Gathering, Organizing

1
Gathering, Organizing Using Information

• Chapter 8

2
Gathering, Organizing Using Information

• Info. must be organized and filtered.
• Imperfect amounts of info.
• Categories of info.
• 1) defines the problems.
• 2) environmental
• 3) impact of alternatives
• Pub. Sector info needs tend to be greater than in
  private sector. Why????

3
Gathering, Organizing Using Information

• The greater need tends to increase the cost of
  having too much of the wrong info.
• Sufficient info
• -reduces risks and uncertainty
• -increases the probability of successful
  entrepreneurship

4
Gathering, Organizing Using Information

• Distortion
• -caused by different perspectives
• Anti-distortion factors
• 1)Multiple int. info sources
• 2) Obtain ext. sources
• 3) Direct communication
• 4) Create distortion proof messages

5
Gathering, Organizing Using Information

• Influences on type of info received
• -org. culture
• -org. structure and SOPs
• -your mgmt. level w/in hierarchy
• -your ability to pursue obtain info

6
Gathering, Organizing Using Information

• The matrix on page 161 gives a framework for
  decisions about your informational needs
• At the highest mgmt. levels, youll need all 8
  categories of info because you need greater
  conceptual info. The Big Picture

7
Gathering, Organizing Using Information

• IM requires you to consider the types of info
  needed
• Types include
• 1) info necessary to complete tasks
• 2) info for internal and external use to
  explain and defend the task

8
Gathering, Organizing Using Information

• Operating an org. relates to defining problems
  and obtaining quantitative and anecdotal info to
  present a dramatic image of the urgency of the
  problem.
• Selling an org. relates to explaining
  organizational tasks to an outsider.

9
Gathering, Organizing Using Information

• Influencing the flow of info.
• Informal networks provide info about
• Employee strengths, talents, weaknesses
• Employee preferences
• Informal leaders
• Units that might be resistant to change
• External contacts are also vital in aggressively
  pursuing info because it provides an expanded
  base of info.

10
Gathering, Organizing Using Information

• Info must be screened, prioritized and filtered
• You must inform your staff of types of info
  needed to make decisions.
• Strategies to get accurate information
• TQM and Quality Circles

11
Gathering, Organizing Using Information

• Organizing flow of info.
• -Problems of low is often indicator of poor
  structure
• -Hoarding decreases effectiveness

12
Gathering, Organizing Using Information

• Technology influences flow of information
• Types of technology
• Advantages of ea.
• Disadvantages of ea.
• .
• Strategies to increase personal info.

13
Gathering, Organizing Using Information

• Information breakdown
• -staff does not receive info essential to
  complete tasks
• -request for info met with outdated data
• -hoarded info
• -inadequate external networks
• -insufficient aggressive efforts to obtain
  info

14
Strategies for Information Management

• Linked to informal networks
• Prioritize info needs
• Analyze costs of reporting and organizing info
• Establish an info system
• Info systems-well organized, flexible
• Mechanism for regular reporting
• Utilize info to improve day-to-day performance

15
Gathering, Organizing Using Information

• Formal and Informal Release of Info.
• -The more important the info the more diligent
  the media to find someone to leak the story.
• -Costs and benefits must be analyzed before
  sharing info, if you are trying to avoid leaks.
• -Fewer people with info decreases chance of
  leaks
• -Establish clear rules on who releases info.