In the post ‘The diagnosis to define your monitoring areas’, we highlighted the importance of defining the areas to be monitored, taking into account the objectives and challenges of the organisation. Once these areas to be monitored have been defined, which we at InTool call monitoring areas, we have to get down to work and set up the monitoring and ideation system.

My recommendation is that you approach this deployment gradually. Instead of overwhelming yourself by trying to cover all areas at once, I suggest you choose one or two to start with. This way, you will be able to concentrate your efforts and resources more effectively.

PRECISELY DEFINING AREAS OF SURVEILLANCE

In the previous post I talked about the surveillance map where you can see a picture of all the areas of interest to be monitored, but now you need to go into more detail about the ones you have chosen to start with.

• Define what the objective of that area will be
• Clearly identify what aspects you want to monitor
• Determine the sources of information to be monitored.
• Use tools such as Google News to expand your sources if necessary.
• Define keywords that will help you filter relevant information.

ASSIGNING ROLES AND TEAM PARTICIPATION

Decide who will participate in the process and what their role will be.

• Who will validate the information gathered?
• Who will assess the strategic importance of the information to the organisation?
• With whom will you share the information?
• Establish mechanisms for analysing and validating the information gathered and for disseminating it.

DEVELOP A WORK SCHEDULE

Define the frequency with which information will be evaluated and disseminated.

Establish regular meetings to review and discuss findings or incorporate this information into established organisational dynamics.

Once you have defined this outline of work, you are ready to put your minimally viable monitoring system in place.

It starts with data collection, validation, assessment and dissemination.

Building a solid foundation at the start of a monitoring system is like cementing the pillars of a building: essential to stand firm in the winds of change and reach new floors of opportunity.

The InTool facilitates this entire process, enabling the capture of information from multiple sources and keywords, as well as the efficient collaboration and distribution of information among monitoring team members from the outset.