In today’s digital age, businesses have access to more data than ever before. However, having access to a lot of data doesn’t necessarily mean that it is being utilised in the most efficient and effective way. By making efforts towards improved information management, it can help businesses make better-informed decisions, reduce risk, and increase productivity.
Information management encompasses document management, data management, information governance, and team management. Due to the rise of digital transformation, it only becomes more essential for businesses to have an information management process and system in place. It should include policies and strategies to protect data and ensure its accuracy and relevance.
Explore the 10 steps to better information management as listed in our latest white paper Taking BIM to the Next Level: Better Information Management. These steps can help businesses identify their biggest business decisions, quantify and communicate the benefits of information management, evaluate tools, adhere to ISO standards, train employees, and more.
1. Identify your biggest business decision
Once you have identified your biggest business decision, you can begin to gather the information that will help you make an informed choice. Determine what information would help you better make that decision, and then prioritise it accordingly.
2. Quantify and communicate the benefits of the information management strategy
Quantify and communicate the benefits of the strategy to both the board and the individuals who will be impacted by the changes. This can include highlighting the ways in which the strategy can reduce risk and increase productivity. By communicating these benefits, you can get buy-in from key stakeholders and ensure that the strategy is implemented effectively.
3. Consider how you will obtain and use the information
Make informed decisions by considering how you will obtain and use the information. Be sure to review the tools and resources already available to you and ensure you use reliable sources for an accurate analysis. This can include data from internal and external stakeholders, market research, customer feedback, software systems, and digital tools.
4. Evaluate software and digital tools
Evaluate software and digital tools based on business requirements and how information will be utilised. This will enable you to identify the most helpful tools for managing your data more efficiently and adequately. Some tools that can be used for information management include project management software, document management software, and collaboration tools such as 3D Repo.
5. Ensure compliance within the framework of ISO 19650
ISO 19650 is a set of international standards that provides guidelines for information management in the construction industry. You can seek guidance from the UK BIM Framework to help you adhere to these standards, which provides practical advice and tools to help you implement it in the business.
6. Determine who will manage the information
Determine who will be responsible for managing the information within your company. This could be an existing employee who is trained in information management, or you may need to hire someone specifically for this role. This person should be responsible for ensuring that information is managed effectively and that decisions are made based on accurate and up-to-date data.
7. Convert enthusiasts into coaches
Effective information management requires not only implementing new policies and technologies, but also ensuring that the entire team is on board with new changes. To help get the team on board, consider converting individuals who are enthusiastic about the changes into coaches.
Instead of mandating change, empower enthusiastic team members to help encourage and train others in the organisation to adopt new strategies and tools. By identifying and leveraging these team members, companies can create a more collaborative and supportive work environment. It can create a groundswell of support for the changes and influence a culture that values better information management. As a result, this can make any new transitions smoother to implement effectively across the business.
8. Communicate with the supply chain
Communication is key! Communicate with your supply chain early on in the process to ensure that everyone is on the same page. By involving your supply chain in the process, you can create a more collaborative and cooperative approach, which can lead to better outcomes for everyone involved.
It’s also worth considering solutions that will simplify the lives of your supply chain partners. For example, if your company has implemented a new information management system, consider providing training and support to your suppliers to help them learn how to use the system effectively. This will not only benefit your company, but can also help strengthen your relationship with supply chain partners.
9. Progress one step at a time
Attempting to make all changes at once can be overwhelming and often leads to lack of direction and failure. Instead, progress one step at a time. Prioritise and focus on a specific area that needs improvement first. This approach allows you to evaluate the impact of each change and make any necessary adjustments. By breaking the process down into more manageable steps in a systematic and sustainable way, you’ll be more likely to achieve success.
10. Simply get started!
The most critical step towards better information management is to just get started! Implementing a comprehensive information management strategy can seem daunting, but the benefits are worth it. Start by identifying a specific area for improvement, and take action to address it. This could be something as simple as standardising your file naming conventions or implementing a new software tool. The key is to take action and build momentum. Once you start making progress, you’ll be more motivated to continue.
Effective information management is essential for businesses to remain competitive in today’s digital world by improving productivity, reducing risk and increasing collaboration across the organisation. By taking a systematic and sustainable approach to information management, companies can create a culture of information governance and digital transformation, ensuring that they remain competitive and relevant in today’s fast-paced business environment.
Want to learn more about improving information management?