This report includes detailed analysis of Ourtel Solutions. It is a teleworking company. This company gives employment to the people in remote areas. With the help of teleworking, a person can work from anywhere anytime. Now, there is no need to go to office and work. One can work from his or her home also. This report describes the organizational structure of the company, the problems that may arise due to the structure of the system, most suitable system that the company needs to acquire, flowchart of sales procedure, risk of fraud possible and the challenges faced by the users and the measures recommended to the company (Asgari, et al., 2016).
Organization structure refers to the gathering of people for the achievement of common objective.
Above is the structure of a telecommuting organization. Telecommuting means working from anywhere and transferring the data through internet. It allows the employees to work in any kind of situation. The devices used in telecommuting include computers and word processors, teletypewriters, hybrid communication devices, fax machine, audio teleconferencing equipment, video teleconferencing machine etc (Gordon, 2015).
The employees are working in a team in Ourtel Solutions. There are many issues that are related to the structure of the organization. The major issue is maintaining collaboration and co-ordination among the units because there are a number of small units in Ourtel Solutions. Organization structure includes organizational policies for the operation, control and co-ordination of the activities (Marabelli and Galliers, 2017). Another problem is related to lack of oversight which means it is not possible to directly supervise the tele workers. There is a security problem in this type of organizational structure because procedures need to be implemented for the employees to access while keeping out unwanted intruders. The employees feel isolated. Such organizational structure results in inability of brainstorming due to the lack of face-to-face contact in telecommuting. The organizational structure leads to diminishing productivity because some employees show less productivity when they are working from home (Masuda, et al., 2017).
An Ourtel Solution is a technology based company. So, Ourtel is required to acquire a system which is directly related to technology and is capable of integrating all the organizational activities. For Ourtel Solutions, Enterprise resource planning (ERP) is the most suitable system. Enterprise resource planning software helps the company in the integration of organizational activities and helps to regulate the back office functions which are related to the technology (McKnight, et al., 2017). ERP software helps the company in marketing and sales. Marketing and sales are the core areas of Ourtel Solutions. Another name of ERP is business management software. It takes into account all the activities of the business. It will also helps in updating the technology and removing the obsolete software. ERP analyse the production capacity of the company. Though ERP integrates all the organizational systems still it facilitates error free transaction.
Frauds can be done more easily by using computers rather than manually. Ourtel Solutions rely on computerized system of working. So, the chances of fraud increase. The fraud can be done by the employees for their personal benefits. The company is required to analyse the behaviour of employees from time to time. For example, if an employee is dissatisfied with the owner then this will give him a reason to commit fraud. Another fraud is related to the theft of data (Peppard and Ward, 2016). The data of the company can be stored in the computer. The risk of call tracing is also there because the company is engaged in telecommuting. Allowing the employees to work from the remote locations carries a number of risks such as risk of information, performance management, ICT security and team cohesion.
Ourtel Solution is using MYOB accounting software. MYOB stands for Mind your own business. MYOB is known for its easy accessibility. The MYOB software is also giving a 30 days trial facility. MYOB helps in managing the accounts and boost profitability. MYOB is the most commonly used cloud accounting software. The functions of MYOB includes generating pay slip and payroll reporting, financial statements reporting, accounts chart, bank reconciliation, database tracking of customer and supplier, ledger listing and multi level reporting (Jenkins,et al., 2016). MYOB provides the features of changing the language and displays all the information including charts and diagrams in the language which is selected by the user.
At least 24% of the workers in Australia are working from their home. Out of all the people working from home, around 71% people are working less than 10 hours in a week and only 5% of people are working majority of their time from home. The people who are working for less than 10 hours a week are those people who work from home in addition to their normal at-work employment. The telework is provided in four categories i.e. home-based work, day extender work, out posed work and ad hoc work. In home-based work, the employees can log in to IP Australia’s computer but they are allowed to work within a specified commuting distance. They have to come to office on regular or agreed basis. In day extender work, the employees can work during normal working hours by logging ion to IP Australia and then they are allowed to log in again to do the additional work from home. In out posed work, employees are allowed to log in to IP Australia and work from home permanently. In ad-hoc work, the employees are allowed to work for a short period of time on irregular basis.
