The abcd of Information Sharing

 

The abcd of Information Sharing

 

ALL

There is information that everyone needs and this should be shared by all and communicated to all via training or induction programs. This kind of information is in regard core organization procedure such as reporting time, fire points in a building and guidelines for handling office equipment. Information for all is important for group interaction and smooth participation in business of corporate affairs. For example, the fact that there are road signs and road markings placed at strategic points for road users enables all road users to use roads efficiently without getting into each other's way. Note that traffic information is available to all road users even pedestrians who may not be drivers. There is an assumption that everyone knows how to interpret this information. This assumption is false.

 

BENEFICIAL

There is information that is beneficial to some and not to others. The distributor of this information must consider the level of importance of the information to the intended receiver. Is it relevant actionable information or is it just "nice to know" data. If it is actionable data then they will appreciate receiving it in full. If it is nice to know – just tell them where to find it.

 

CONFIDENTIAL

How much of your work is confidential. Some say all. If all your work is confidential then you should not share any of it. But because you need to work with others at some point, I would imagine that specific people need to know what is going on if you are to get your work done. There is no point in hiding under the banner of confidentiality then involving everyone at the last minute to get through a organization crisis which could have been avoided had you communicated some of the information (that was not confidential) in advance. Work out what is confidential or rather what particular aspect is confidential and let go of the rest to those who need to know about it. It probably will not harm you. Ponder this; this is the information age – what you are calling confidential is probably already well known.

 

DISCUSS

Not all information needs to be copied in text every time. It is amazing how much paper and script can be exchanged for "understanding" by scheduling some talk time, briefings and short routine meetings just to let each other know what is going on and keeping everyone updated. Discussion facilitates much more than a message. It facilitates understanding it facilitates feedback. It lets you know what the other person knows. If you want people to understand you not just hear or read what you say, discuss it with them.

 

 Allan Bukusi, 2004