Brief Outline Of The Problem

Brief Outline Of The Problem1. Introduction1.1 BackgroundIn todays world of commerce, selective study is considered as wealth. The untold an arranging knows about a particular course of action, the better it is equipped to get on much(prenominal) a pursuit and al nigh currently yield winner. culture is an empowering reinforcement that enables an fundamental law to optimize and maximize itself and at the same time campaign towards their goals and missions. It all(prenominal) toldows contact with former(a) organizations whether in a competitive or adherence stance (Claudia Kla drillgger et all. 2007).Managing all the tuition is the critical function of any organization and needs to be efficiently selld, otherwise it provide lead to data fleece, which then will contri scarcelye to inefficiencies, climb costs, and hinders in business mastery (Varian, Hal R, 2000). teaching is gathered some the key functions of circumspection such as intend, organizing, staffi ng, controlling and communicating. Among these functions, MIS is closer to the controlling function as it provides feedback on organizational performance and servings in monitoring. learning management provides a practical insight into the techniques utilise in assessing the collision of nurture engineering in a business. It drills technology for collecting, outgrowthing and considering knowledge with a goal of efficient management (Gordon B. Davis, 2003). breeding and conversation constitutions address the absolute need for hard-hitting use of data and communication technologies in monitoring and acquiring data, computer-based modelling, and conclusion tin and knowledge-based systems.1.2 Brief outline of the puzzleThere so many fabrication technologies out there in so many rooms that superstar may now feel an gazump of schooling, hence, achieving a diminishing b be(a) utility status in our brains. We view as now therefore a need to organize and reorgani ze these pieces of schooling constantly as to be able to keep track of which of them be valuable to us and which unmatchables be non.1.3 Approach and MethodologyAll the above will be achieved by desk research or secondary research, the use of recommended materials and lecture notes, internet and cerebrate industries.2 Analyses2.1 The squeeze of disciplineAttention is undoubtedly one of the nigh scarce imaginativenesss around the globe in both public and clannish sector organizations and increasingly so. There is load of training all around us, on our hard drives, our organizations databases, the Internet, printed documents, commercial publications, emails, subscription-based advantages even so were frustrated when seek to locate and use it (Kevin A. Miller, 2004).Organisations argon being turned inflexible receivable to excessive emersion or mismanagement of information this state of overladen information is called the information glut. Constant introduction of th e information and communication systems does not reserve the situation any better in fact it is layer over existing systems thus signifi thronetly increasing the information load. Therefore, planning and co-ordination of information and communication become of supreme sizeableness to business success (Guus Pijpers, 2010).2.2 Dearth of tutelageAttention involves understanding how to work within an overmuch information competition, whether inter lining with customer, co-workers, or our own priority list. Leaders of organization, for example, mustiness manage attention on several(prenominal) aims. They must direct their own attention to particular project and information, they must focalization the attention of their employee on the most profitable activities, and they must attend to the most all-important(a) buyers, suppliers, and other stakeholders. If the organization is to achieve its goal utilely, the need of managing its information is of critical importance (Iselin, E . R. 1999). The over increasing amount of digital information should not be viewed as a simple data resource or storage burden. Rather, it is an addition which holds an organization together. With the right approach, information growth apprise stimulate growth in the business. Without it, information can be a burden that contributes inefficiencies and rising costs, hinders growth and stiles innovation (Hanka, 2000).2.3 The general motives of information glut includeThe master(prenominal) reasons for information fleece at organizational and interpersonal levels can be related to five constructs.Organizational headingInformation processing capacitorPersonal characteristicsNature of the task or processInformation technologyUsually information overload emerges not because of one of these factors but because of a mix of all five causes.2.3.1 Organizational designOrganizational design of a company is an serious factor influencing the occurrence of information overload. Changes in t he organizational design, for instance, due to primaevalization or because of a move to interdisciplinary teams, can lead to greater information processing requirements (IPRs) because they create the need for more intensive communication and coordination (Bawden, 2001). On the other muckle, better coordination by ideals, common procedures, rules, or dedicated coordination centres can dishonor the IPR and positively squ atomic number 18 up the information processing capacity (IPC).2.3.2 Information processing capacityThe disposition of information itself is the next of the essence(predicate) factor after organizational design. It is not only the amount of information that determines information overload, but also the special(prenominal) characteristics of information, such as the level