There Must Be A Better Way

The Past, Present & Future of Document Management | Featuring John Mancini

What did we get right about document management over the last 30 years? What did we get completely wrong? And why has AI suddenly made information management one of the most important business conversations again?

In this episode of There Must Be A Better Way, we're joined by industry legend John Mancini: former President of AIIM, author, speaker and one of the most respected voices in information management.

Together, John, Treve, Niall and Mackensie explore how the industry has evolved from the dream of the "paperless office" to today's AI revolution, why metadata and context matter more than ever, and why organisations that don't get control of their information today risk being left behind tomorrow.

Whether you're an IT leader, business executive, records manager or simply curious about how AI is changing the way organisations work, this conversation is packed with practical insights and decades of experience.

In this episode you'll learn:

• Why the paperless office never happened
• The biggest misconceptions about AI in business
• Why context is more important than content
• The role metadata plays in successful AI initiatives
• Why governance is becoming a competitive advantage
• How businesses should prepare before implementing AI
• The future of document management and information management

If you enjoy the episode, don't forget to subscribe and follow There Must Be A Better Way for more conversations about AI, information management and digital transformation.

Chapters:

00:00 Introduction & Meet John Mancini

01:31 The paperless office and the biggest predictions that never happened

06:03 Why information management is a business problem, not an IT problem

08:45 The hidden value in unstructured information

10:31 Why AI can't work without context

12:10 AI gives us capabilities we've never had before

14:02 Trusted information, metadata & a single source of truth

16:22 Why organisations need governance before AI

21:08 Is AI different from every technology shift before it?

23:06 The biggest misconception about AI in business

24:38 "We want AI... but where do we start?"

29:02 Why businesses need an AI strategy, not just AI tools

31:35 Using AI to improve information governance

34:24 What excites and concerns John about the future

37:06 Why younger generations are more cautious about AI

39:13 AI in business vs AI in creativity

46:07 Is AI analysing sales calls a good use case?

47:40 Why human expertise will always matter

53:28 Why organisations spend years overthinking information management

56:43 Information is a business asset, not just an IT problem

1:00:09 Final thoughts & farewell

Topics: AI, Artificial Intelligence, Document Management, Information Management, Enterprise Content Management, ECM, Metadata, AI Governance, Digital Transformation, Business Automation, Knowledge Management, Information Governance, M-Files, Microsoft Copilot, John Mancini, AIIM, Enterprise AI, Business AI, Future of Work, There Must Be A Better Way Podcast

Episode 3: There Must Be a Better Way to Manage Workflow

Welcome back to There Must Be a Better Way!

In this episode, Mackensie, Treve, Niall, and special guest Sandra Bembenek from Strickland Solutions all the way in the USA, dive into one of the biggest hidden causes of inefficiency in modern organisations: workflow.

Most businesses think they have processes. In reality, many are relying on spreadsheets, emails, shared inboxes and people's memories to keep work moving. We explore why missed approvals, bottlenecks and disconnected systems create risk, slow down decision-making, and make it harder for teams to do their jobs effectively.

From approval processes and audit trails, to mobile workforces and AI-ready information management, we discuss why workflow isn't just about efficiency - it's about accountability, visibility and confidence.

In this episode we talk about:

• Why spreadsheets and email often become accidental workflow tools
• The hidden risks of approval bottlenecks and missed deadlines
• How automated workflows improve visibility and accountability
• Why audit trails matter for compliance and decision-making
• The importance of trusted information and a single source of truth
• How workflow helps capture institutional knowledge before it walks out the door
• Why context and structure are essential for AI and future automation
• The role workflow plays in creating a more productive, less stressful workplace

If you've ever thought "there must be a better way to keep work moving..." this episode is for you.

Chapters

00:00 Introduction & Meet Special Guest Sandra Bembenek
01:24 What Workflow Really Means in Modern Business
05:57 Spreadsheets as Accidental Workflow Systems
11:08 Visualising Workflow and Process Bottlenecks
17:27 Shared Inboxes, Folders & Workflow Challenges
20:49 Mobile Workforces and Information on Demand
24:10 Real-World Workflow Examples from Oil & Gas and Pharmaceuticals
26:21 Approvals, Rejections and Audit Trails
27:57 Escalations, Accountability and Visibility
33:49 Why Email Creates Workflow Chaos
35:22 Capturing Institutional Knowledge Through Process
39:03 Building Flexible Processes for Changing Business Needs
42:07 External Stakeholders, Auditors and Trusted Information
46:13 The Cost of Approval Delays and Bottlenecks
50:31 Managing Risk Through Better Processes
52:57 Workflow, AI and the Importance of Context
56:10 The Business Case for Workflow Automation
01:05:23 One Thing Every Organisation Should Change
01:08:53 Final Thoughts & Wrap-Up

Topics: Workflow Automation, Business Processes, Information Management, Approval Processes, Audit Trails, Productivity, AI, Metadata, Digital Transformation, Document Management, Operational Efficiency, M-Files

Welcome back to There Must Be a Better Way!

