Information People Management: Connecting People to Knowledge

PMBOK v8 Definition

Information management tools and techniques are used to create and connect people to information. These tools are effective for sharing simple, unambiguous, codified explicit knowledge. Tools and techniques that connect people to information can be enhanced by adding an element of interaction, such as including a "contact me" function so users can get in touch with the originators of the lessons and ask for advice specific to their project and context.

Why It Matters for the Exam

This concept appears frequently in questions about Manage Communications and Manage Project Knowledge processes. The PMI exam tests your understanding that connecting people to information is not just about storing documents—it requires interaction elements to make knowledge accessible and usable.

Key Points to Remember (for the exam)

Core Purpose: Information management tools create and connect people to information, specifically for sharing explicit knowledge
Key Tool: Project Management Information System (PMIS), which often includes document management systems
Essential Enhancement: Adding interaction elements (e.g., "contact me" function) improves knowledge accessibility
Interaction Benefit: Asking for help is generally quicker and easier than trying to identify search terms
Connection Rule: Knowledge and information management tools and techniques should be connected to project processes and process owners
Common Tools: Methods for codifying explicit knowledge, lessons learned register, library services, information gathering (web searches, published articles)
Common Confusion: Confusing information management (connecting people to information) with knowledge management (connecting people to people)

Typical PMI Exam Example

A project manager implements a lessons learned register in the PMIS. Team members struggle to find relevant entries. The project manager adds a "contact me" feature so users can contact lesson originators directly. This enhancement represents the principle that interaction and support help people find relevant information more effectively than search terms alone.

PMI Exam Traps

Trap: Thinking document management systems alone are sufficient for knowledge sharing
- Reality: Tools must include interaction elements to connect people effectively to information
Trap: Confusing information management with stakeholder engagement
- Reality: Information management focuses on creating and connecting people to codified explicit knowledge; stakeholder engagement focuses on managing relationships
Trap: Believing search terms are the primary way to access information
- Reality: Asking for help is generally quicker and easier than identifying correct search terms
Trap: Treating information management tools as standalone systems
- Reality: These tools must be connected to project processes and process owners

Important PMI Connections

Related Concept	Relationship Type	Exam Attention Point
Manage Communications	Complementary process	Information management tools are used within Manage Communications to share project information
Lessons Learned Register	Key output/input	Information management tools codify explicit knowledge into lessons learned register entries
PMIS	Key tool	PMIS often includes document management systems for information management
Manage Project Knowledge	Related process	Information management connects people to information; knowledge management connects people to people

Quick Review Questions

What is the primary purpose of information management tools and techniques in project management?
Why should a "contact me" function be added to document management systems?
What is the difference between information management and knowledge management?
How should information management tools be connected to project processes?
What are four examples of information management tools listed in PMBOK v8?

PMBOK v8 Reference

Section 2.5.2.3 - Manage Communications: Tools and Techniques