The context of content:

the search for business information management best practice

We live and work in a world where one-size fits all and off-the-shelf solutions are promoted as economically sound business practices.

What the computer industry is committed to providing is a suite of user interfaces and systems that are the same for everyone and that will fundamentally stay the same for every business.

To maintain this they must rely on everyone accepting that virtual context is the best way to manage business information and the best way to manage any business which has a computer network.

Virtual context is where information can be stored anywhere and everywhere and by creating a description of the

contents, be made to look like the content is in context.

It is time to question that theory and those practices.

It is time to question whether business can afford to just look for information management that will be:

more searchable faster more user-friendly.

It is time to ask whether those practices can deliver best practice

outcomes such as…

Management knows that any documents and files of any nature are in their right place.

The manager knows that what is there is what should be there and what is needed is a matter for constant review.

All aspects of compliance and policy have been identified and staff have what they need to know what to do and what not to do at all times.

Background information is available immediately to assist with their understanding and training.

Policy and procedures, templates, manuals, reporting structures and guides are there to support the work of each staff member and of groups.

Training needs are identified and training created, managed, stored and accessed by staff when and where they need it.

Training is continuous.

Projects are brought together with the resources created and used. Business knowledge and information about resources is collected by staff as they work.

Links are available to resources in the business, to related work being carried out or to other people and groups anywhere that is relevant.

Internal emails carry links and not attachments.

Duplication of files and effort is a thing of the past. Version confusion no longer occurs.

Any necessary paper files are stored in the same order as computer based information.

The movement from one to the other is determined by work groups and logged for everybody's convenience.

Sections of the network have special backup and security arrangements and these are determined by content and the needs of the business.

Groups manage the integrity of the information storage system with file naming conventions in place and working.

The business continues to see significant cost savings in storage and staff time.

Huge costs in finding materials have disappeared.

It is time to ask whether the one-size-all solution is providing complete support for:

business management teamwork developing and strengthening skillsexpanding and growing the business.

Most off-the-shelf solutions currently provide for context to be created through labels that are to be searchable but are:

flexible user determined discretionary uncontrolled.

Off-the-shelf business information management is usually only about

Virtual Context

But a virtual context approach means that nobody is able to regularly:

share information that maximizes and supports teamwork.

contribute to others all in-context information and resources that they find or create.

see in-context current, official policy and information about associated compliance.

What will it take to be able to use real context to manage business

information and to achieve best practice?

Where are the benefits to a business if:nobody can supervise what

employees do and what they are working on

nobody is accountable for duplication and associated time wasting

nothing supports sharing resources and information?

What are the alternativesand what will they cost?

And how does a business go about creating what they

will need?

The answer lies in creating a way to manage information in-context by managing an in-context structured network.

An in-context structured network is about not putting up with the structure that comes with the equipment.

It is about creating one that looks like and matches the business.

An in-context structured network is an intelligent network that is designed to work for the business and support everything it does.

And it will only work with these rules: no folders with names of persons; no folders with the names of groups

or departments; all folders with names that are about

the business; a structure controlled by the

business.

There are just ten steps to take to be able to use real context to manage business information and to achieve best practice?

these are the

Ten Steps to Best Business

Step 1Identify all applicable business

information sources, formats and types.

Step 2Create a structure or map of

information to be located in context on the computer network.

Step 3Establish procedures to create

principles to policy to compliance and determine where and how to make these known through the structure and on the network.

Step 4Set up management routines for all

business information.

Step 5Plan the way that structure and its

content will be managed, reviewed and monitored.

Step 6Plan and create all support materials

and guides for use of the new structure.

Step 7Create the new structure on the

network and work out and complete a routine for file transfer.

Step 8

Train personnel in use of the new network and determine where in-context training materials are required.

Step 9Set up and apply strategies for making

all policy, training, resources and knowledge accessible, shared and reviewed through the new network.

Step 10Set up all procedures for ongoing

monitoring of the context structure of the network and how it is working for the business.

Business information management best practice is about knowing:

what is there; what is there that should not be

there; what is missing; what is needed to make the business

productive, safe and successful.

There is never going to be context for content without organization.

There is never going to be an intelligent network without organization.

Virtual context is not real context.The context that is the business is the

only thing that is real.

Do nothing and stay as you are.Every business that remains in the

dark about what’s on their computer network is in the dark about what could be holding them back.

Without the context, nothing is seen, nothing is found, nothing shows up, and nothing is secure.

An intelligent network not only shows the content in context but can value add with training, resources, policy and compliance.

An intelligent network will represent the context that is the structure and functions of business.

Content in context is the greatest management tool to have appeared in many decades.

Your business deserves nothing less.

Copyright ©Ten Steps Business Publications, 2009

www.tensteps.com.au