The first major challenge is communication. It is easy to communicate with the employees in the office and the employees in the office are always available on their desks whenever needed but getting the employees who are working from home it not so easy. In the office, face-to-face communication is available which is lacking in case of teleworkers (Vander Elst, et al., 2017). Another challenge is tracking of productivity. In case of remote employees, it is difficult for the company to track the work done by the employees in each day because the company is not able to see them. Some remote employees are self-motivated but few remote employees can take advantage of this. The trust on employees is also a challenge for the users of telecommuting. Trusting the employees that they are doing the same thing for which the company is paying them is a big challenge for the company. The last challenge is related to a unified company culture. Sometimes the employees feel isolated by working in the remote areas because they work from home sitting alone (Sligo, et al., 2017). They are not able to enjoy the environment of the office.
It is recommended that the company should try to trust on the employees because this will bring motivation among the employees. The company is required to arrange get together for the remote employees in the office once in a month or once in 15 days. So that they cannot feel isolated and they are able to take the advantage of the environment of the office (Soomro, et al., 2016). For the productivity, the company is required to use the tools that can track the performance of the employees and should have the systems to calculate the metrics of its business. For the problem of communication, it is recommended that the workers should be aware about when and how to connect with each other.
Conclusion
It is concluded that telecommunity industry is growing day by day because it is giving the opportunity of home based jobs. Telecommuting helps in saving the time, money and environment. This report has described in detail the sales procedure and the operational structure of Ourtel Solutions. Now, people can work by sitting in their homes rather than wasting hours in the traffic to reach office. The emotional and physical stress of the commute took a toll on a worker’s productivity. This report also explained the problems in telecommuting like the issues related to communication, difficulty in identifying the productivity of employees etc. and at the same time some recommendations are also suggested to the company to cope up with these challenges.
References
Asgari, H., Jin, X. and Du, Y. (2016) Examination of the impacts of telecommuting on the time use of nonmandatory activities, Transportation Research Record: Journal of the Transportation Research Board, (2566), pp.83-92.
Gordon, H. (2015) Strategic Utilization of Information Systems in Small Business. IGI Global.
Jenkins, S., Bhanugopan, R. and Lockhart, P. (2016) A Framework for Optimizing Work–Life Balance Practices in Australia: Perceived Options for Employee Support, Journal of Employment Counseling, 53(3), pp.112-129.
Marabelli, M. and Galliers, R.D. (2017) A reflection on information systems strategizing: the role of power and everyday practices, Information Systems Journal, 27(3), pp.347-366.
Masuda, A.D., Masuda, A.D., Holtschlag, C., Holtschlag, C., Nicklin, J.M. and Nicklin, J.M. (2017) Why the availability of telecommuting matters: The effects of telecommuting on engagement via goal pursuit, Career Development International, 22(2), pp.200-219.
McKnight, D.H., Lankton, N.K., Nicolaou, A. and Price, J. (2017) Distinguishing the effects of B2B information quality, system quality, and service outcome quality on trust and distrust, The Journal of Strategic Information Systems, 26(2), pp.118-141.
Peppard, J. and Ward, J. (2016) The strategic management of information systems: Building a digital strategy. USA: John Wiley & Sons.
Sligo, J., Gauld, R., Roberts, V. and Villa, L. (2017) A literature review for large-scale health information system project planning, implementation and evaluation, International journal of medical informatics, 97, pp.86-97.
Soomro, Z.A., Shah, M.H. and Ahmed, J. (2016) Information security management needs more holistic approach: A literature review, International Journal of Information Management, 36(2), pp.215-225.
Vander Elst, T., Verhoogen, R., Sercu, M., Van den Broeck, A., Baillien, E. and Godderis, L. (2017) Not Extent of Telecommuting, But Job Characteristics as Proximal Predictors of Work-Related Well-Being, Journal of Occupational and Environmental Medicine.
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