What is Information Management 1 Knowledge management systems (KMS)
Knowledge management systems refer to any
Information Management (IM) is the collection
and management of information from one or more
sources and the distribution of that information to
one or more audiences. Management means the
organization of and control over the structure,
processing and delivery of information.
information management encompasses systems
• web content management (CM)
• document management (DM)
• records management (RM)
• digital asset management (DAM)
• learning management systems (LM)
What are the information system?
An information system is an organized system for
the collection, organization, storage and
communication of information. More specifically, it
is the study of complementary networks that
people and organizations use to collect, filter,
process, create and distribute data.
Types of information systems
• Transaction processing systems (TPS)
• Decision support systems (DSS)
• Management information systems
(MIS)
• Knowledge management systems (KMS)
• Learning management systems (LMS)
• Database management systems (DMS)
• Office information systems. (OIS)
kind of IT system that stores and retrieves
knowledge, improves collaboration, locates
knowledge sources, mines repositories for hidden
knowledge, captures and uses knowledge, or in
some other way enhances the KM process.
Database management systems (DMS)
A database management system (DBMS) is a
collection of programs that enables you to store,
modify, and extract information from a database.
There are many different types of database
management systems, ranging from small
systems that run on personal computers to huge
systems that run on mainframes. The following
are examples of database applications.
Information Sources
An information sources is a source of information
for somebody, As examples anything that might
inform a person about something or provide
knowledge about it. Different types of questions
require different sources of information.
Information sources may be observations,
people, speeches, document, pictures,
organizations, websites, etc. Information sources
can be classified as follows.
• According to formation
• According to generation
• Accounting to nature of information
• According to Levels of Information
Types of Information
• Detailed
• Sampled
• Aggregated
Internal communication
This means exchanging information among various
parties in an institution. Under this, owners,
managers, non-managerial employees are
important.
External communication
Communication between external people and
institutions can be identified as external
communication. Under this, middlemen like
various suppliers, wholesalers and retailers, agents
and government and other external institutions
and customers are important.
Data vs information
Data
Data is raw, unorganized facts that need to be
processed. Data can be something simple and
seemingly random and
useless until it is organized.
Information
When data is processed, organized, structured or
presented in a given context so
as to make it useful, it is called information.
Downward communication
Downward communication, used mainly to
communicate messages from the more powerful
to the less powerful, (Downward communication:
sending messages from upper levels to lower levels
of a hierarchy.) is perhaps the most common form
of communication in organization in organizations.
Such communication involves instructions, budget
approvals or non approvals, policy statements,
variations in standard operating procedures and
notification of other change, general
announcements, briefings and expression of goals,
objectives and mission statements.
Vertical communication Characteristics of information Management information system (MIS)

