1. 1 of 13 Organization and Management Information Management in Your Organization IMARK Investing in Information for Development Organization and Management Information Management in Your Organization © FAO 2005

2. 2 of 13 Organization and Management Information Management in Your Organization At the end of this lesson you will: identify key information management activities and the resources necessary to perform them; define some basic criteria for analyzing key information management resources in your organization. Learning Objectives

3. 3 of 13 Organization and Management Information Management in Your Organization The environment for information management is changing fast. Introduction A successful organization must continually modify its products and services to adapt to changing circumstances. This will have an impact on information management.

4. 4 of 13 Organization and Management Information Management in Your Organization Main activities in information management Information management includes four activities: ACQUISITION of content (from both external and internal sources) PRODUCTION of new content STORAGE AND RETRIEVAL of content DISSEMINATION of appropriate content to users

5. 5 of 13 Organization and Management Information Management in Your Organization Main activities in information management To accomplish these activities, your organization requires five main resources: People Organization Alliances Technology Policy Enabling policies Efficient structures and procedures Constructive and supportive alliances Motivated and skilled people Appropriate technology

6. 6 of 13 Organization and Management Information Management in Your Organization Some information management issues Information management activities and resources are affected by the new information environment. Here are some common examples: Scientists are increasingly looking to electronic sources for the literature they need. These expectations raise management and technical issues. Many education organizations are looking to use electronic formats for preparing and delivering teaching materials. SCIENCE EDUCATION

7. 7 of 13 Organization and Management Information Management in Your Organization Some information management issues Here are some more examples: New information technologies offer new possibilities for managing and disseminating agricultural statistics. New methods are available for setting up relational statistical databases and publishing the data in electronic format. Extension services are using electronic media to improve access to current information, and to improve efficiency of feedback from field staff to national/provincial offices. STATISTICS EXTENSION

8. 8 of 13 Organization and Management Information Management in Your Organization Analyzing investment options To adapt to the changing environment, a manager can invest in the information management activities and resources. But which one (s)? And how to set priorities?

9. 9 of 13 Organization and Management Information Management in Your Organization Analyzing investment options: people To answer, lets consider three of the main resources in more detail: People, Organizations, Alliances. Lets begin with people: SKILLS OF STAFF JOBS OF STAFF Are the jobs of our information staff clearly defined? Do our people have the skills required to do their jobs well in a new information environment?

10. 10 of 13 Organization and Management Information Management in Your Organization Analyzing investment options: Organization Next, here are some basic questions concerning Organization: Are people in our different information units working in a coordinated way, towards the same objectives? Is our existing organizational structure appropriate for information management operations in the new digital environment? PROCEDURES STRUCTURE

11. 11 of 13 Organization and Management Information Management in Your Organization Analyzing investment options: Alliances The last questions are related to Alliances: Can we cope with the management of acquisition, development, and dissemination of all the information products and services that the organization needs or produces? Do we already cooperate actively on information management with other organizations? Should we be thinking about developing new alliances with new partners? ORGANIZATIONAL CAPACITY COLLABORATORS

12. 12 of 13 Organization and Management Information Management in Your Organization Conclusions To summarize, here is what to do when starting an analysis of the key information management resources in your organization: 1.identify the key information management activities that you want to perform and the necessary key resources; and 2.ask basic questions about current practice.

13. 13 of 13 Organization and Management Information Management in Your Organization Summary Information management includes four main activities: 1) acquisition of content;2) production of new content;3) storage and retrieval of content; and 4)dissemination of appropriate content to users. To accomplish these tasks, an organization needs five main resources: 1) an enabling policy environment;2) efficient structures and procedures;3) motivated and skilled people; 4) appropriate technology; and 5) helpful alliances. A Efficient management depends on effective application of the five types of resources in the four core information management activities. In order to decide where investments are necessary, we considered three of the main resources in more detail: people, organization, alliances.