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Information Policy and Strategy

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Implementation of the information policy and strategy

The Information Office will be the focal point of all public information activities of the Bank. As such, it will be drawn closely into all aspects of the Bank’s operations. It will work with other departments and offices in preparing a detailed action plan to implement the information policy and strategy. A common approach will be formulated in originating, developing, and sustaining appropriate informational programs, campaigns, and activities.

The success of the Bank’s information policy and strategy requires the support and involvement of all departments and offices, including regional/resident missions. Authority will be given to heads of departments and offices to respond directly to inquiries in their areas of responsibility. Media training will be arranged for senior Bank staff in consultation with department/office heads; and guidelines on media relations, interview techniques, etc. will be prepared and circulated to all staff.

With regard to media relations, it is necessary to have an official spokesperson to ensure uniformity of Bank views. Given the central role of the Information Office in implementing the Bank’s information policy and strategy, the Chief Information Officer, acting on the authority of the President and under the direction of the Vice-President for Finance and Administration, will be designated as the Bank’s official spokesperson for the media.

The Information Office, represented by the Chief Information Officer, will be present at all high-level policy and operational discussions of the Bank to be able to respond quickly to media inquiries or to formulate appropriate information activities.

The responsibility for implementing, coordinating, directing, and updating the Bank’s information strategy will rest with the Chief Information Officer, under the direction of the Vice-President for Finance and Administration.

Role and functions of the Information Office

The principal mandate of the Information Office is to help create better understanding of and support for the Bank’s mission and activities among its various constituencies. The Office will have the following basic functions.

1. Designing, developing and executing programs for media and nonmedia groups: As detailed in the previous section, programs for the media will include video features and releases; one-on-one interviews with Management and designated senior staff; coverage of conferences, seminars, and workshops; development of a roster of Bank experts who can be called upon by the media for expert opinions on topics within their expertise; press tours and briefings; and audience-specific articles and feature stories. Nonmedia programs will include targeted dissemination of information material; briefing sessions for various audiences; placing of Bank operational data, studies, and news releases on international computer networks; speeches by Management and senior staff at selected fora; public education programs, etc. The Information Office will participate in and contribute to activities and events that help maximize publicity for the Bank during special occasions. These occasions include Annual Meetings, the launching of the Annual Report and the Asian Development Outlook, major loan signings, major conferences and seminars, speeches by Management and senior staff, and press tours.

2. Implementing the Bank’s publications program on behalf of the Publications Committee: This will involve facilitating the production and distribution of publications (directly by the Bank itself as well as through external publishers) and the marketing of priced publications through advertisments and commercial distributors to recover costs to the extent possible. The Information Office will also administer the Bank’s Depository Library program. Consideration will be given to establishing public information center(s).

3. mplementing an internal news dissemination service and providing informational support to other departments and offices: Taking into account the Bank’s information technology strategy, the internal information service is designed to (a) keep Management and staff fully informed of important news developments, perceptions, and criticisms of the Bank, and major issues that might impact on the Bank’s operations; (b) enhance information flows within the Bank on issues, projects, perceptions, and decisions; (c) convey the Bank’s vision, values, and priorities to staff members; and (d) improve information links with regional/resident missions. The Information Office will have central responsibility for maintaining an effective internal information service and will develop an appropriate strategy for this purpose.

To capture more accurately the focus of the activities of the Information Office, the name of the Office will be changed to Office of External Relations.

Role of other departments and offices

Heads of departments and offices may respond directly to media inquiries and requests for interviews in their areas of responsibility, in consultation with the Information Office.

Departments and offices will keep the Information Office apprised of their media related activities. They will assist it in responding to information requests from various audience groups. In its role as resource center for the region, the Economics and Development Resource Center will collaborate closely with the Information Office.

Departments and offices will plan and prepare, in close cooperation with the Information Office, special events, such as seminars/conferences and presentations, to take advantage of information opportunities to be derived from such occasions.

Role of regional/resident missions

The regional/resident missions will have greater responsibility for disseminating Bank information and publications in their respective areas, particularly among media persons, government officials, policymakers, diplomatic missions of member countries, and special interest groups. Guidelines will be prepared in consultation with departments and regional/resident missions concerned to specify the scope of this responsibility.

The directors/chiefs of regional/resident missions will be encouraged to respond to inquiries and requests from national and international media and the general public on matters related to their areas of responsibility, to organize media briefings as necessary to fulfill Bank information objectives, and to give media interviews whenever necessary. The regional/resident missions will keep the Chief Information Officer informed of such events, and the Information Office will assist them with their special information needs.

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