Manage Information/Knowledge

management system

BSBINM501A part3Trainer: Kevin Chiang

Learning Outcomes

Organize information in a format suitable for analysis, interpretation and dissemination in accordance with organizational requirements

Use appropriate technology/systems to maintain information in accordance with organizational requirements

Organize information

When organize information, you need to ask a few questions: Who will use this information? How will the information be

used?Are there any organizational and

presentational requirements associated with it?

Organize information: Analysis

Meaning: To break a complex

problem or data down into smaller, more manageable parts and examine it

Example: Analysis of interest rate

patterns may explain customer loan approval rates and result in new loan products being advertised.

Organize information: Interpretation

Meaning: To provide a clear

meaning and explanation of a piece of information

Example: The interpretation of

sales data will explain buying powers of clients .

Organize information: Dissemination

Meaning: To spread or broadcast

the information. Example:

Information about company financials may be disseminated via their annual report to a wide range of internal and external stakeholders

Formatting information

When you prepare information remember the following guidelines:Report should contain a table

of contents, chapter numbers, headers & footers, etc

Spreadsheets are an appropriate way to represent financial information

Formatting information cont.

Graphic such as charts, diagrams, pictures are useful aids for interpreting written material.

Database organize information about customers & suppliers information in a logical, consistent format.

Incorporating graphics and picturesClip artPhotographsIllustrationsWeb graphicsSymbols

Formatting information cont.

Commonly used software

Word processingSpreadsheetPresentation Publishing

Use appropriate technology and systems

To effectively maintain an organization’s information, some systems need to be considered: Information management systemsKnowledge management systemsRecord management systems

Information management systems

Information management systems are the process by which an organization controls the processing and delivery of information.

These systems are in place to make sure the right person gets the right information.

Examples:Department / Group / Team emailsDistribution listPA / EA filtering

Knowledge management systems

Knowledge management systems are used by organization to identify, create, and distribute knowledge. It is about knowing who has what knowledge and ensuring it flows through the organization.

Example: Trainer’s expertise, accreditations & qualification Discussion forums, Corporate librariesAvailable knowledge in the market

Research on external KM

Review Australian Institution of Management website, Find the information in regards to:

1. What are the unit of competencies that AIM offers in Diploma of Management?

2. What is the training schedule for “Dealing with difficult customers” in NSW?

http://www.aimnsw.com.au/aim/index.cfm?45E34D9E-DA8D-5934-4BEA-9D1545F6729F

http://portal.aimnsw.com.au/showcoursedetail.aspx?PID=QQF8AA0170DV

Record management systems

Record management systems are primarily responsible for maintaining the organizations information on business activities.

They control the storage, collations, distribution, archiving and/or destruction of information.

Internal & External storageExample: Legal documentsContracts, invoices, reports

Maintain the information for your own use

Use technologies to maintain the information:

ComputersFolders, files, locations, names,

duplicated copiesEmails

Inbox, draft, sent / deleted items, archived

Telephone and voice mailFax, photocopiers and shredder

Maintain information

Activity: Organize your emailsCategories them into relevant

folders• Study• Work• Friends & Family• Travel