1 of 21 Information Strategy Developing an Information Strategy © FAO 2005 IMARK Investing in Information for Development Information Strategy Developing an Information Strategy

2 of 21 Information Strategy Developing an Information Strategy Learning Objectives identify several options to deal with stakeholders when developing an Information Strategy; be aware of the different stages in the process of developing an Information Strategy.

3 of 21 Information Strategy Developing an Information Strategy A range of methods and tools exists for developing and implementing an Information Strategy. We will look at some of them, together with some of the key issues involved. Introduction

4 of 21 Information Strategy Developing an Information Strategy Stakeholders in your Information Strategy When developing an Information Strategy, it is important to keep all the stakeholders in mind. They include: Audiences/Customers Management Staff Suppliers/Agents Government Financial institutions/ Investors

5 of 21 Information Strategy Developing an Information Strategy Stakeholders in your Information Strategy There are different approaches to involving the various stakeholders: 1. by yourself; 2. with a pool of management colleagues; (top-down) 3. through participatory approaches with staff and other stakeholders. (bottom-up) It is best to use an element of both top-down and bottom-up approaches.

6 of 21 Information Strategy Developing an Information Strategy Stakeholders in your Information Strategy What are the methods for consulting stakeholders? They include: interviews; questionnaires; focus or peer group discussion; observation. Combinations of these methods can be developed to suit any organization.

7 of 21 Information Strategy Developing an Information Strategy The objectives in your Information Strategy The first stage in the development of an Information Strategy is the definition of objectives. They should be: specific; measurable; realistic; and related to the overall corporate strategy.

8 of 21 Information Strategy Developing an Information Strategy The process for developing your Information Strategy 1. Analysis 2. Identification of Options 3. Selection of Options Preparing the main body of the strategy should follow a series of stages:

9 of 21 Information Strategy Developing an Information Strategy The first stage is the Analysis. It comprises the following steps: SWOT Analysis Information audit Information Technology assessment Financial assessment The process for developing your Information Strategy: Analysis

10 of 21 Information Strategy Developing an Information Strategy The SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) is a management tool which should be applied to all stakeholders, processes, and resources involved in or related to information activities. SWOT Analysis STRENGTHS WEAKNESSES OPPORTUNITESTHREATS e.g. What are your organizations assets? What does your organization do well? e.g. What does your organization not do well? What resources does the organization lack? e.g. What technology-related opportunities are there currently? e.g. What economic challenges do you face? What is your competition doing?

11 of 21 Information Strategy Developing an Information Strategy Information audit The next step is to analyze the existing Information Management processes in your organization. Some of the issues relate to: 2.What happens to information within your organization. 2.What happens to information within your organization. 3.How and to whom it disseminates information. 3.How and to whom it disseminates information. 1.Where your organization gets its information from. 1.Where your organization gets its information from.

12 of 21 Information Strategy Developing an Information Strategy Information Technology Assessment How do you know if your organisation uses Information Technology effectively? Consider the issues from four perspectives: 2. Learn from experience 3. Concentrate on who and why 4. Find new ways of using IT 1. Make IT development efficient

13 of 21 Information Strategy Developing an Information Strategy Financial assessment The financial analysis for the Information Strategy has to examine expenditure (or costs) and income (or revenues). Costs can include: Acquisition costs Establishment costs Training costs Production costs Maintenance costs Staff costs

14 of 21 Information Strategy Developing an Information Strategy The second stage in the process of developing an Information Strategy is the identification of options. It involves recognizing: The information products and/or services that could be acquired for internal use; and The information products and/or services that could be offered to external audience(s). Identification of options

15 of 21 Information Strategy Developing an Information Strategy Each of the products or services to be acquired or offered should have a full profile based on the analysis conducted during the preparation of the strategy. Identification of options PRODUCT PROFILE Results of SWOT analysis Results of Information Audit Findings of the IT assessment Results of Economic Assessment

16 of 21 Information Strategy Developing an Information Strategy Selection of options The third stage in the process of developing an Information Strategy is the selection of options. To choose among different options, you should take into account possible risks and benefits, and consider how to deal with them.

17 of 21 Information Strategy Developing an Information Strategy Selection of options 1.Identifying possible benefit 2. Assessing the likelihood of it occurring. 3. Assessing the probable impact if it does occur. 4.Foreseeing measures to best take advantage of it. 5. Knowing what to do to sustain the benefits. BENEFIT ANALYSIS 1.Identifying possible risk 2. Assessing the likelihood of it occurring. 4. Foreseeing measures to avoid it. 5. Knowing what to do if it still happens. RISKS ANALYSIS Here is a process for identifying and considering how you would respond to risks and benefits of all the options. 3. Assessing the probable impact if it does occur.

18 of 21 Information Strategy Developing an Information Strategy Selection of options There are various types of risks and benefits. We can group them under four different categories: POLITICAL ORGANIZATIONAL TECHNICAL FINANCIAL

19 of 21 Information Strategy Developing an Information Strategy Selection of options The value of a strategic option has to be described with a range of indicators, since you need some consistent criteria as a basis for making choices. Here is how you could proceed: Step 1. Find alternative indicators to express value Step 1. Find alternative indicators to express value Step 2. Create a basis for more consistent decision making Step 2. Create a basis for more consistent decision making

20 of 21 Information Strategy Developing an Information Strategy Conclusions After completing these stages you should be able to choose between possible, tangible options. The strategic alternatives will be prioritized according to institutional objectives and requirements, rather than on personal perceptions.

21 of 21 Information Strategy Developing an Information Strategy Summary It is important to develop an organization s Information Strategy with all the stakeholders in mind. The main approaches to involve stakeholders are: top-down and bottom-up. A combination of elements of both approaches in advisable. The stages for developing your organization s Information Strategy are: 1) Analysis; 2) Identification of Options; 3) Selection of Options. The analysis comprises several steps: 1) SWOT Analysis; 2) Information audit; 3) Information Technology assessment; and 4) Financial assessment.