Effective Information Management in 9 Steps

HR manuals, safety protocols, work instructions, compliance adherence, and regulatory compliance: effective information management is crucial.

Every organization wants both existing and new employees to quickly find their way around current information.

How do you create a robust, easy-to-read, and up-to-date information management structure?

A structured approach is crucial. Below, we describe the 9 steps to get started right away and ensure this is well-anchored and activated within the organization:

1. Map out needs and objectives
2. Inventory the current setup, structure, and content
3. Design the new information architecture
4. Implement and integrate
5. Organize and create
6. Test and optimize
7. Train and document
8. Create continuous activation through micro-learnings
9. Maintain and improve
   
   

Step 1: Map out needs and objectives

The success of an information management structure begins with clearly defining the needs and objectives of your organization. Do you want an extensive digital quality library or a limited set of reference materials? This process begins with analyzing the requirements of users and stakeholders. Identify which types of information are crucial and establish clear objectives, such as searchability and specific access rights for certain departments.

Additionally, it's important to determine whether and which external systems need to be integrated, such as a SharePoint connection for document management or an HR system like AFAS.

Would you like to learn more about the integration possibilities? Read how Plek complements MS365 

Step 2: Inventory the current setup, structure, and content

Before establishing a new structure, it's essential to inventory the current information flows, systems, and processes. What is already working well and what can be improved? This inventory also provides the opportunity to clean up outdated information. Map out the existing information structures, document storage, manuals, and reference materials, and assess their relevance and currency. Consider whether certain information might be better presented as pages rather than documents. The principle here is that information presented in pages is easier for end users to find, even on mobile, while documents often offer authors more flexibility regarding version control.

Step 3: Design the new Information Architecture

With the objectives and existing content mapped out, it's time to create a foundational design for the information architecture. Start conceptually and create an overview of the information architecture with categorization, hierarchies, and taxonomies. Gather a group of colleagues involved in information management and organize a brainstorming session. Cluster the topics and devise titles for the main categories and subcategories. Develop navigation methods for users, such as menus and search functions.

Step 4: Implement and integrate

Depending on your organization's needs, integration with external systems can be a crucial component. Determine which integration methods are necessary to enable seamless interaction between Plek and external systems. Ensure data synchronization and make a choice regarding the synchronization method. For example, synchronize central documents and group documents with SharePoint teamsites.

With the needs and objectives mapped out, existing content collected, and technical integrations set up, it's time for the actual functional implementation in Plek. Establish taxonomies to label information upon creation. Build the structure according to the designed information architecture, assign owners, and ensure a clear and user-friendly layout. When creating pages and documents, pay attention to their discoverability by using clear titles and descriptions.

Are you curious about the possibilities to integrate Plek with an external document storage system such as SharePoint, Google Drive, or Zenya? Contact us at support@plek.co, and one of our advisors will tell you all about the possibilities.

Step 5: Organize and create

The basic structure is in place, now it's time to link existing content to the new layout, create new information, and allocate tasks among the new content managers. Associate content with the previously defined categories and structures. Delegate tasks within the organization and assign responsibilities. Start creating new content and work with draft versions until the basic structure is established in Plek.

Step 6: Test and optimize

The success of the new structure can only be confirmed after thorough testing. Use the initial phase after the 'delivery' to test the structure with a pilot group and gather feedback. Analyze usage patterns and adjust the structure based on these patterns and feedback. Plek statistics provide insights into search behavior and commonly used links, pages, and documents.

Step 7: Train and document

A new information structure also requires proper training and guidance for content managers and end-users. Provide training sessions to familiarize administrators with the new structure and create guides to help end-users optimize the new layout. Share tips and advice during the initial phase after the launch.

Step 8: Create continuous activation through micro-learnings

Now that the new Information structure is set up and filled, the most important thing is to ensure that new and existing employees can navigate it effectively. A good search function, preferably supported by generative AI technology, helps with this. But the most important thing is always to regularly engage people and activate knowledge. Micro-learnings offered through Plek's Employee Journeys are very suitable for this purpose.

This ensures that the information in manuals, protocols, and safety instructions actually becomes alive in the organization.

Learn more about activating knowledge through Plek's employee journeys.

Step 9: Maintenance and improvement

A good start is half the battle, but to make the new information structure function well, continuous maintenance is necessary. Regularly perform updates to remove or update outdated content. Continue listening to user feedback and optimize the structure to meet changing needs. Use version control to avoid outdated documents and content control to ensure the relevance of information.

With the above step-by-step plan, you can get started right away. Need some help setting up or revising an information management structure? Send a request to support@plek.co.