Improving Information Flow – Information Matrix

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It’s the little things that can help improve the flow of information through your company.  It all starts with understanding the information needs of your people and stakeholders.

The information matrix is a tool that can help you start that process.

Information Matrix

There are three tabs within the above excel spreadsheet:

  1. the RACI matrix
  2. RACI Information matrix
  3. the Information matrix

RACI Matrix

RACI stands for Responsible, Accountable, Consulted, Informed.  It’s a standard tool used in project management to identify the roles and responsibilities for stakeholders.  There is a lot of information how best to approach RACI matrices like many things, a good place is to start is wikipedia

https://en.wikipedia.org/wiki/Responsibility_assignment_matrix

RACI Information

Once you’ve completed the RACI Matrix, you an start to fill out the RACI Information tab.  The purpose of this tab is for each task and each stakeholder, to identify the information or data aspects of their specific responsibilities, whether they are responsible, accountable, consulted, or informed.

This helps you to identify how information flows between stakeholders as they perform each task.

Information Matrix

The last tab is the information matrix.  Once you have identified the information that passes between people for a given task, the purpose of this tab is to how they will best use and consume that information.

In the made up example in the spreadsheet, I have used the “User Story” format.  As an example:

As a board director, I would like too see a weekly report of high level sales activity on my mobile, so I can quickly assess the health of our revenue streams.

The user story defines what information they need (a weekly report of high level sales activity) how they will consume it (on their mobile) and why (to quickly assess the health of revenue streams).  From there you can get a better indication of the sort of report that needs to be produced.

You can go on:

As a board director, I would like to see this data in graph format, rather than tabular format as visual graphs are quicker and easier to interpret.

Now we have a good idea of how to give each stakeholder the right information in the right way, for maximum impact.

You can potentially see here, you don’t have to make big changes.  Step by step you can improve the flow of information between each stakeholder.

Personas

While not in the spreadsheet, over time you will start to build a picture of what each stakeholder needs to most effectively do their role.  You can see from the above two user stories that the director prefers graphs, and tends to consume it on the run (their mobile).  Maybe from a beach in fiji.