How to do information mapping

From Regional Knowledge Resource Kit

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Sample Information Map

Background

The information mapping activity is part of Stage 1 of the Regional Knowledge Strategy process.

Facilitation level

An intermediate level of facilitation skills are required for the information mapping activity. Specific NRM sector knowledge and an understanding of the information management practices of regional NRM bodies are preferable.

Two people are needed to facilitate the activity - the lead facilitator and an assistant.

Objectives

The information mapping activity is undertaken as a group exercise to gain a shared understanding of the information environment in which your regional NRM body operates.

The end product of this activity attempts to display the complexity of that information environment in a diagram or map. However it really is the group discussion of the total picture of that information environment that contributes most to this line of enquiry for your regional knowledge strategy.

This activity explores

• what information repositories (databases, data sets, documents, audio visual materials) exist within the regional NRM Body and how is information stored?
• what happens to that information: to what regional, state or federal agencies reporting needs does it contribute?

1. Create an information map. To involve the staff of your regional NRM body in a discussion to collaboratively compile a diagram showing a strategic view of a region’s information stores and its reporting relationships at the local, regional, state/territory and/or Commonwealth levels.
2. Increase awareness and understanding and identify problems and areas for improvement. The preparation of the physical information map is one outcome of this activity. Just as important is the discussion that takes place. Through this discussion your region will gain a shared understanding of:
   • the information environment in which the regional body operates and the complexity of that environment;
   • the internal information stores and information management activities of the regional body;
   • reporting activities and requirements of the regional body at the local, State/Territory and Commonwealth level; and
   • existing problems in information management practices and areas for potential improvement.

Materials

• Electronic whiteboard and different coloured pens (if an electronic whiteboard is not available, you could photograph the final diagram on a normal whiteboard with a digital camera, or alternatively tape together several sheets of butchers paper and put this up on a wall instead of a whiteboard).
• Flip chart and pens.
• Sample information map diagram (see top of this page) - project as an image on screen
• Copies of the Checklist of NRM Region Information Assets for each participant.

Time

2 hours.

Directions

1. Preparation

1. Two people are needed to facilitate this session:
   • A facilitator who leads the activity and draws the information map on the whiteboard.
   • An assistant who uses the flip chart to capture issues and points raised during the discussion.
2. Arrange for as many staff as possible to be involved, including managers, program and project officers, business services and finance staff, Indigenous support officers, Regional Facilitators, local government officers, landcare officers and representatives from relevant State/Territory Government agencies.

2. Developing the information map and key points/issues

Using an electronic whiteboard, the facilitator, in discussion with the workshop group, identifies and draws up a map or chart to display information stores within the regional body. The map should also reflect those agencies and stakeholders to which information is reported or from which information is obtained, as shown in the Sample Information Map at the top of this page.

While the discussion is taking place, the assistant captures key issues/points on the flip chart.

The process for drawing the information map is:

1. Divide the whiteboard into four rows representing Commonwealth, State, Regional and Local level information stores as shown in the Sample Information Map at the top of this page.
2. Within the 'Regional' level you can represent just your regional NRM body, or alternatively if there are other regional level organisations that are significant providers or users of NRM information then you can include these too.
3. Work through the Checklist of NRM Region Information Assets to identify the information resources that are held in your regional body and the information flows between these resources and reporting agencies, information providers or information recipients at Commonwealth, State, Regional and Local level.
4. Represent information stores and resources as boxes in the diagram.
5. Draw arrows to show links between information stores and resources. If the group is uncertain of particular information flows then illustrate a 'best guess' arrow as either a dotted line or marked with a question mark (?).
6. The facilitator needs to continually prompt the group using the questions and information in the Checklist.
7. The assistant needs to capture key issues/points from the discussion on the flip chart.

Once the information map has been drawn, the facilitator finishes the session by asking the group what additional issues/points can be drawn from the diagram and these are added to the list on the flip chart. To identify these additional issues/points, the facilitator asks the following questions:

1. Are there silos where information is currently stored within the regional body and not used for reporting purposes outside the region? Or not accessible to other regional staff?
2. Is there any duplication in the information collected and stored by the regional body? If so, why? Is it necessary?
3. Are there other regional body information databases/resources that have been missed?
4. Does the information mapping diagram include indigenous knowledge resources and where that information may be reported to other agencies?

3. What to do after the activity

1. Prepare and print the information map:
   • Print the information map diagram from the electronic whiteboard.
   • Transcribe the information map to a Microsoft Word document.
   • Arrange for the information map to printed at large size, preferably A0. Your region may have its own facilities for this printing, or it could be arranged through a local printer. The map can be laminated to protect it.
2. Write up and print the the key issues/points from the flip chart:
   • Transcribe the key issues/points from the flip chart to a Microsoft Word document.
   • Format and print the document so that the key issues/points appear as clear large type on several A3 or A4 pages.
3. Input materials into Stage 4. The information map and Both the information map and the key issues/points from the information mapping are input into Stage 4 of the Regional Knowledge Strategy process. Allow enough time to finish them before the Stage 4 workshops.

Debriefing

Present the information map back to staff participants to check for errors and omissions - this could be done by email after the workshop. Visually presenting this information back to the group often results in changes and a refinement of the map, increasing accuracy.

Variations

Other methods such as Structured Analysis could be used for information mapping, but are much more complex.

Tips

1. Input of other staff. The information map and key issues/points produced will reflect the input of the staff attending the workshop. It's also useful for the facilitator to consult with key staff who were unable to attend the workshop to ensure their perspectives are included in the information map and key issues/points.
2. Transcribing the information map. Transcribing the complex whiteboard diagram into a neat and well laid out information map can be challenging. One way to simplify this task is to prepare sticky notes or index cards to represent each of the information store boxes that were drawn on the whiteboard. Then put these on a large sheet of butchers paper and carefully rearrange them so that you come up with a final arrangement that reflects the intent of the whiteboard diagram and is also a clear visual representation. Then from this prepare a Microsoft Word diagram.

Applications

This technique could be used outside of the Regional Knowledge Strategy process to identify specific information requirements or information gaps within many different types of organisations.

Stories (case studies)

Return to Stage 1 - engage region & information mapping
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