Page 56 - Information Management 3rd Edition

Information Management
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– Forms must be designed with the entire business system in mind.
– Keep the order of the form logical with similar issues together.
– Black and white (not using many colours) forms are cheaper and look the
same when reproduced.
– Captions or questions must be clear and unambiguous. Form should not
be difficult to complete.
– The right amount of space needs to be provided for the answer.
– Language and appearance need to be correct and proper. The form should
be easy to understand and complete.
– Each subsection of the form should have its own heading.
The storage and distribution of forms
The objective of storing forms is to obtain low unit cost of volume production andPto avoid usring excess storage-space apnd losing fuorms throubgh deterioration. Distribution procedures may vary, but in many cases the main office of the business may maintain the forms supply. The office then supplies forms to regional, branch or other offices on request.
Form control
In addition to the storage and distribution of forms, it is necessary to control the entire forms management process. Form control-procedures should be
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implement control mechanisms. The forms control-procedure is as follows:
– Initiate the procedure – Submit in writing a request for the approval of a
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new form.
Register and review the form – Enter the request in the Forms Control Catalogue.copy
Analyse and design the new form.
Issue – Assign a number and edition date to the form. Record information about the reproduced form. After reproduction and distribution, place the form in the Forms Control Catalogue.
Notify for reordering when stock levels reach a minimum.
The role of information in the management process
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Much has been said about information and its management. Bearing this in mind that it is important to look at the role of information in the management process. For the purpose of this discussion, the role of information in the management process is organised around the traditionally accepted four management functions, namely planning, organising, leading and control.
• The role of information in planning
As already discussed, information can be seen as the essence of planning and the basis for decision-making, evaluation and management. A very basic description of the planning process is supplied below and it is important to note the prominent role that information plays in this process.
– Set goals. The business formulates goals to achieve results. If there is
uncertainty about what precisely the business wants to achieve, it will not be possible to utilise and apply the resources of the business fully. Goal setting is primarily an information-related exercise. To set goals means to
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