Information and Communication Management

Information and Communication
Management
Gyaneshwar Bohara
Information in raw or unorganized form(such as alphabets, numbers, or
symbols) that refer to, or represent, conditions , ideas, or objects. Data
is limitless and present everywhere in the universe. Most data is being
converted into a digital format
▪ Driven by user demand
▪ Facilitated by Video
➢ Increase in data processing capabilities

➢ Lower cost and increased speed of storage 01010101010
➢ Affordable and faster Network Photo 10101011010
00010101011
01010101010
Who creates data? Book 10101010101
01010101010
Individuals
Letter Digital Data
Businesses
Data can be categorized as either structured or unstructured data
Structured
 Data Bases
 Spread Sheets
E-Mail Attachments PDFs
X-Rays
Check Unstructured (80%)
Unstructured
Manuals Instant Messages
 Forms
Images
 Images Documents
 Audio Forms
Web Pages
 Movies
Contracts
Rich Media
Invoices
Over 80% of Information
Audio Video
is unstructured
Structured (20%)
Data
Summarizing the data

Averaging the data
Selecting part of the
data Graphing the
data Adding context
Adding value
Information
Organized form of data is known as information
Definitions:
❖ data that have been processed so that they
are meaningful;
❖ data that have been processed for a
purpose;
❖ data that have been interpreted and
understood by the
recipient.
Application of Management techniques to collect
information, communicate it within and outside the
organization, and process it to enable managers to
make quicker and better decisions.
According to Wikipedia, Information management (IM) is

the collection and management of information from one
or more sources and the distribution of that information
to one or more audiences. This sometimes involves
those who have a stake in, or a right to that information.
Management means the organization of and control
over the structure, processing and delivery of
information.
 Management of information resources.
 Design of information technology components.
 Analysis of information processing procedures.
 Deriving knowledge from the information corpus.
In business or management studies it has similar

connotations to technology management, with an
emphasis on the relationship of information
technology to business performance and
competitiveness.
cor·pus (kôr p s)
A large collection of writings of a specific kind or
on a specific subject.
Managing information is important to an organization
because it allows for increased knowledge, decreased
inefficiency, and better creation and implementation of
action plans to address areas of opportunity. Without
successful management of information, it is almost
guaranteed that an organization will fail. Reasons are
describe in three categories;
1) Managing your information saves you money

2) Managing your information makes you money
3) Managing your information keeps you out of trouble
Process
Culture Content
People
IM Technology
Data Records
IR
Text Multimedia
1) Supply work, business and consumption processes with
information — This is the basic goal: work cannot be done
without required information.
2) Improve and speed up business, work and consumption

processes through information use and efficient information
processing — Information is not only one of the inputs to the
work process. By improving information supply and its
processing, the whole process usually can be made more
efficient.
3) Create and maintain competitive advantage through new, IT-

based work and business processes — Often, information
technologies allow reorganization of work in completely new
ways, and creation of totally new businesses.
4) Efficient use of organization’s information assets — While
previous goals come from activity (process), this goal
statement invites to think about organization’s information
not as some side-product of activity, but as the central
resource. Information, not activity may be the real thing.
5) Reduce unnecessary complexity of information processing

systems; protect against information overload.
In order to frame an effective information management policy,
businesses need to consider the following key challenges:
■■ Exploding digital universe:

The rate of information growth is increasing exponentially. Duplication of
data to ensure high availability and repurposing has also contributed to
the increase of information growth.
■■ Increasing dependency on information:
The strategic use of information plays an important role in determining
the success of a business and provides competitive advantages in the
marketplace.
■■ Changing value of information:
Information that is valuable today may become less important tomorrow.
The value of information often changes
over time
 Files
Most sizeable companies have huge stores of electronic files
scattered throughout the enterprise (a legacy of desktop networking).
Letters, memos, reports, spreadsheets, database files,
presentations, etc.
 Databases
Companies usually maintain a number of databases on several
different hardware and software platforms.
 Email
Most employees communicate with email and much of an
enterprise’s internal and external business communication is done
via email (and attachments).
 Instant Messaging (IM)
This is becoming the way employees talk to one another in real-
time.
 Electronic Publishing
Most companies produce printed material such as
catalogs, brochures, flyers, contact sheets, product
specification sheets, newsletters, business reports,
etc. Also, an increasing amount of information exists
only in electronic format (e.g. Web pages, PDF
documents, Intranets).
 Improved utilization
 Simplified management
 Simplified backup and recovery
 Maintaining compliance
 Lower Total Cost of Ownership
 Studying Information Management trough different
angles, finally it is concluded that in this modern era of
information explosion Information Management is
necessary. User of the modern world need more and
more information within no time, which is able only if
Information are managed.
 Information Management is the only way to provide

