034 Information Architecture (The What, Why, and How) with Rachel Mitchell

Send us Fan MailIs your company losing time and money because your information is messy? Information Architecture (IA) is the key plan that connects your rules to your technology. But most companies miss it!In this episode, Jaki talks with Rachel Mitchell, a top consultant at Leadership Through Data. Rachel explains why bad IA costs CEOs big money, how to avoid the "messy data trap" when using AI, and gives you simple steps to clean up your information chaos today.If you struggle with risk, rules, or finding files fast, this show gives you the plan for success.[00:48] What is IA? Rachel explains that IA is about how we sort, group, and label information. Its main job is to make it easy for users to find what they need.[02:03] For the CEO: If you don't have IA, you just have a giant "data lake with no structure." This means you can't control it, and it costs you money.[02:59] Why IA is Critical: Without good IA, you cannot manage Data Lifecycles (knowing what to keep and what to delete). This is the biggest problem companies face.[04:20] Protection: IA acts like dividers in your data, helping you protect sensitive information and decide who can see what (Permissions and Protection).[06:04] IA and Saving Time: Good IA makes it easy for people to "do the right thing." You save massive amounts of time when people stop having to search for files.[10:30] IA and Big Plans: How a clear IA helps with major goals like Digital Transformation and meeting GDPR/Privacy rules by showing you which data is high-risk.[11:30] The AI Danger: If your data is messy, AI tools like Copilot will just make the mess "amplified." Your structure needs to be clean before you use AI.[12:36] Step One to Fix IA: Rachel's advice is to find your business classification (the core list of company functions, often in your retention schedule). This is your clean starting point.[13:48] IA in Microsoft 365 (M365): How to use your M365 tools (Teams, SharePoint) as simple "Lego bricks" based on function to build a strong, future-proof structure.[15:44] The Power of Metadata: Metadata (data about data) is key, but don't ask users to tag things manually! We talk about using templates to automate tagging.[18:16] Balancing the Rules and the User: How to build IA that gives users the freedom they want (speed, flexibility) while still keeping the necessary rules in place.[19:59] Who is in Charge?: We discuss who should own the Information Architecture plan in a company.[20:29] Get AI Ready: How a strong IA allows you to put "Hands Off" labels on sensitive data, making sure AI tools only look at the information you want them to see.[22:06] Jaki's Final Action: The one quick task you can do this week to start improving your IA.LinkedIn: (4) Rachel Mitchell | LinkedInBook: Blooming Good Information Management Support the show