of uncertainty related to information and the level of ambiguity, innovation, complexity, and intensity (Schneider, 1987). The quality of information can have great cause on the likelihood of information overload. Improving the quality (e.g., conciseness, consistency, comprehensibility, etc.) of information can amend the information processing capacity (IPC) of the idiosyncratic, as this enable undivided to be able to use high quality information more quickly and better than unstructured and unclear information (Sorohan, E. G. 2000).2.3.3 Personal characteristicsThe individual and his or her attitude, qualification, and experience are other important factor. Persons capacity to process information is limited, recent studies include specific limiting factors such as personal skills, the level of experience, and the motivation of a person. Personal traits thus straight off affect IPC (Swain Hanka, 2000).2.3.4 Nature of the task or processAnother important factor is the tasks and processes that need to be accomplished with the help of information. Complex tasks or processes directly emergence the IPR. The less a process is based on reoccurring routines and the more complex it is in terms of the configuration of its locomote, the higher is the information load and the greater is the time pres for sure on the individual (Bawden, 2001 Grise Gallupe, 1999, 2000). The conspiracy of these two factors that increase the IPR can lead to information overload. Information overload is inevitable if the process is frequently interrupted and the concentration of the individual suffers as a consequence (Speier et al., 1999).2.3.5 Information technologyIT and its use and misuse have become another main reason of information overload. The development and deployment of smart information and communication technologies, such as the Internet, intranets, and extranets, but especially e-mail, are universally seen as one major cause of information overload (Bawden, 2001). Closely related to the occupation of e-mail overload is the discussion of draw versus push technologies and whether they have a positive or negative impact on an individuals IPC and IPR. Pushi ng selected pieces of information to specific groups reduces on the one hand their information retrieval time, but increases on the other the amount of potentially useless information that a person has to deal with (Edmunds Morris, 2000). In addition, it causes more frequent interruptions. Information technology can thus potentially increase the individuals IPC while at the same time increasing the IPR.2.4 Consequences of information glut2.4.1 Missing productivity increasesNetwork technologies were expected to bring earthshaking emolument in worker productivity when they were first introduced. However, the continue introduction of communication systems has led to the information glut and thus has failed to establish a significant relationship between information technology and productivity growth (Van Zandt, 2001). battalion have even started to wonder whether the introduction of information technology has actually had a negative effect on productivity level. It has also been notice that the time and resources consumed in generating, distributing, processing, and sorting out paperwork adds no nourish to business and deflects peoples attention away from productive work (Kock, 2001).2.4.2 Increased Health Problems and melodic line DissatisfactionThere is a growing concern that information gluts may be contributing to employee health problems and increased job dissatisfaction. To determine the extent of the problem, telamon Business Information conducted a survey of 1,300 managers. They published startling results in December 2006 field. One in four managers admitted to suffering ill health as a result of the amount of information they have to handle. Moreover, two-thirds of managers said, the express from information overload increases tension with colleagues and lowers job satisfaction (Booth S et all., 2003). These figures establish that information gluts have become a serious problem, impacting workers in upset(prenominal) ways. Companies and in dividuals would be well-advised to start do a conscious motility to find effective ways to deal with information overload (Wurman, R. S. 2001).2.5 Overcoming the information glut2.5.1 Countermeasure against information overloadStudy on information overload not only discusses major causes and effects, but also proposes possible effective countermeasures to address the issues related to information overload. These countermeasures range from general suggestions concerning attitude to truly specific software tools (such as filtering agents, automatic summarizers or visualization algorithms) that help to process enceinte amounts of information.A list of countermeasures are mentioned below,Personal factorsInformation characteristicsTask and process parametersOrganizational designInformation technology actWith regard to information itself, information overload can be decreased if efforts are made to assure that it is of high value, that it is delivered in the most contented way and format (Simpson Prusak, 1995), that it is visualized, compressed, and aggregated (Meyer, 1998), and that signals and testimonials are used to minimize the risks associated with information. On the individual level, it is important to provide training programs to enhance the information literacy of information consumers and to give employees the right tools so that they can improve their time (Bawden, 2001) and information management (Edmunds Morris, 2000) skills.As far as improvements for the organizational design are concerned, various authors take on conflicting