Page 12 - Information Management 3rd Edition

Information Management
• To ensure the efficient and proper use of all equipment.
1.4.2 Management functions of the information manager
We have seen earlier that the main management functions of all managers are planning, organising, leading and control. In this section we will look at what the specific tasks of the information manager are regarding each of these functions.
Planning
Planning consists of several steps and the information manager should follow these steps in order to manage the section effectively and efficiently. To do this, the information manager should analyse past and present situations. If anything in the pPast was verry goodeand the sit-uationphas not chuanged, thebn there probably is no need to make significant changes. Problems of the past must be avoided. Standards that were too high or too low must be adjusted. If there were many problems with the storage of information, for example, then this process or activity must be re-planned. Specific objectives related to all the functions and services (including human resources, office space and systems) of the information management sections should be developed. For example, programmes need to be
designe
needs to be drawn up. Finally, methods and procedures to perform the planned activities need to be developed or adapted. The information manager needs to keep abreast of new developments in the field and determine what changes should be made to remain productive.
Organising
copy
d for six mo
advance.
ties need to
be schedu
led and a budget
nths in
Activi
All resources need to be organised to achieve goals and objectives. A business structure for the information section must be created, incorporating all the
different sections and positions. The most effective ways for employees to perform specific tasks need to be developed and efficient work methods and procedures need to be designed. The right employees need to be selected, employed and trained.
Leading
The information manager needs to direct, supervise and motivate the employees in the information section. For this, effective lines of communication need to be established.
Controlling
The information manager needs to develop a control system to ensure the quality and quantity of work are according to set standards, and the methods and procedures used in the business. The system needs to include the setting of standards, comparing the work done with these standards, determining any discrepancies and taking corrective action where needed. This includes not only information issues but also financial control issues.
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