Information Management in the 21 st Century An essential tool for EAs Ryan Merton Enterprise Information Management Consultant

about me “to bring about the information management revolution” Enterprise Information Management (EIM) consultant for HP Enterprise Services Lead designer for HP’s Next Generation Information Worker (NGIW) initiative Certified EIM specialist with over 15 years experience

disclaimer The views and opinions expressed today are my own and may or may not represent those of my employer.

agenda What challenges does the information age bring? Why is information management important to EAs and PAs? What can we do?

the challenge More words written each and every day than can ever be read More sound recorded each and every day than can ever be listened to More videos uploaded to YouTube every hour than can ever be watched

our response to manage information like stone tablets on a shelf to manage digital documents like paper files to bolt-on information and records management as additional steps in business processes to decentralise the classification and management of corporate information assets to people who are too busy to do it

the desired state Information is managed as a natural part of my work Compliance is baked-in to my business processes and happens “under the covers” I can find the information I need when I need it Information is delivered to me in an actionable format My communication, collaboration and professional networking is supported by my work tools

the EA and PA challenge Productivity of the Executive Manage information flow Manage and mitigate risk

key result areas Productivity - Individual Compliance - Corporate Findability - Community

productivity

simplify and streamline Paper Digital 123

organise My information Subject Social wellbeing Carbon emissions Foreign currencies Function Financial Management Policy Development Committee Management Time Financial Year Reporting period Election cycle

take control Everything Inbox Next Actions Waiting To Call To File Archive

prioritise Urgent Important UrgentImportant Not urgent or important

use your network Me My Contact My Contact’s contact My Contact My Contact’s contact

manage communications Successful Communications Who do you communicate with? What’s important to them? What’s the status of the relationship? Who’s managing the relationship? What’s the best way to reach them? How will you record and store the conversation?

compliance

plan to comply Discover Legal/LegislationGuidance Standards Assess RelevanceImpactRisk exposure Design Business processDecisions Implement

findability

share Open Trusted Restricted

describe My information How old is it? Is it still valid? Where did it come from? Conditions of use Who do I contact?

summary The challenge of the information age is to manage the deluge of content. Information management is important to you for: Keeping organised and productive Managing and mitigating risk Tips for remediation and action Pick a strategy and commit – paper or digital Take control of new information and manage for action Organise by subject, function, or time Seek out all available guidance for compliance and design into your work Describe and share as much of your information as you can

Thank you

References Allen, Dave (2001), Getting Things Done: The Art of Stress Free Living. Covey, Stephen (2004), The 7 Habits of Highly Effective People: Powerful Lessons in Personal Productivity. Davenport, Thomas (2005), Thinking for a Living: How to Get Better Performances And Results from Knowledge Workers. Drucker, Peter (2008), The Five Most Important Questions You Will Ever Ask About Your Organization.