positions. While earlier contributions examine the importance of self-contained tasks and lateral relationships, more recent studies see this focus on collaborative and interdisciplinary work as a cause rather than as a countermeasure of information overload (Bawden, 2001). If the cause of information overload relates to process problems, several authors suggest standardization of operating procedures (Bawden, 2001 Schi ck et al.), collaborationism with information specialists within the process teams (Edmunds Morris, 2000), and use of facilitators or collaborative tools (such as virtual team rooms) as process enablers for cognitive leap out (Grise Gallupe, 1999/2000).Finally, at the level of information technology, several authors advocate the use of intelligent information management systems for fostering an easier prioritization of information (Bawden, 2001 Meyer, 1998 Schick et al., 1990) and providing quality filters. Examples of such intelligent systems are s overtakeping point support systems (DSS) that reduce a broad set of options to a manageable size. However, a systematic methodology (comparable to other standardized problem solving approaches) to prevent or reduce information overload is unruffled missing. such(prenominal) a methodology should link insights from various disciplines to provide effective countermeasures that can be adapted to various contexts. For example, insight s from consumer research on the importance of branding for reducing information overload can be used for new MIS instruments2.5.2 Economics of AttentionInformation is not the scarce resource, but attention is. The success of some future business model will be based on the economics of attention. Perhaps the most novel approach is to adjust over expectations on how much information do we need. The most important requirements in reservation a good decision do not necessarily lie in gathering large quantities of information, but rather taking time to absorb and process information, glisten and analyze, and discuss the issue at hand with others. Which means businesses must vie on peoples time and foc utilize on bringing quality information to people in a meaningful way (Heylighen, J. (1999).2.5.3 Spending on information technology innovationInformation itself is meaningless without some way to locate, filter, organize and summarize it (Bawden, 2001). Innovation economists argue that the long-term benefits of investments, particularly in innovation, outweigh the costs of temporary figure deficits. Most organisations continue to focusing on the importance of innovation in information technology despite tighter economic circumstances. Organizations that have decreased the share of their IT budget are more likely to feel the impact of the information glut than those where the share of IT budget set aside for innovation has increased (M. Gordon Hunte, 2007).2.6 How information technology improve decision makingSolution to information glut lies within the problem itself. Though constant introduction of advance technology adds to information glut, yet it will continue to offer the exciting solutions to information overload (M. Gordon Hunte, 2007).Information has become one of the main assets in information era. The efficient use of information is significant in determining the success of a certain organization. Making awareness of information value and the ability to manage information organization-wide will have great impact on organization bring forward results. Since information is used in every feature of business and generated in every process, a centralised supervision function is needed to structure, combine and distribute it effectively and efficiently. Where the finance department monitors and manages the financial aspects of organization and the level-headed department handles all legal affairs, the Information Organization should manage this important business asset (Booth S et all., 2003).MIS for example, aids the organization in effective and efficient decision making. The organizational data, like information on the processes, standard operating procedures and audit preparation methodology, are all tabulated and presented in the forms of reports. besides the internal controls for each department that list the flow of work between employees, the authority-responsibility relationships all are listed by the MIS (Jay Liebowitz, 1 999).An organization that uses MIS is able to record, process, and tabulates all important business transactions. As and when need arises, the organization is able to incorporate obligatory changes and improvements to its areas of concern. For example when an organization sees that the actual and projected sales figures are not in tune with each other, it can take steps to make changes and thus align the two figures (Bawden, 2001).MIS facilitates informed decision making. MIS usually represents a number of options from which the organization usually picks the best trade-off for sales, operations and other strategic areas. The top management also analyzes whether its resources are being apply optimally (Horder, W. (2004).A two-way communication flow is greatly intensify by MIS. The management freely tells its employees their jobs, and the ways and means in which they are to accomplish the tasks entrusted to them. The employees also in turn discuss their doubts, concerns and proble ms (Edmunds and Morris, 2000).2.6.1 Real fictitious character scenarioThe way an organization chooses to design its decision making rules are one of the most fundamental aspects of organizations internal design. PepsiCo for example, has several different business units cartroad independently. Running all the business units under