Information Management in the 21st 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 bewatched

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 EA and PA challengeProductivity of the Executive

Manage information flowManage and mitigate risk

key result areas

Productivity - Individual

Compliance - Corporate

Findability - Community

productivity

simplify and streamline

Paper

Paper Digital

Digital

1 2 3

organise

My informationSubject• 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

use your network

Me

My Contact

My Contact’s contact

My Contact’s contact

My Contact

My Contact’s contact

manage communications

Successful Communicatio

ns

Who do you communicat

e 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 complyD

isco

ver

Lega

l/Le

gisl

atio

n

Gui

danc

e

Stan

dard

s

Ass

ess

Rel

evan

ce

Impa

ct

Ris

k ex

posu

re

Des

ign

Bus

ines

s pr

oces

s

Dec

isio

ns

Impl

eme

nt

findability

share

Open

Trusted

Restricted

describe

My informatio

n

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.