Planning for a large-scale rollout of a content-management system should begin with the pilot project itself. Schedules, time estimates, process, and training should all be part of the pilot. We will also have completed our analysis of the risks, successes, and challenges of the pilot project and considered how we intend to improve the process in the next round.

We may decide, for example, to conduct another pilot project or decide on two or three next projects, rather than an enterprise-wide rollout. We strongly recommend conducting a series of phased rollouts so that we don't go beyond the capacity of your project managers and support staff members to assist with the new projects and help ensure their success. Additionally, your Information Model, processes, and outputs will evolve as authors discover what the new approach is capable of delivering.

We consider how the next projects will affect the existing infrastructure of information development in your organization. Will people need to be reassigned? Will current information have to be thoroughly revised if it is to be integrated into a single solution? How will new information be integrated into the growing implementation of content management?

We consider assigning members of the pilot project to serve as project managers for the next phase. If we have selected team members well for the pilot, they should be capable of taking over as project leads with some additional training and support.

We complete the wrap-up report and conduct a wrap-up meeting to assess the success and challenges of the pilot project. Use our assessment to decide if you want a partial or a full rollout to occur. Once the new projects are proposed, we develop a communication plan. As with any change-management effort, communication is key to success. We meet with all teams that will have to adopt content-management solutions and openly discuss the positives and negatives that we have already discovered. We listen to their concerns and answer questions as fully as possible. Such efforts will help dispel doubts. We are prepared for concerns about stifling creativity and eliminating staff. We are prepared to explain the benefits that will result for customers and for staff members who have an opportunity to work with the latest processes and technologies.

We help you assign project managers to the new projects who have had experience in the pilot project. We provide them with training and assistance to ensure their success. We help you continue to assign as many enthusiastic staff members as you can find to the new projects.

Deliverables

The Phase 5 deliverables are the completed projects. In addition, we will have new metrics as part of the project-management wrap-up reports to use to recalculate the Return on Investment (ROI). Although the pilot project gives us some indication of gains in efficiency and cost reductions, the full projects will be even more significant because we should be overcoming the problems inherent in pilots.

At this point, we are also probably considering technology upgrades and improvements or even moves to newer technologies. Attend conferences and seminars to keep abreast of changes in the field. Consider taking part in a benchmark study with other organizations that are at similar stages of implementation to judge whether your results are in line with others in your industry or those who are pursuing content management in general. The Center for Information-Development Management regularly performs benchmark studies of content-development organizations.

Remember that no content-management solution is ever complete. As user characteristics, business needs, and authoring and delivery technologies change, you will have to update your Information Model as well as your processes. Mergers and acquisitions of existing businesses mean that you will continue to work on integrating additional departments into the process. We can continue to work together on your organization's content-management solution.

If you would like to learn more about any of our consulting services or you would like to talk to a representative about scheduling an activity, please email or call 303-232-7586.