Escalation of Force and Digitization: A Phased Approach to Project Success

When it comes to large-scale digitization projects, taking a phased, strategic approach is crucial for ensuring smooth implementation. Much like the concept of “Escalation of Force” in military strategy—where actions start small and gradually increase in intensity to match the situation—a phased approach in project management helps organizations gradually ease into a larger project. This blog will walk you through the journey from the first point of contact (POC) to getting the project fully underway, focusing on how the process evolves through different phases, from sample projects to full-scale implementation.

The First Point of Contact (POC)

The first interaction with a client is crucial for establishing a strong foundation for the digitization project. This is where the discovery phase begins, with conversations aimed at understanding the client’s needs, concerns, and expectations. The key here is to assess the project scope: what materials need to be digitized, what are the anticipated challenges, and what is the desired outcome?

At this stage, it’s important to introduce the idea of small, manageable projects. A POC should serve as a trial run, allowing both parties to test the waters without diving into the full project just yet. It’s an opportunity to build trust and assess the technical feasibility of the digitization process while keeping the risks low. A successful POC sets the stage for future phases.

Project Sample: Testing the Waters

Once the POC is complete, the next step often involves providing a project sample. This typically involves digitizing a small batch of materials—usually not paid for—just to get an idea of what the materials are like and how they can be handled. The goal here is to understand the nuances of the materials, any special requirements, and the technical specifications needed for digitization.

A project sample isn’t just about testing the system, it’s also about learning more about the project scope, whether there are any challenges with the materials, and setting clear expectations for the upcoming phases.

The Pilot Phase: First Trial Run

The pilot phase is the next step in the escalation process. This is where things start to get more serious. Unlike the sample phase, the pilot is typically a paid trial, and a more significant portion of the project is digitized—though still a subset of the full project. This phase serves as the first real test of systems and workflows.

Key elements of the pilot include:

Setting clear goals: Establish system functionality, timelines, and quality assurance standards.
Feedback loops: This phase provides valuable insights into how the digitization process is working. Any roadblocks encountered during the pilot phase are addressed, and adjustments can be made to ensure a smoother full-scale implementation.
Test processes: The pilot acts as the in-between phase, testing the waters after the sample and before the larger project begins.

A successful pilot provides both parties with a clear understanding of the project’s potential, validating that the systems and workflows are aligned with the client’s needs.

Moving from M1 to Full-Scale Project

Once the pilot phase is successfully completed, it’s time to transition to the first full-scale implementation (M1). This is where the project begins to move from a test run to a larger, more impactful phase. At this point, the success of the pilot phase justifies scaling up the project.

During the M1 phase, the processes that were tested and validated during the pilot are streamlined for efficiency. Additional considerations, such as security, storage, and workflow adjustments, are fully integrated into the project to ensure its success at scale. This phase is pivotal in transitioning from a smaller, limited scope to a broader, more ambitious project.

Launching the Full Project

With the M1 phase successfully implemented, the final step is launching the full-scale project. This is where the groundwork laid during the previous phases comes to fruition, and the full scope of the digitization effort is put into action.

However, launching a full project brings its own set of challenges. Managing an increased volume of material, making adjustments to systems, and ensuring consistency throughout the project are all key considerations. It’s important to maintain close monitoring of the project and make necessary adjustments to ensure the final output aligns with the original goals and expectations.

Ongoing evaluation and support are critical during this phase to resolve any issues that arise as the project scales up. This ensures the project continues to meet quality standards and stays on track.

In Closing

The Escalation of Force approach to digitization projects allows organizations to ease into larger projects through manageable phases. By starting with small-scale pilots and samples, you minimize risk while testing systems, workflows, and expectations. Each phase—POC, sample, pilot, and M1—builds upon the previous one, allowing for smooth transitions to full-scale project implementation.

This phased approach ensures that each step is carefully planned, tested, and refined, ultimately leading to a successful, full-scale digitization project. If you’re ready to get started on your digitization journey, contact us today for a consultation and take the first step toward a more efficient, secure, and streamlined document management system.

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