Article #9:
Selecting the Right Technology Solutions - Part Three

Previous Articles: Part One | Part Two

 

The previous installments of this series discussed how to select the right document management technology solutions. Since each organization is different, each document strategy will be different. No "one size" fits all, and no singular solution will be the right strategy for everyone. We have been working through a three-step process found in my book, "Designing a Document Strategy," whereby we generate a list of possible solutions and determine the best solutions using weighted decision criteria. This time we'll examine how to select a final solution (and alternatives) using a handy tool called a "Paired-Choice Matrix".

A Paired-Choice Matrix gives you a method to choose the best solution from a number of alternatives and is an objective way to make sure each potential solution gets fair and equal consideration. One way to think of this process is like the NFL playoffs. A series of games are played between teams to determine an ultimate champion, matching one pair of teams at a time.

Using your "short list" (see prior columns), list your solutions on the top, as well as the left side of your matrix. In the example below, six solutions have been selected (represented as A through F). Begin with the first row (Solution A) and proceed horizontally across the chart, comparing solution A to every solution along the top, one pair at a time. "X's" mark where no choice can be made (e.g., between solution A and solution A). Indicate your preferred solution by placing the corresponding letter in the corresponding column. Repeat this process until each possible pair is evaluated.

 

Paired-Choice Matrix:

	A	B	C	D	E	F	Total
A	x	B	C	D	A	F	1
B	x	x	B	D	B	B	3
C	x	x	x	C	C	F	2
D	x	x	x	x	D	F	1
E	x	x	x	x	x	E	1
F	x	x	x	x	x	x	0
Total	-	1	1	2	0	3	x

 

In this example, we start with solution A and follow the top of the matrix. Between A and B, solution B was selected. Continue across the row, making a choice between A and C, A and D, and so on. Repeat the process for each row until you have compared each possible pair. For each row, tally the number of times that solution prevailed. Record those numbers on the right side of your matrix. Tally the scores for each column as well, and record those numbers at the bottom of the matrix. Add the numbers in the right of your matrix with the numbers at the bottom. Whichever solution has the greatest number should be your "best" solution.

 

In this case, the results are as follows:

Solution A	-	1+0=1
Solution B	-	3+1=4
Solution C	-	2+1=3
Solution D	-	1+2=3
Solution E	-	1+0=1
Solution F	-	0+3=3

 

With a total of four, solution B prevails. Solutions C, D and F are viable alternatives.

 

Other questions to consider:

• Did you hold back from evaluating all proposed solutions?
• Did you make a point of thinking outside of your own expertise and experience?
• Did you involve others in the process - especially those who have an interest in getting the problem solved?
• Did you narrow the list to the best four to six possible solutions?
• Do you fully understand each of them?
• Do any of them need to be combined?
• What is the likelihood that your solution will be successful?

 

The problems you identify and the solutions you select define the course of your document strategy. Use the tools presented in this series of ACOM columns to strengthen your decision-making and select the best technological solutions for your particular situation. Check out the ACOM archives for prior columns in this series.

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