Right information
To the right person
At the right time
Technology for Information Management
• Databases (organize, store, retrieve)
• Management Information Systems
• Decision support systems (knowledge implications)
• Information filtering (reduce size - increase relevance)
• Communication (transfer, create)
• Groupware (create, store, share)
9.613 Using Information Technology 18

Communications Management
• “The processes required to ensure timely and
appropriate generation, collection,
distribution, storage, retrieval, and ultimate
disposition of project information”
Why Do We Manage Communications?
• Project Managers spend most of their time
communicating
• Communication is complex; requiring choices
between:
– Sender-Receiver models
– Choice of media
– Writing style
– Presentation techniques
– Meeting management
How Do We Manage Communications?
• Five processes
– Identify Stakeholders
– Plan Communications
– Distribute Information
– Manage Stakeholder Expectations
– Report Performance
Plan Distribute Manage Report

Identify Stakeholder
Stakeholders Communications Information Performance
Expectations
Project Communications Management
Processes
• Communications planning: determining the
information and communications needs of the
stakeholders
• Information distribution: making needed
information available in a timely manner
• Performance reporting: collecting and
disseminating performance information
• Administrative closure: generating, gathering,
and disseminating information to formalize
phase or project completion
22
Communications Planning
• Every project should include some type of
communications management plan, a
document that guides project
communications
• Creating a stakeholder analysis for project
communications also aids in communications
planning
23
Communications Management Plan Contents
• A description of a collection and filing structure for gathering

and storing various types of information
• A distribution structure describing what information goes to
whom, when, and how
• A format for communicating key project information
• A project schedule for producing the information
• Access methods for obtaining the information
• A method for updating the communications management
plans as the project progresses and develops
• A stakeholder communications analysis
24
COMMUNICATIONS MANAGEMENT
Sample Stakeholder Analysis for Project Communications
Stakeholders Document Name Document Contact Person Due
Format
Customer Monthly Status Hard copy Gail Feldman, First of month
Management Report Tony Silva
Customer Monthly Status Hard copy Julie Grant, First of month
Business Staff Report Jeff Martin
Customer Monthly Status E-mail Evan Dodge, First of month
Technical Staff Report Nancy Michaels
Internal Monthly Status Hard copy Bob Thomson First of month
Management Report
Internal Monthly Status Intranet Angie Liu First of month
Business and Report
Technical Staff
Training Training Plan Hard Copy Jonathan Kraus 11/1/1999
Subcontractor
Software Software E-mail Barbara Gates 6/1/2000
Subcontractor Implementation
Plan
Information Distribution
• Getting the right information to the right
people at the right time and in a useful format
is just as important as developing the
information in the first place
• Important considerations include
– using technology to enhance information
distribution
– formal and informal methods for distributing
information
26
Performance Reporting
• Performance reporting keeps stakeholders
informed about how resources are being used to
achieve project objectives
– Status reports describe where the project stands at a
specific point in time
– Progress reports describe what the project team has
accomplished during a certain period of time
– Project forecasting predicts future project status and
progress based on past information and trends
– Status review meetings often include performance
reporting
27
Administrative Closure
• A project or phase of a project requires
closure
• Administrative closure produces
– project archives
– formal acceptance
– lessons learned
28
Suggestions for Improving Project
Communications
• Manage conflicts effectively
• Develop better communication skills
• Run effective meetings
• Use e-mail effectively
• Use templates for project communications
29

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Information and Communication

➢ Increase in data processing capabilities

Summarizing the data

According to Wikipedia, Information management (IM) is

 Deriving knowledge from the information corpus.

In business or management studies it has similar

1) Managing your information saves you money

2) Improve and speed up business, work and consumption

3) Create and maintain competitive advantage through new, IT-

5) Reduce unnecessary complexity of information processing

■■ Exploding digital universe:

 Information Management is the only way to provide

• Information filtering (reduce size - increase relevance)

• Communication (transfer, create)

• Groupware (create, store, share)

9.613 Using Information Technology 18

Plan Distribute Manage Report

• A description of a collection and filing structure for gathering

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