Information Management LIS /8/99 Martha Richardson

Information Strategy Where do you want to go? How do you get there?

Information Strategy Focus on: – Information content –Common information –Information processes –New information markets

Information Content Focus on information pertinent to business Identify most important types - Customers, competitors, financial, market Vary emphasis during business cycle Coordinate gathering, analyzing, and using information

Common Information Share information across organization Establish common definitions; common language Don’t focus on technology as a solution

Information Processes Focus on information flow Identify information to share Determine when and how

New Information Markets Buy information Produce information Sell information

Information Principles Encourage broad participation Breakdown barriers Recognize the value of information Develop guidelines Provide resources Keep it simple

Strategy Techniques Business/Industry Analysis Value-chain Benchmarking

Information Strategy Consider process as important as content Watch out for barriers

Information Politics “The wisdom of recognizing that information management is power.” Paul Strassmann The Politics of Information Management

Information Politics Information federalism Information feudalism Information Monarchy Information Anarchy

Information Federalism Representative democracy Weak central government Local autonomy Incorporates both information universalism and information particularism

Strassmann’s Layers Personal Local Applications Business Process Enterprise Global

Strassmann’s Layers of IM Global level - enable an enterprise to share secure information with entities outside the enterprise Enterprise level - supplies operating managers with necessary tools and data to develop and maintain business-specific applications

Strassmann’s Layers of IM Process level - integrates information systems across similar functional processes within the enterprise Business level - enables local managers with limited resources to adapt applications for specific needs Application level - facilitates rapid installation of new applications or modifications to existing systems

Strassmann’s Layers of IM Local level - adapts technology elements passed from higher levels to meet needs of employees and customers at point-of-use. Personal level - protects privacy and confidentiality of information originated by an individual for personal uses.

Information Federalism Characteristics Can only be established by extensive negotiations Presence of local “pockets” of information healthy Will work only if information users interests have been considered Requires trustworthy information managers

Information Feudalism Information controlled by “lords” Appropriate under certain circumstances Harmful if focused too narrowly

Information Monarchy One individual controls: – what information is important – establishes definitions of key elements –attempts to control interpretation

Information Anarchy Individuals create own information environment Personal computers exacerbate problem Workers value information Individualism leads to multiple data sources

Technocratic Utopias Technology will solve all problems of information governance Distracts managers from real issue of information governance

Political Tactics Information exchange Leaking Brokering Selective dissemination

Economic Tactics Charge for communications within organization Look only at costs incurred for external information Evaluate performance based on information supplied

Information Behavior How an individual approaches and handles information –Searching –Using –Modifying –Sharing –Hoarding –Ignoring

Information Culture Pattern of behaviors and attitudes that express an organization’s orientation toward information –open vs. closed –fact vs. intuition (rumor) –internal vs. external focus –controlling vs. empowering

Why Manage Behavior? 40 % of American workers are information workers Information workers spend high percentage of time manipulating information Information costs can be controlled better Information use can be maximized

Information Sharing Act voluntarily Encourage horizontal flow Establish cross-functional processes Recognize appropriate reasons not to share Recognize barriers to sharing Encourage and reward appropriate sharing

Information Overload View information through a filter Access is not usually a problem Encourage information use through engagement Encourage reaction to information Content, source, and situational attributes improve engagement

Information Overload Hierarchy of Information Engagement –Read/View –Act on/Discuss –Argue/Defend –Present/Teach –Simulate/live

Multiple Meanings Categories Classification schemes Authority files Thesauri Common data elements Metadata

Individual Behavior Use of information item for decision- making depends on: –When it is received –How it relates to existing biases –Whether or not the decision has already been made

Individual Behavior Effect behavior by: Issuing policies, guidelines, and tools for better organization Attempting to influence behavior of certain individuals

Managing Behavior Individual level Small groups level Organizational level Interorganizational level

Information Technology Introduction of information technology will change information behavior Multitude of communications mechanisms – , fax, telephone, teleconferencing, videoconferencing, voic , regular mail, internet

Tactics Information behavior management –communicate information is valuable –clarify organizations information strategies –identify information competencies –manage information content –make information management an organizational structure –educate employees about educational behavior