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The right information at the right time - How to start?

This blog consists of a series of 4 articles in which we explain the benefits of contextualization on the basis of examples and concrete realizations.

Anyone who has to reserve time after a holiday to plod through the mailbox knows what it feels like to receive an abundance of information. You might think, “What are they getting off with now”, because Corona is currently keeping us closer to home than we would like. Unfortunately, we don’t even have to look that far. After all, working undisturbed has become a luxury. We are constantly triggered by information: a message on your mobile phone, a new email, in meetings all day, … and in the meantime the work is pouring in.

It is therefore not surprising that many organizations have to contend with information fatigue and this can have dire consequences: employees are not aware of the latest information, make incorrect estimates or decisions or lose an unnecessary amount of time looking up the information. right information.

The solution lies in applying the ancient (for an IT employee at least) Just In Time concept from the supply & demand chain world and translating it into a modern information strategy.

This blog consists of a series of 4 articles in which we explain the benefits of contextualization on the basis of examples and concrete realizations. After all, modern techniques make it possible to get the right information to the right person at the right time and the way there is no longer fiction!

How to start?

You are aware of the fact that your organization should provide information in a more targeted manner and more tailored to the employees in order to have a greater impact and to strive for an efficient and high-quality service provision. Then of course the question arises: “And now?”.

The first essential step is to create order out of chaos. The information you wish to provide, structure and develop an information architecture.

You can only offer targeted information if you also know what you have available. For example, one of our customers had access to a lot of research papers. A large, ever-growing set of valuable documents, extremely interesting for the R&D department, but unfortunately without any form of structure. On a shared drive, they were presented as one large set of documents in which “a cat cannot find its cubs”.

By cleverly dividing the information, it can also be delivered in a more targeted manner. After all, not every researcher works in the same knowledge domain or is interested in research on specific markets. In other words, it comes down to finding the right criteria which determine whether information is relevant or not for the information seeker.

As logical and simple as it may sound, this step requires manual work at worst and at best some cutting edge technology to get you out of trouble. After all, you can manually implement this classification for each document, but often there is so much information which makes this task incalculable.

But don’t worry, technology (and Spikes) are happy to come to your aid here. The wonderful techniques from the world of Artificial Intelligence are now very accessible, can be deployed quickly and, moreover, available at a low cost!

For example, if you have a Microsoft 365 environment, the latest SharePoint Syntex is able to automatically classify your documents and you can also retrieve information from the document and add it as a tag.

Ben Van Mol

Ben Van Mol

Solution Architect

Curious about the various options for organizing knowledge within your organization? Don’t miss the webinar about automated knowledge bear on October 20 and register soon.

More information and registration can be done via the yellow button below.


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