend on a separate remote access application used for collaboration or editing files without having to download them again.

The components of a content management system that enable remote working and enable much more fluid and flexible workforce arrangements, mainly focus on:

  • Social media: Integration with social networking sites like Facebook and Twitter. The use of these tools can be very important as it allows two-way communication with colleagues; ensure that those who need to know about certain notifications are quickly updated.
  • Share: URL shorteners such as bit.ly or tinyurl which make it easier to share long web addresses through social media networks like Facebook where text limitations exist (140 characters)
  • Flexibility: Flexible date ranges – including the ability to categorize information by year but specify any individual month – to accommodate team members who don’t always work a full week or scroll through hours. scheduled time.

In addition to this, the three main factors in determining which CMS is best suited to an organization’s inventory management needs are: security, scalability, and change automation capabilities.


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