Sending and receiving messages between the • Availability /Accessibility A management information system (MIS) is a
levels or layers of a hierarchy. • Accuracy computerized database of financial information
• Reliability or objectivity organized and programmed in such a way that it
Horizontal communication • Relevance /Appropriateness produces regular reports on operations for every
• Completeness level of management in a company. It is usually
Sending and receiving messages between • Level of detail / Conciseness also possible to obtain special reports from the
individuals at the same level or layer of a • Presentation system easily. The main purpose of the MIS is to
hierarchy. • Timing give managers feedback about their own
• Value of information performance; top management can monitor the
Upward communication • Cost of information company as a whole. Information displayed by the
MIS typically shows "actual" data over against
Sending messages from lower levels to
What is communication..? 2 "planned" results and results from a year before;
upper levels of a hierarchy. Upward thus it measures progress against goals. The MIS
Communication is the activity of conveying receives data from company units and functions.
communication ,ay in some circumstances be even
information through the exchange of thoughts, Some of the data are collected automatically from
more important than downward communication.
messages, or information, as by speech, visuals, computer-linked check-out counters; others are
Upward communication channels convey data
signals, writing, or behavior. It is the meaningful keyed in at periodic intervals.
about and from customers, data about production
exchange of information between two or a group
of goods and services and the intelligence that is
of person. Decision support system (DSS)
needed in the day to-day operation of an
organization.
One definition of communication is, "any act by Decision support system (DSS) is a computer-based
which one person gives to or receives from information system that supports business or
Diagonal communication organizational decision-making activities, typically
another person information about that person's
needs, desires, perceptions, knowledge, or resulting in ranking, sorting, or choosing from
Diagonal communication cuts across vertical and among alternatives. DSSs serve the management,
affective states. Communication may be
horizontal dimensions. For example, a junior staff operations, and planning levels of an organization
intentional or unintentional, may involve
member may 'go over the head' of his or her (usually mid and higher management) and help
conventional or unconventional signals, may take
immediate superior telephone, email or visit a people make decisions about problems that may
linguistic or nonlinguistic forms, and may occur
senior technical expert in another area to get be rapidly changing and not easily specified in
through spoken or other modes".
information. advance—i.e. Unstructured and Semi-Structured
decision problems.
Seven C’s effective communication
Communication process . Transaction Processing System(TPS)
• Completeness
• Conciseness • Sender A transaction process system (TPS) is an
• Message information processing system for business
• Consideration
• Mode transactions involving the collection, modification
• Clarity
• Receiver and retrieval of all transaction data.
• Concreteness
• Response Characteristics of a TPS include performance,
• Courtesy
• Feedback reliability and consistency. TPS is also known as
• Correctness
transaction processing or real-time processing.
Strategic communication
Strategic communication is an intentional process
of presenting ideas in a clear, concise, and
persuasive way. A manager must make an
intentional effort to master communication skills
and use them strategically, that is, consistently
with the organization’s values , mission, and
strategy.
Informal communication
In addition to formal communication flows and
networks within organization, there are informal
communication flows, Which have there own
networks. Employees have always relied on the
oldest communication channel – the grapevine is
an unstructured and informal network founded on
social relationships rather than organizational
chart or job descriptions.
Cross- cultural communication
Increasing information technology, globalization,
and cultural diversity present number of
communication opportunities and challenges for
organizations. Organizational personnel must be
sensitive and competent in cross cultural
communication. While ethnic and racial diversity
enriches the environment, it can also cause
communication barriers and impede efficient and
effective service delivery. Communication
difficulties arise from difference in cultural values,
languages, and point of view.
Characteristics of good and effective listener
• Is attentive
• Do not assume
• Listen for feelings and facts
• Concentrate on the other speakers kindly and
generously
• Opportunities
Effective presentation skill
Presentation can be defined as a formal event
characterized by teamwork and use of audio visual
aids. The main purpose of presentation is to give
information, to persuade the audience to act and
to create goodwill.
Telecommunication
Telecommunication is communication at a distance
by technological means, particularly through
electrical signals or electromagnetic waves.
Electrical and electromagnetic telecommunication
technologies include telegraph, telephone, and
teleprinter,
Mass communication
Mass Communication is the study of how
individuals and entities relay (spread/
communicate) information through mass media
to large segments of the population at the same
time. It is usually understood to relate to
newspaper, magazine, and book publishing, as well
as radio, television and film, as these mediums are
used for disseminating information, news and
adverting.
The Johari window concept

The Johari Window model is a simple

and useful tool for illustrating and improving self
awareness, and mutual understanding between
individuals within a group. The Johari Window
model can also be used to assess and improve
a group’s relationship with other groups.

Stakeholder Analysis

• Scan environment of organization

• Identify strategically
• Monitor these issues
• Forecast trends
• Assess their importance
• Diffuse information

Essential skills for good Communication

• Effective listening skill

• Effective presentation skill
• Effective report writing skill

Effective listening skill

Listening is a significant part of communication

process. Communication cannot take place until
and unless skill a message is heard and retained
thoroughly and positively by the
receivers/listeners. Listening is a dynamic process.
Listening means attentiveness and interest
perceptible in the posture as well as expressions.
Listen implies decoding (translating the symbols in
to meaning) and interpreting the messages
correctly in communication process