Electronic document management: a complete beginners guide

Nowadays, most of your business operations depend on some kind of computer program, including document management.

To effectively manage and control the most crucial information of your organization, you need to adopt and implement the right electronic document management system (EDMS).

Today, we’ll cover everything you need to know about this process, including best practices and what you should look for in document management software.

What is electronic document management?

Document management is the strategic discipline of storing, categorizing, sharing, and organizing your business information to meet your business goals.

So, electronic document management refers to the use of computer software or digital filing to make this process more efficient.By digitizing paper documents and storing them in the cloud, you’re able to find information faster, as well as make it more readily available to others who may need it.

But electronic document management isn’t just about being cloud-based. It’s about standardizing your document-related business processes and providing clear guidelines to handle documentation, so you can be prepared even for something like disaster recovery or providing information for audit trails.

When you have a defined path of action for each step in your document management or records management process, you can solve problems faster, innovate more often, and make better decisions.

To make all of this possible, document management systems provide a wide range of features, including:

  • Internal search: find digital documents immediately by typing key terms in a user-friendly search bar
  • Communication: centralize your communications in a single place
  • Archiving and retrieval: archive and restore critical documents at will
  • Version controls: explore the different versions of your documents
  • Metadata: segment documents based on summarized information
  • Storage and categorization: categorize your documents based on specified criteria
  • File sharing: share files with relevant key members and stakeholders

Before we explore these features in more detail, let’s quickly answer a crucial question.

Why is online document management so important for modern organizations?

On average, teams waste 5 hours per week waiting for information.

An even more surprising study reveals that roughly 8 out of 10 employees feel frustrated when they aren’t able to access digital documents when they need them. – Read more

Learn More About Monday.com

#ProjectManagementSoftware #ProjectManagementTools

What are VPNs and why are they important?

Virtual private networks are essential tools for anyone who values their privacy and security online. Whether you want to prevent your ISP from looking at what you’re doing online or you want to ensure your connection is secure when using public Wi-Fi, VPNs have a lot to offer.

What is a VPN?

Usually, when a device connects to the internet, it directly communicates with online servers. So, for example, if you load a website on your laptop, your internet browser converts the URL into an IP address and then connects to the server associated with that IP address.

A VPN consists of an encrypted communications tunnel and an intermediary server. When you connect to the internet through a VPN, your device sends encrypted instructions to a VPN server. It is then this server that connects to and communicates with the wider internet. The result is that the websites and online services you connect to see the IP address of the VPN server you use, not your device.

What are the benefits of using a VPN?

VPNs greatly improve user’s online privacy and security. All your communications with the VPN server are encrypted, so they can’t be intercepted and read by anyone else. Public Wi-Fi networks often feature little to no security, and intercepting traffic passing through them is trivial for anyone with the right tools.

Another advantage of using a VPN is the ability to change your apparent location. For example, if you connect to Netflix from the UK via a VPN server located in the USA, Netflix will think you are connecting from the USA. VPNs can therefore enable users to circumvent geographical region blocking and access content and services that usually aren’t available to users in their country.

VPNs are also essential tools for businesses. Many businesses require their remote working staff to connect to their corporate network through a VPN. This requirement ensures that any sensitive data passed between their staff’s devices and their corporate servers is secure and encrypted.

Site-to-site VPNs

Also known as network-based VPNs, site-to-site VPNs connect two networks together. Many organisations utilise site-to-site VPNs to create a secure internet connection for private traffic. For example, businesses that want to connect offices in different geographic locations can link their networks with a site-to-site VPN. These networks can similarly be linked with the main corporate network, meaning it all behaves as one contiguous network.

Organisations using site-to-site VPNs need to configure their own endpoints, the devices responsible for encapsulating and de-encapsulating the encrypted data that passes through the network. They also need to decide what authentication method to use and set the rules governing how traffic flows through the encryption tunnel. – Read more

Learn More About Catalyst2

Find out more about Managed Servers

The Role of Content in Generating Revenue

The right piece of content can drive a lot of business to your brand. For that to happen, you need to understand the role of content in generating revenue and activate the right strategy.

Are your results far from what you expect? Then, it might be time to turn your attention to a great resource that can help you. That is when you must learn about the role of content in generating revenue.

Content creation is nothing new. It seems like every business has focused on it at one time or another. Despite the lukewarm results you might be seeing, it’s not the time to give up. Instead, change your approach.

The right content strategy can be the main driver of revenue to a business. That means using the proper materials to attract your ideal audience and turn these people into customers. Such tasks can be automated, which means not having a greater strain on your team.

Are you interested in learning more? Here is everything that you will learn in this article: 

  • Why is content important when building an online presence for businesses?
  • How can content be used to generate revenue for your company?
  • How to build a great content strategy?
  • How can process automation help in a content strategy?

Keep on reading to find out the role of content in generating revenue!

Why is content important when building an online presence for businesses?

Competition is fierce no matter your market. The internet is no longer a barren wasteland; instead, it’s overflowing with quality content that aims to drive people away from your business. So much information and the limited attention span of people tend to cause a clash.

Even in such a scenario, you must prioritize a content strategy when building your online presence. Simply having a website is not enough, as dynamic content such as blog posts can continuously bring new visitors to your business to turn into customers.

Working with quality content also helps your brand get stronger. People will associate your business with the helpful posts they read and trust it more when deciding which product to buy or which service to hire.

Last, creating quality content also helps your sales team to deliver more value to prospective customers. Through the right automation courses, you can learn more about their needs and supply the proper materials to convince them.

How can content be used to generate revenue for your company?

Are you having a hard time seeing the link in the role of content in generating revenue? They are highly connected, and all that it takes is an effective strategy from your brand.

Below, you can see a summary of the most important reasons to use content to generate revenue.

