CUSTOMER

CASE STUDY
IT TAKES CHANGE,
TO MAKE CHANGE.
Implementing a new IT project requires many different types
of changes within the company, this includes the people,
process, and of course technology. This case study focuses on
how the people part of the trifactor was successfully managed
by one of our customers. One case that stood out to us was
the story of a Real Estate and Development company. They
were able to spearhead the change management process and
achieve user buy-in. We are delighted to share their journey
with you.

How a Real Estate and To understand how this company systematically managed the
upcoming change and forecasted its effect on their business
Development company and employees, we interviewed one of their managers. We
discussed how they were able to engage their employees
successfully rolled out and achieve a high level of user adoption to maximize their
ROI in a relatively short period of time.
M-Files by incorporating
Change Management The interviewee was the company’s M-Files project manager
whose responsibilities included leading workshops,
practices in their project configurations, data migration, testing, and training.

implementation process. Change management was something this company had

thought about in detail, right from the beginning of
their M-Files project development phase. They took into
consideration how the new project would affect their
existing processes, give birth to new processes, and change
the way employees currently worked. Right from the project
development phase, they employed the help of M-Files
consultants to plan workshops and build training courses for
WHY M-FILES? their staff.

DOCUMENT NO MIGRATION ELIMINATING

MANAGEMENT NEEDED INFORMATION SILOES

Firstly, they ensured they had executive buy-in with the
development of their data governance policies. Thereafter,
they developed some key communication tools to help roll
out the project and encourage user adoption.
COMMUNICATION IS THE KEY
The company focused on creating the right types of
messages to suit their company culture. They used
multiple communication mediums to convey the same
message as different people consume information
in different ways.This included developing a project
information website. The website contained training
videos, an M-Files 101 introduction training course, as well
as tips and tricks for ease of use.
Along with this, they ensured there was frequent
communication via email, on the company Intranet, and
placed posters with relevant information around the
office. All these initiatives were taken with the M-Files
users in mind. The mission was to keep them informed and
make sure they had sufficient guidence to embark on this
new journey.
After putting the communication plan into action, they
requested feedback from their staff to ensure user
adoption targets were being achieved. These check-ins
were done to determine what the users liked or disliked
about the M-Files solution and if any tweaks were
recommended after it was used for its intended purpose.
The company used multiple
communication mediums to convey
the same message as different people
consume information in different ways:
• project information website
• training videos
• company intranet
• emails
• posters
They scheduled frequent check-ins with their business
units who were required to use the M-Files solution
regularly. These check-ins were conducted at the end of
the first month of project launch, then six months after,
and finally on its one-year anniversary.
They sent out satisfaction surveys and held informal
check-ins with their business units. Along with that, they
measured key metrics like number of new objects created,
user logins, etc., to gain a clear understanding of user
adoption.
When asked what advice he would give to other companies
who are in the M-Files project development phase, the
interviewee said,
“I would recommend to, start early, plan early,
communicate often, and get executive buy-in.
Try to make the content fun and engaging.”
MAJOR LEARNINGS
During the interview we asked what were their major
learnings during the project implementation and change
management process. The interviewee expressed that “I love that the linked at tachment
‘data migrations’ was the toughest part for them.
is always the latest version of the
Most of their business units wanted their data in the one document. It has saved our team
place. However, the migration process was very time
consuming. After a lot of convincing, they finally got the signif icant time and ef for t.”
business units’ buy-in to not migrate the legacy data.
Once this was agreed upon, the project roll out became
smoother. Later, they were surprised to discover that the Sales Administrator
vaults where the data wasn’t migrated from the legacy
system had some of the happiest users.

The interviewee expressed that sometimes, moving to

a new solution requires some small compromises and
workarounds to speed up the transition process. He learnt
that it’s always possible to find an alternate way of
achieving the end result, you just need to be open to “At f irst, it was a big a shock. I
new ideas. wasn’t sure why we were even doing
After thanking the interviewee for sharing his experience this. Within 3 months, I found
and insights with us, we requested to hear from some of myself not able to live without it! I
their M-Files users. Here are some of their feedbacks:
wanted it on my home computer!”

Risk Manager

WHY M-FILES?

M-Files provides a next-generation intelligent information management Website

platform that improves business performance by helping people find and www.m-files.com
use information more effectively. Unlike traditional enterprise content
management (ECM) systems or content services platforms, M-Files unifies
systems, data and content across the organization without disturbing Email
existing systems and processes or requiring data migration. Using sales@m-files.com
artificial intelligence (AI) technologies in its unique Intelligent Metadata
Layer, M-Files breaks down silos by delivering an in-context experience UK Phone Number
for accessing and leveraging information that resides in any system and
+44 (0)3300 889569
repository, including network folders, SharePoint, file sharing services, ECM
systems, CRM, ERP and other business systems and repositories. Thousands
of organizations in more than 100 countries use M-Files for managing their Finland Phone Number
business information and processes, including NBC Universal, OMV, SAS +358 3 3138 7500
Institute and thyssenkrupp.
USA Phone Number
+1 972 516 4210
For more information, visit www.m-files.com.

M-Files is a registered trademark of M-Files Corporation. All other registered trademarks belong to their respective owners.