In this episode, Mackensie, Treve, and Niall tackle one of the most misunderstood (and often dreaded) parts of business: compliance.

Instead of treating compliance as a box-ticking exercise or a necessary evil, we explore a different perspective - what if compliance could actually support the way we work, rather than interrupt it?

From audit stress and scattered systems, to fear-driven decision making, we unpack why so many organisations struggle to stay compliant, and how a better approach can remove friction, reduce risk, and even create real business value.

In this episode we talk about:

• The biggest misconceptions about compliance (and why it’s not just a cost)
• Why compliance often feels like a burden, and how fear drives poor decisions
• The hidden risks of managing compliance across multiple disconnected systems
• Why audits are so disruptive (and how they don’t have to be)
• How “compliance by design” can embed compliance into everyday processes
• The role of metadata, automation and AI in reducing human error
• Why compliance is everyone’s responsibility, not just one team’s job

If you’ve ever thought “there must be a better way to stay compliant without slowing everything down…” this episode is for you.

Chapters
00:00 Welcome Back & Episode Overview
00:38 Reframing Compliance: From Fear to Enablement
02:48 The Reality of Compliance Across Industries
05:35 The Cost of Compliance (and Why It’s Misunderstood)
08:35 Finance, Procurement & Everyday Compliance Challenges
12:00 The Scale and Complexity of Modern Compliance
14:25 Siloed Systems and Organisational Disconnect
17:37 A Better Way: Designing Compliance Into Processes
21:40 Common Misconceptions About Compliance
23:00 Reactive vs Proactive Compliance (Audits, GDPR & Beyond)
29:30 Compliance as Process, Not Just Policy
36:00 The True Cost of Audits
39:00 Reducing Operational Friction with Better Systems
43:00 Breaking Down Silos Across the Business
47:00 Is Compliance Everyone’s Responsibility?
48:00 AI, Automation & the Future of Compliance
50:55 Final Thoughts & What’s Next

Topics: Compliance, Information Management, Audits, AI, Metadata, Automation, Business Processes, Risk Management, Digital Transformation, M-Files, Operational Efficiency

Welcome to the very first episode of There Must Be a Better Way!

Mackensie, Treve (NZ) and Niall (Ireland) dive into one of the biggest frustrations in modern workplaces: why is it still so hard to find information?

From endless folders and duplicate documents to “version_final_FINAL_v3”, we unpack the chaos most organisations are dealing with every day, and why it’s not actually the user’s fault.

In this episode we talk about:

• Why employees spend so much time searching for information
• The real reason content chaos exists in organisations
• Why AI can’t fix bad information management
• How metadata and better systems can completely change the way businesses work

If you’ve ever thought “there must be a better way to find what I need…” this podcast is for you.

Chapters

00:00 Introduction to the Experts and Podcast Purpose

01:08 Treve and Niall's Backgrounds and Expertise

02:48 The Core Issue: Search and Findability in Business

05:14 The Cost of Poor Search: Wasted Time and Money

08:35 The Organizational Roots of Content Chaos

11:36 The Role of Leadership and Strategy in Content Management

14:29 The Power of Context and Metadata in AI

17:46 AI Readiness and the Future of Content Management

21:34 The Impact of Microsoft Endorsement on M-Files Adoption

26:33 The Limitations of Current Systems and the Need for Structure

38:07 What One Thing Would Improve Findability Most

39:11 The Future of AI and Content Management

41:28 The Strategic Value of Managing Information Effectively

43:38 Upcoming Events and Final Thoughts

Topics: Information Management, Search, AI, Metadata, Content Chaos, M-Files, Digital Transformation, Document Management, Business Efficiency, Knowledge Management

Every good podcast needs a good intro…

If you’ve ever been frustrated trying to find information at work… you’re going to feel very seen.

Episodes coming soon!