Working Practices and ICT

Okay so some of this should be familiar from Standard Grade.

Working practices such as Hot desking, job sharing, touchdown areas, teleworking etc have all had an impact by using ICT. The ICT involved that has changed all this is gadgets like laptops, mobile phones, pagers etc.

Also don't forget to include videoconferencing which you should see in the image above. It has evolved into webconferencing which is really the same thing. It is beneficial because you can meet people from all over without having the cost of travel or accommodation or indeed the inconvenience.

Audioconferencing or teleconferencing is much the same only with telephones rather than video.

ICT and Workflow

What is workflow again?

Basically it is the INPUT - PROCESS - OUTPUT model which many of you will be familair with from other subjects.

INPUTS is the information coming into the organisation.

PROCESS is what the organisation does with the information - the transformation or changing of it, if you will.

OUTPUT is the information leaving the organisation (or ready to)

eg.

Here are the answers you came up with in class earlier today:

Input – email in orders or requests, fax can be used to receive drawings etc…

Process – Record customer information in a Database, create sales charts/figures in a spreadsheet, creating letters via WP, enter appointments in eDiary… all these improve efficiency and production

Output – Email customers/staff, prepare presentations to give to customers/staff using PowerPoint

Hope this makes things a bit clearer?

Effective Data Management and Poor Data Management

Data Management is basically how you structure and organise information held within the organisation.

At a very basic level the way you organise your My Documents is data management. You really need to be able to find files quickly and easily... and not lety anyone who shouldn't access them do so or indeed let them corrupt or edit the files!

EFFECTIVE DATA MANAGEMENT

Easy to use and understand. It is structured.
Easy to search & retrieve files.
Users can share data.
Users can edit, update & save data.

If however this is not the case, then there will be consequences of poor data management.

POOR DATA MANAGEMENT

Poor reputation.
It can cost time and money.
Files could be saved in the wrong folders.
Loss of customers.
Out of date information may be accessed.

You will come across as inefficient and even lose customers if you lose their files!

Legislation that exists to protect data

Data Protection Act
Data may only be used for the purposes it was collected
Individuals have the right to access info held on them
Data must not be passed onto 3rd parties unless individual gives consent

Computer Misuse Act
gain unauthorised access to a computer's software or data (hacking) - including the illegal copying of programs.

gain unauthorised access to a computer's data for blackmail purposes.

gain unauthorised access to a computer's data with the intention of altering or deleting it. This includes planting viruses.

copying programs illegally (software piracy)

Copyright, Design and Patents Act
The Act simplifies the different categories of work which are protected by copyright, eliminating the specific treatment of engravings and photographs.

Decision Making

Decision Making

As you can see from the diagram,

Strategic decisions are long term policy decisions made by senior managers such as the Managing Director or Chief Executive. They are non-routine and normally high risk.

Tactical decisions follow on from the strategic aims/objectives and are medium term and less complex. They are usually made by middle managers.

Operational decisions are routine, day to day decisions made by junior managers. They are normally very simple decisions with low risk.

Features of Good Information

Accurate

Up-to-date

Complete

Appropriate

Availability

Cost effective

Objective

Concise

For each of these headings, write down an explanation of how they would help managers make decisions.

e.g. Accurate - a manager needs information that is collected from a trusted source.

Quantitative vs Qualitative Information

Quantitative information is information that is easy to measure, on the other hand Qualitative information is a value judgement.

Quantitative is based on facts and figures, Qualitative is based on attitudes and opinions.

Quantitative is definable whereas Qualitative is descriptive.

Sales figures would be an example of Quantitative information.

A focus group report on customer's attitude's to a new product would be Qualitative.

Information

Data is raw facts and figures whereas information is data that has been processed and turned into something meaningful.

Primary information (aka Field Research) is gathered first hand. It can be collected by surveys, questionnaires, interviews (face to face, postal and telephone)

Secondary information (aka Desk Research) is second hand and already published/gathered. Examples are: Internet, Government stats, newspapers, MINTEL (market intelligence), reference books

Internal - this is collected by the organisation and held within their organisation. Examples could be sales figures, customer databases, employee databases, staff/holiday rotas.

External - this is found outwith the organisation. It can be collected from the internet, government stats, trade journals, newspapers.