Streamlining Digital Content Management with Adobe Experience Manager
- Lari
Table of Contents
Background
A leading financial services firm required robust digital content management solutions to streamline workflows, enhance efficiency, and maintain compliance in a highly regulated environment. With a fragmented content ecosystem, the organization sought a centralized approach to manage web pages, assets, and communications effectively while ensuring security and timely delivery.
Challenges
1. Complex Content Management Needs: Managing over 200 websites with varying requirements for updates, personalization, and maintenance.
2. Tight Timelines: Press releases, urgent updates, and newsflash tasks demanded rapid turnarounds.
3. Compliance Requirements: Adhering to strict financial regulations for content approvals and publishing workflows.
4. Fragmented Tools: Lack of streamlined workflows for managing tasks across internal teams and external stakeholders.
Objectives
1. Centralize and streamline content authoring and publishing workflows.
2. Deliver urgent tasks like press releases and newsflash updates within defined SLAs.
3. Maintain regulatory compliance through robust review and approval processes.
4. Empower content authors with tools and training to handle diverse content needs efficiently.
Solutions and Implementation
- 1. Content Authoring and Workflow Optimization
• Centralized Management: Migrated over 200 websites to a single Adobe Experience Manager (AEM) instance for streamlined operations.
• Workflow Automation: Set up AEM workflows for compliance approvals, automated notifications, and escalations.
• Task Categorization: Defined task priorities (Standard, Urgent, Newsflash, and Press Release) with clear SLAs for each category.
2. Efficient Handling of Press Releases and Urgent Updates
• Rapid Response for Urgent Tasks: Completed urgent updates and newsflash tasks within 15 minutes or as soon as possible.
• Press Releases: Ensured all press releases were delivered within a 2-hour SLA, including internal testing and compliance reviews.
3. Enhanced Collaboration through Asana Integration
• Implemented Asana for task tracking and communication, ensuring transparency in task progress and timelines.
• Regular updates and ETAs were provided to stakeholders, improving satisfaction and reducing delays.
4. Comprehensive Testing and Publishing Processes
• Multi-Level Testing: Conducted rigorous testing across multiple browsers and viewports to ensure content accuracy and functionality.
• Post-Publishing Reviews: Verified live pages for visibility and performance, ensuring error-free updates.
5. Advanced Features and Capabilities
• Created and managed Experience Fragments (XFs) for reusable content pieces.
• Leveraged template creation and metadata management for efficient page creation and SEO optimization.
• Set up automated workflows for publishing and unpublishing content without disrupting other live pages.
• Managed digital assets within AEM DAM, including naming conventions and metadata optimization.
Results
1. Faster Turnaround Times: Achieved an average task completion time of 24 hours for standard tasks and 15 minutes for urgent tasks.
2. Improved Compliance: Streamlined content review and approval workflows ensured adherence to industry regulations.
3. Enhanced User Experience: Personalized and accurate content updates improved website engagement and user satisfaction.
4. Operational Efficiency: Centralized processes reduced task handling complexities, saving time and resources.
5. Scalable Processes: Established a robust foundation to handle future content requirements efficiently.
Key Highlights
1. Migration and consolidation of over 200 websites.
2. 100% adherence to task timelines, including press releases and urgent updates.
3. Proactive collaboration through Asana, improving task visibility and stakeholder communication.
4. Advanced utilization of AEM features like automated workflows, XFs, and metadata management.
Conclusion
By leveraging Adobe Experience Manager and implementing streamlined workflows, the financial services firm successfully transformed its content management processes. The centralized approach, coupled with efficient handling of urgent tasks and compliance reviews, enabled the organization to meet its business objectives with precision and reliability.
