Information monitoring/watch

2 March 2025

Undertaking an Information Monitoring Project: The Path to Success

Your field of activity is constantly evolving. You want and need to: Identify emerging trends, know what the best practices are, anticipate innovations and align with them, and make well-informed decisions based on key information. Starting an information monitoring or watch project can help you meet all these needs and to be proactive. According to our expertise, here’s how to undertake such a project based on a solid foundation.

 Knowing the Process

Information monitoring is "a dynamic and rigorous process that consists of monitoring, managing, and disseminating recent and relevant information to anticipate issues and facilitate stakeholder decision-making." [1].

Dynamic? The information monitoring process includes five stages:

  • Planning
  • Collecting information
  • Information analysis and processing
  • Dissemination and use of information monitoring results
  • Evaluation and continuous improvement [2].

This process is iterative.

Rigorous? Each stage has its own rigor, whether it is the choice of quality sources, the exclusion of predatory journals, the selection of effective and secure IT tools, the collection of relevant information, an ethical approach and respect of copyright.

Recent? Unlike information research, which is a method used to find information to answer a specific question or solve a problem, information monitoring is a continuous and systematic process that helps you stay abreast of the latest developments related to your interests or high-quality content published on a specific subject.

Relevant? Whether it is the sources monitored, the information collected, the monitoring process, or the deliverable disseminated, all these elements are adapted to your objectives as the target audience.

 Reviewing Best Practices

Best practices apply to all stages of an information monitoring project. Here is an overview of five key practices:

  • Ensure that the content monitored has the potential to meet your organization's strategic information needs and become actionable knowledge [3]. In concrete terms this means being aligned with the organization's strategic plan and objectives.
  • Assess project resource requirements and availability: human and financial resources but also informational resources. By informational resources, we mean both the technological tools (IT) already in use in your organization and those compatible with your security requirements and constraints. These resources also include relevant and credible information sources related to your specific field of interest.
  • Record all procedures using two tools: An information framework and a dashboard (https://extranet.santecom.qc.ca/wiki/!biblio3s/_media/bo-veille.xlsx), such as the one proposed by the Institut national de santé publique du Québec (INSPQ).
  • Prepare a communication plan and update it at regular intervals. This ensures that nothing is overlooked in terms of promotion!
  • Because the continuous improvement process depends on the quality and timeliness of evaluations, it is advisable to do the evaluation planning during the implementation phase. We recommend identifying: Key performance indicators (KPI), methods used to gather relevant information and data and how to use the indicators for the intended purpose.

Planning, Planning, Planning

We often spend little time on the project planning phase and jump right into execution. From a continuous improvement perspective, as in other fields, an iterative planning process allows information monitoring projects to leverage the results of evaluations.

Given you work in a field of activity that operates in a rapidly changing environment, an information monitoring project also needs to be agile. How? By adjusting the project’s plan, regularly updating the subjects and the various sources monitored and continuously aligning the format and the content of the deliverable with the target audience's objectives and information needs.

Training and Implementation: Our Services and Expertise

To help you demystify the process and begin successfully, Cogniges offers online training "Starting a Monitoring", or customized training based on your needs. Additionally, Cogniges can support you throughout the implementation of your project in the following fields: Health, health technologies, pharmaceuticals, technologies and services.

For More Information

REFERENCES

[1] Communauté de pratique de veille en santé et services sociaux du Québec (2022, rev.). Collaboration Charter. [37] (https://praxis.encommun.io/n/rgVPerJAoKX7Le-0Tr5G4YjgieI/)

[2] Jamet, V, Pitre, M. C. et Bélanger, C. (2024). The Stages of a Monitoring Process in Health and Social Services: Version 2.0. Communauté de pratique de veille en santé et services sociaux du Québec (CdPveille3S). [38] (https://praxis.encommun.io/n/X3SLZR32qZ0a__wthq7a7ZC39L0/)

[3] Drevon, E. (2023). The Utilities of Strategic Monitoring: A Grounded Theory Study. Communication Studies, 60(1), 37-54. [39] (https://www.cairn.info/revue-etudes-de-communication-2023-1-page-37.htm)