Access to the right customers

Content is a great way to make sure the right audience reaches you. That is done by considering your ideal customer and creating materials that satisfy their specific needs. Thus, you can make sure to attract only your fitting targets.

By having access to the best sections of your audience, you can increase your success rate. That means less effort to drive better results.

Exchange for valuable information

Having quality content available serves as a way to get information about your potential clients. Simply request data such as an e-mail address to access your materials to have a valuable contact to use.

With it, you can drive targeted e-mail marketing campaigns with a high success rate chance. After all, these people already expressed an interest in your brand.

Sales pitch material

Creating content is also a great way to help your sales team strengthen pitches and approaches. Consider a salesperson making a call to a prospective client that learns about a specific need they have. Imagine they have an ebook that details exactly how to deal with it.

That ebook has your brand and leads this prospect to a decision towards your product. This scenario is impossible without quality and a varied selection of content.

Stronger online presence

As you saw in the previous section, having quality content attached to your brand is excellent for your online presence. That is a great way to stand out from the competition and deliver value to your potential customers through multiple channels.

No matter how great a business is, it needs a strong online presence. That means competing with big and small companies for different sections of your audience. Quality content is the best weapon to fight in this battle.

How to build a great content strategy?

Now that you know the role of content in generating revenue, you must learn how to create an effective strategy. This multi-step process requires dedication, resources, and expertise. So, get ready and dive in.

Below, you can check out the most important steps to build a great content strategy for generating revenue in your business.

Define your goals

Before you start anything else, think about why you want a great content strategy. Driving revenue to your business is not an aiming target, as you need to specify the metrics that will define your success.

For example, maybe you wish to drive sales to a specific department in your company. In that case, think about the increased percentage you want to reach or a certain threshold you wish to overcome. In any case, always think objectively.

Learn about your audience

What kind of content you create depends on your audience’s needs and desires. If you don’t know who they are, you need to take a step back and do some research.

You can use data from previous marketing campaigns or various surveys you have conducted over the years. Additionally, look for market research that can help you. Try to learn who your audience is, where they live, their age range, their motivations, what they look for in a product, etc.

Take a look at what you have

Has your business already started a content strategy before? If that is the case, you need to consider what you already have. It’s not a matter of trashing everything; instead, try to see what you can salvage or adapt in the future.

Consider what you have learned about your target audience and the goals you have set in the previous steps. With this new outlook, see which pieces of existing content can help you on that path.

Draft a buyer’s journey

Since you wish to drive revenue to your business, you need to understand what path your potential clients take to you. The buyer’s journey is a great tool that helps with that, but it relies on your knowledge about your audience.

Think of your average customer and how they get to your product. Initially, they might be interested in related subjects until they learn they have a problem you can fix. Create a buyer’s journey by mapping each step they take.

Plan your content types

With the buyer’s journey in hand, now is the time to plan the content you will use. For the initial contact, it’s best to use blog posts and social media with a more superficial approach. However, let your audience know they can always learn more with you.

As the journey advances, you can deliver more in-depth content. Then, use longer blog posts, ebooks, videos, webinars, interactive content, and others. That’s when your audience expresses an interest in your solution and should provide you with a means of contact.

Create a content schedule

Your content strategy needs proper planning. That involves creating a schedule that sets the dates on which you will post your pieces on your various Digital Marketing channels. That’s also when you will fit them all into a schedule so that there are no gaps.

This schedule is also useful to share information about your content strategy with your team. By doing this, everyone will be on the same page.

Set aside the necessary resources

A proper content strategy focused on revenue generation requires the right resources. That means having the appropriate tools, people, and time to create what you have planned for your schedule in the steps above.

Your resources should always scale to your budget. However, your business’ management must know that a great content strategy requires the right resources to get off the ground. Let them know of your projected returns and scalability.

Create your content

That’s possibly the most important step in this list. However, it’s impossible to complete without going through the previous ones. Now is the time to create the content you planned as well as fit it into your strategy.

Make sure that your material speaks the same language as your audience. Use the appropriate colors, fonts, and layout that fit your branding and goals. Last, use formats that users can read on any device.

Distribute your content

Your content will go nowhere by itself. You need to make sure it reaches your audience through proper distribution. Thankfully, there are multiple ways to do that.

Using social media is a great way to start. So, post links to your content and add convincing taglines. Additionally, Google is another excellent distribution method that requires the correct SEO strategy within your pages. 

Learn from your results

The role of content in generating revenue is not done once you distribute it. After that, keep a close watch on your results to learn from them. That is the best way to see which pieces of content engage with your audience and reach your goals.

Note the content types that drive better numbers. You should also find ways to adjust those that don’t. By continuously learning from your results, you can improve more and more.

How can process automation help in a content strategy?

As you have learned until now, a content strategy is a powerful tool to generate revenue for your business. Despite the promise of great and scalable results, this does not mean you need to triple your workforce and break the bank on such an endeavor.

To help with that, you can use process automation.

Several aspects of our work lives can be automated thanks to modern technology. That means spending less time on menial tasks and focusing more attention on the ones that require strategic thinking and creativity.

There is multiple marketing automation software that allows you to deliver the right content to the appropriate audience depending on certain actions they take. You can also configure the correct automated approaches accordingly on their information and history.

That means you can keep increasing the quality of your results without needing to scale your team. Acquiring more data simply means using the same process automation strategies that are already working for you.

Learning about the role of content in generating revenue is the first step to improve your results in the right ways. By focusing on a quality strategy and automation, you can create effective materials in a scalable way while reaching your goals within your budget. Consider the tips in this article and renew your approach.

How are you using content to drive revenue to your business? Leave a comment with your ideas! Let’s exchange strategies!

Learn More About Marketing Automation