different entities makes it harder in making the decision effectively, so they come up with strategy of power of one, though they have been successful so far in some of the areas in bringing the activities together under the same head but sleek over there hasnt been much success in bringing a structured IT infrastructure for all the business units, that no doubt is very crucial in making effective decisions for organization as a all told (pepsico.com).2.6.2 IT supports decision makingOne of the ways IT is supposed to add value to the business is by keep better decisions. Lets take the example of PepsiCos, contempt under the strategy of power of one Pe psiCos business units are using different and separate database and IT infrastructure, working independently, and that resulted in lack of central decision making authority, work duplication and cost a lot to the organization. They rightfully need to implement an integrated IT infrastructure and software package that can bring them all together and help them making unified decisions for all the business units.2.6.3 enterprise wide-systemChoosing a right type of IT infrastructure by itself is an integral part of the organizations decision making that help organization in further decisions. An enterprise wide system can be genuinely helpful to turnout major challenges in any organization. They allow companies to switch over their existing information systems, which are often incompatible with one another with a single, integrated system. They provide a single system that is central to the organization and ensure that information can be shared crosswise all functional levels and ma nagement hierarchies for a better decision making (Horn Nord and G.Daryl nord 1995). In addition, it is increasingly the case that organizations are seeking to embed much of their organizational knowledge in complex information systems. Adapting this perspective, enterprise systems are presented as more effective and efficient ways of representing the knowledge demand to manage the contemporary organizations. Also the enterprise Information Systems provides a technology platform that enable organizations to integrate and coordinate their business processes.(Charalambos Spathis and John Ananiandis 2005)2.6.4 Enterprise information systemEIS is an interrelated set of information system supporting the decision making in the organization, by providing the following performance features. great quantities of informationImproved quality of informationTools to manage and analyze the large quantity of data.More efficient communication and data sharingMechanisms for feedback and learningFaci litating planning, control, coordination and decision making(Horn Nord and G.Daryl nord 1995)2.6.5 Executive Support SystemThere should not be any inefficiency in decision making from the top level at PepsiCo, if they have and managing an effective executive support system. As PepsiCo is facing some problems while making decisions effectively across the units, that shows that they are not taking the full benefits from their ESS. By implementing and managing the ESS effectively will help companys top managers to attain easy access to their internal and external information which is pertinent to strategic decision making and other executive responsibilitiesExecutive support system can provides variety of advantages to an organization to ease up its operations. Such asEasy for upper-level executives to use, extensive computer experience is not required in operationsProvides timely spoken communication of company compendious informationInformation that is provided is better understoo dFilters data for managementImproves to bring in informationOffers efficiency to decision makers(Jeretta Horn Nord and G.Daryl nord 1995.3. Conclusion and recommendationestablish on the discussions above, it is found out that information is a key resource of the organization, together with people, finances and material assets. Thus, it is concluded through effective information management of the organizations resources and systems, organization administrators can add value to the services delivered to customers, reduce risks in the organizations business, reduce the costs of business development and service delivery and encourage improvement in internal business processes and external service implementation. On the other hand, it is recommended that when developing an information system, just to make sure it produces important information and not data. It is better to build a report that is ideal for a specific need then to make a report based on a predefined concession between sev eral users. The shaped information will have value and increases insight into information needs and the way the business is looked at. Adding more and more information to the system and solving the problems as they occur will eventually lead to a system as mentioned. In fact, that is the way any functional Information System is developed. Having an experienced team helping you take the first steps and educating your staff in the first period can make all the difference. We can probably all agree on a some important points. Timely valuable information can improve decisions and outcomes. Information is potentially valuable if it could improve outcomes, but to realize that potential the think beneficiary has to receive it, attend to it, consider it and act upon it in time. In situations where human processing capacity is limited, where data glut is possible, and where communication bandwidth is limited, we must give priority to high-value bits. The only way to do this is to know whic h bits would materially affect the receiver. This requires understanding the operators