How to find information within your organization without a headache

by | Jul 26, 2018

One of the most annoying tasks, is to search for information, which has to be somewhere in your organization. In good spirits, you start searching for all the bits and pieces of the information you need. You chat with your peers about your data hunt and email your colleagues kindly asking them to help you. Not knowing that your question, just by the thought of it, gives them a headache. After a while, with little results, you give up. You call of the hunt and make up the truth yourself.

© Image by ammentorp

© Image by ammentorp

One of the most annoying tasks, is to search for information, which has to be somewhere in your organization. In good spirits, you start searching for all the bits and pieces of the information you need. You chat with your peers about your data hunt and email your colleagues kindly asking them to help you. Not knowing that your question, just by the thought of it, gives them a headache. After a while, with little results, you give up. You call of the hunt and make up the truth yourself.

Organizing business information, like product, customer or employee information, doesn’t come for free. Not organizing your business information will lead to slowing down your growth, delaying your time to market and increasing your operational costs. And in the digital era the information in your organization will only grow every day. Meaning your headaches will also worsen in number, if you do nothing about it. But where do you start? Well, usually it’s easier to find information in your own department, compared to finding information outside your own world. So, start by making the information in your own department transparent. Of course this means identifying which information is needed and how to structure it.

How do you know which information is needed? Just enumerating all information you ever needed or will need, will most likely lead to just a pile of data. So, try to look at it from the opposite direction. Start by knowing who is requesting, which information from your department and understand why they need it. Once you know which information your department needs to deliver, focus on knowing which information your departments needs to start their activities and find out who’s delivering it to your department. If every department creates their own information insight, you will have an overview of the information needed in your organization. Now searching becomes finding and you can start structuring your information to create a single source of the truth.

In an organized environment you can easily find information yourself, without bothering your colleagues and spend more time on adding real value. Structuring and reusing information is not just a chore, but a essential part of a professional organization to win tomorrow. Also after identifying and structuring your information, you have already taken the first steps, to automate boring, but necessary, repeating tasks and rationalize your IT solution landscape. So make your department transparent today. And when colleagues ask your help because they cannot find some piece of information, seize the opportunity to make the information in your organization more transparent and direct available.

Please share your thoughts on the transparency of information in your organization?

Curious how to structure information better in your organization and build organizational agility capabilities within your organization? Please contact me at oscarstienen@signatier.com.

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