BSBINM501A part 2 Trainer: Kevin Chiang Manage Information/Knowledge management system.

BSBINM501A part 2Trainer: Kevin Chiang

Manage Information/Knowledge

management system

Learning Outcomes

Assess information for clarity, accuracy, currency and relevance to intended tasks

Use interpersonal skills to access relevant information from teams and individuals

How business information is used

Executive level managers require data to review and formulate both short-term and long-range plans.

Specific departments and teams need information relating to their areas of responsibilities.

How business information is used cont.

Understand market Competitors status

Control quality assurance systems:Customers feedback

Comply with legal requirements OHS reportsWork compensation

Prepare financial doc. & statementBalance sheet, P&L

Update current eventsMeeting minutesSales figures

Inform staff are aware of org P&PProtocols, Code of conducts

An effective information management system should be in place to:Assess information held by the

organization ensure it is clear, accurate, and relevant;

Collect information in an efficient way;

Organize the information so it is easily accessed;

Monitor the collected information to ensure it is current

Assessing information

Is the information clear?

Think about the “audience” or main users of the information. If the content, style and language is clear for their purposes, the information can be assessed as useful

Use plain language, avoid un-necessary abbreviation, acronym and jargons

Is the information accurate?

Information can be judged for accuracy according to the following criteria:

Timeliness: When was last updates? What period of time it covers?

Comparison: Draft; Version control

Signatures: Authorized people signed documents

Verified and validated: Accounting data need to be proved

Is the information current?

Constant monitoring, reviewing and archiving of material is essential for current information to be useable. Effective filing systemsDate the documents Log

Is the information relevant?

Much information stored in office will have a limited life

If the information is not accurate or current, it is irrelevant.

It is important to check when the information is arrived.

Using interpersonal skills to access information from colleagues

What is interpersonal skills?Interpersonal skills are the skills that a personal

uses to interact with other people. Interpersonal skills are sometimes also referred to

as people skills or communication skills.Interpersonal skills involve using skills such as active

listening and tone of voice, they include delegation and leadership.

Collect information

Be prepared: Know what you want precisely

Be polite: Show your respect and courtesy

Be brief: Cut off the chit chat and un-necessities

Collect information cont.

Methods & Tips:Using telephoneUsing emailFace to faceAsking feedbackUsing appropriate

body language

Activity: Collect training info from

L&D specialist via email while showing your interpersonal skills

Evaluate the information