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30 April 2025

No More Standard ECMs: Why ECM Software Must Be Modular and Customized

By Dr. Florian Pudlitz

Ein Mann mit kurzen braunen Haaren trägt ein dunkles Jackett über einem weißen Hemd. Er lächelt leicht und steht vor einem schlichten grauen Hintergrund.

Dr. Florian Pudlitz

Solutions Architect

In today's digital workplace, Enterprise Content Management (ECM) is a vital component for companies that want to work efficiently and across distributed teams. The key to success is that the ECM software should be tailored to the specific needs of the company—not the other way around. A high degree of customization is crucial in order to meet the various requirements of a company. At the same time, all companies face similar challenges, for example in terms of digital invoice processing or contract management.

There is strong demand for proven software solutions that support digital business processes and meet the needs of distributed teams. Individual software should also be flexible enough to adapt to new developments in digitization and remain expandable. Standardized modules should be seamlessly integrated into tailor-made solutions to avoid media disruptions.

How standardized modules can be tailored to individual needs

In many sectors and industries—such as electronic invoice processing driven by the legal requirement to issue e-invoices—digitalization is creating a need for new software components within companies. This highlights the need for software to address both legal compliance and the specific processes unique to each company. This means, in essence, that each company needs a standardized software module adapted to its specific requirements. How does that fit together?

The first step is to ensure that the software offers a high level of modularization. Today's ECM software no longer comes from a single source from the manufacturer to the user, but rather follows a modular principle with which individual solutions can be assembled quickly and individually. This makes it possible to react to changing conditions and current legislation at any time.

Next, the software modules should be tailored to align with the company’s particular circumstances. This poses new challenges for software development, because not only do we have to react to individual requests in an agile manner, but the idea of standardization should also be an important aspect of development. The possibility of individualization must not be lost; after all, every company has its own processes, and technologies must be able to be seamlessly integrated into existing workflows.

Through modularization and standardization, individuals are better equipped to respond to ever-changing requirements and to develop software solutions that offer lasting value for organizations. However, it should not be understood as unchangeable and should not claim that a standard solves the problems of companies equally.

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Why specialized software doesn't always pay off

Now every decision-maker is faced with the question of whether the current software can be adapted or whether new specialized software will solve the problem. If the software changes, this can lead to interruptions in the usual work processes. New software leads to media disruptions and interface problems. So what to do?

The basic idea should not be that employees have to get used to or find their way around new interfaces after an update. Rather, modularized software must solve problems and simplify processes. The software must adapt to the company and support existing routines. This means that work steps should be reduced and processes processed faster and more efficiently. However, employee acceptance is a crucial factor. Three key principles play a major role here:

Customer-oriented development: Innovative software is not only measured against the state of the art—it must also be geared towards the actual needs of users. Practical solutions can only be created if the individual working methods and challenges of customers are understood and integrated.
Utilization of customer-wide synergies: Companies often share similar challenges. The early inclusion of common requirements in standardization creates synergies that lead to greater acceptance and efficiency.
Avoidance of media disruptions: The smooth transition between the individual modules is crucial. Seamless integration prevents employees from having to be trained in new, disruptive work processes when updates or system changes are made. This increases user-friendliness and ensures ongoing operation.

Conclusion: Modular ECM solutions provide significant value in today’s fast-paced and evolving work environment. Unlike specialized software, which can lead to media disruptions and changes, a flexible modular approach optimally supports existing workflows and enables quick adjustments to meet new challenges. Companies benefit from individually adaptable solutions that meet legal requirements and at the same time make internal processes efficient. Ultimately, high user acceptance—and therefore economic success—determines the long-term benefits of a modular ECM system.

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