1 of 17Information StrategyThe Features of an Information Strategy

© FAO 2005

IMARK Investing in Information for Development

Information Strategy

The Features of an Information Strategy

2 of 17Information StrategyThe Features of an Information Strategy

Learning ObjectivesLearning Objectives

define what an Information Strategy is;

recognize the relation between the different types of strategy in organizations;

be aware of the benefits of doing an Information Strategy.

3 of 17Information StrategyThe Features of an Information Strategy

IntroductionIntroduction

A well planned Information Strategy is extremely important to the health of any organization.

In fact, major challenges for any organization are:

to adapt to external transformation; and to plan for the future.

4 of 17Information StrategyThe Features of an Information Strategy

What is strategic about Information What is strategic about Information

We can talk about an “Information Strategy” because information has strategic significance:

It guides decisions, and particularly the important ones that

impact in the future.

It guides decisions, and particularly the important ones that

impact in the future.

Without information, your

staff and stakeholders will not know what

they need to do.

It is a fast changing area of work with many new opportunities, which

can imply substantial investment.

It is a fast changing area of work with many new opportunities, which

can imply substantial investment.

5 of 17Information StrategyThe Features of an Information Strategy

What is an Information Strategy?What is an Information Strategy?

A strategy is a deliberate and planned approach to achieving a vision for the future.

(based on sustainable features and resources of the organization).

It should start from objectives and describe ways of achieving them. These objectives should be measurable.

6 of 17Information StrategyThe Features of an Information Strategy

What are the properties of an Information Strategy?

What is an Information Strategy?What is an Information Strategy?

It deals with the direct information needs of the organization.

It offers a framework with a direction and priorities to guide staff and stakeholders in managing the information-related activities.

It will need to be reconsidered after 2 years

It is formalized and presented as a document.

It is the basis for planning, managing and evaluating information-related activities over a significant period of time.

7 of 17Information StrategyThe Features of an Information Strategy

The strategy documentThe strategy document

How should the strategy document look like?

Typically, it should be concise and should contain these sections:

EXECUTIVE SUMMARYEXECUTIVE SUMMARY

BACKGROUND BACKGROUND

SPECIFIC OBJECTIVESSPECIFIC OBJECTIVES

OPTIONS OPTIONS

OUTPUTSOUTPUTS

REQUIREMENTS REQUIREMENTS

CONCLUSIONSCONCLUSIONS

IMPLEMENTATION PLAN IMPLEMENTATION PLAN

8 of 17Information StrategyThe Features of an Information Strategy

The strategy documentThe strategy document

You should make sure that the strategy document:

ACHIEVES ITS PURPOSEACHIEVES ITS PURPOSE

IS AIMED AT THE RIGHT AUDIENCE IS AIMED AT THE RIGHT AUDIENCE

IS IN THE RIGHT FORM IS IN THE RIGHT FORM

IS PRODUCED COST EFFECTIVELYIS PRODUCED COST EFFECTIVELY

LOOKS GOODLOOKS GOOD

9 of 17Information StrategyThe Features of an Information Strategy

Relation between the Information Strategy and the Overall StrategyRelation between the Information Strategy and the Overall Strategy

How does your Information Strategy relate to the

overall strategy of your organization?

The Information Strategy should not be an independent entity:it should be related to the goals and activities of the organization.

OVERALL(CORPORATE)

STRATEGY

OVERALL(CORPORATE)

STRATEGY

Subsidiary

strategy

Subsidiary

strategy

Subsidiarystrategy

Subsidiarystrategy

Subsidiary

strategy

Subsidiary

strategy

10 of 17Information StrategyThe Features of an Information Strategy

Relation between the Information Strategy and the Overall StrategyRelation between the Information Strategy and the Overall Strategy

If your organization has an overall strategy, you can identify:

through the Overall Strategy:the information activities needed to achieve its general objectives.

through the Information strategy: • the dynamics of how such work is to be managed; and

• how the different activities relate to each other.

The Information Strategy is an essential link between the broader strategic goals and the more detailed information-related processes.

11 of 17Information StrategyThe Features of an Information Strategy

Relation between the Information Strategy and the Overall StrategyRelation between the Information Strategy and the Overall Strategy

If your organization does not have an overall strategy in a formal sense, you can use other sources of policy which you can draw from, such as:

Five-Year Plan for Agriculture

Nationalagricultural policy(ies)

Your ownorganization’s

policy documents

Statements from yourDirector General or

Chief Executive

12 of 17Information StrategyThe Features of an Information Strategy

Developing an appropriate Information StrategyDeveloping an appropriate Information Strategy

An Information Strategy should provide a framework for procedures and processes related to an organization’s information activities and needs.

Here are three categories of problems found in many organizations, that an appropriate Information Strategy can address...

13 of 17Information StrategyThe Features of an Information Strategy

Developing an appropriate Information StrategyDeveloping an appropriate Information Strategy

CAPACITY ISSUES

CAPACITY ISSUES

e.g. Limitations in human resources may restrict options for the development of information products and services.

POOR

INTEGRATION

POOR

INTEGRATION

INAPPROPRIATE SYSTEMS

INAPPROPRIATE SYSTEMS

Poor integration of the various information systems may lead to problems such as duplication of information activities.

Limitations in information systems may also restrict options for the development of information products.

1

2

3

14 of 17Information StrategyThe Features of an Information Strategy

Developing an appropriate Information StrategyDeveloping an appropriate Information Strategy

APPROPRIATESYSTEMS

APPROPRIATESYSTEMS

IMPROVEDCAPACITYIMPROVEDCAPACITY

BETTER

INTEGRATION

BETTER

INTEGRATION

An Information Strategy can help resolve these problems, with the following outcomes:

Identification of Critical Gaps;

Basis for Resource Allocation.

Identification of Critical Gaps;

Basis for Resource Allocation.

Coordination of roles and responsibilities;

Common purpose amongst management.

Coordination of roles and responsibilities;

Common purpose amongst management.

Basis for Operational Decisions;

Improved Information Exchange.

Basis for Operational Decisions;

Improved Information Exchange.

15 of 17Information StrategyThe Features of an Information Strategy

The benefits of doing an Information Strategy

A good Information Strategy should be of direct practical benefit:

TO YOUTO YOU

TO YOUR STAFF

TO YOUR STAFF

TO YOUR ORGANIZATION

TO YOUR ORGANIZATION

16 of 17Information StrategyThe Features of an Information Strategy

The benefits of doing an Information Strategy

Other potential benefits of an effective Information Strategy are:

it can make evaluation easier

it is an excellent way of making stakeholders more involved.

17 of 17Information StrategyThe Features of an Information Strategy

Summary

• An Information Strategy is a deliberate and planned approach to achieving a vision for the future.

• It offers a framework with a direction and priorities which can guide staff and other stakeholders in managing their various information-related activities.

• It provides a link between the overall strategy and the handling of information on a daily basis.

• If your Information Strategy is good, it should be of direct practical benefit to you, to your staff, and to your organization.