Information Management Approaches And Processes

Information Management System- Advantages and Disadvantages

Discuss about the Information Management Approaches and Processes.

Today, a strong and dynamic communication system backed by a strong information management system is crucial for a company’s existence and growth. Information management system of a company needs to be upgraded and the employees need to be trained to use it.

The paper is a study about the information management system based on a case study and its advantages, disadvantages and ways to develop it. It also deals with the planning activities, the stakeholders, the human, financial and physical resources needed to develop a new information system. This is followed by the promotion and training needs, steps to monitor the effectiveness of the system and the legal and ethical aspects of it.

Advantages:

• The information system maintained by the company was extensive and allowed the sales manager to keep a check on the performance of the sales representative. Such an extensive system of maintaining data also allows the company and its employees to maintain a healthy relationship with its customers (Shanmugam, Srinivas and Reddy 2014).
• An extensive information system minimizes the pressure of maintaining data. The sales representatives were able to be more productive since the reports which they prepare monthly helped them to preserve their respective customer base.
• An information system which is continuously upgraded and enhanced helps the employer to keep a check on the employee performance. A representative could also measure his own performance since he prepared the report himself.
• An extensively maintained information system which is under the control of the manager ensures the secrecy of crucial data. Such a system also prevents the representatives from distorting or manipulating the data to serve their own purpose. This also entertains that the management accedes to authentic data and frame accurate policies in the future (Roy 2016).

• The reports were prepared by the sales representatives who were subordinates to the sales manager. They did not have any access to the report for future reference which prevented from utilizing the data base of the company.
• The fact that the sales manager alone had access to the reports once they were filed reveals that the chain of communication within the company was hindered by the hierarchical system. This could create lack of understanding between the various strata of employees and could give rise to a conflict. This could hamper the productivity and organizational culture in the company (Miller 2014).
• The information system was too centralized for a swift communication system in the company. Decentralization and access to the information and data would create a better understanding among the employee. It would also be taken as their involvement in the working of the company which will motivate them to be more productive (Miller 2014).
• The sales representatives have vast experience of sales which they can use in other departments and help the company to grow further. They should be promoted so that they are able train new representatives. This will also save the company from loosing strategic data and also from incurring heavy cost to recover it.

The following are questions regarding the practical utility of the information management system prevailing in ABC Timber and Hardware. The questions also stress on the evolving technology which is revolutionizing information system making them more user friendly and enhancing their importance.

• Is the present management system helpful to all?
• Does the information system give access when required?
• What are the new changes that have to be implemented to make the system more transparent and user friendly?
• Should there be a platform which will allow the employee to share their concern, experiences and doubts on real time basis?
• Should the sales representative given access to the report but without an oprion to edit any portion of it?

The company should review its present communication system and try to improve it instead of setting up a new system. The company should create a department to obtain and maintain the information, which will also enhance the quality of the information system.

Today, technology and digital platforms have empowered the information system around the world with real time communication system. The company should maintain files in electronic form which will make to information more user-friendly and readily available. Information in digital form can be obtained in various forms which can be used by the management and speed up the process of making strategies. This will also help the company to save storage place and the cost to maintain the data base in physical form.

Effective participation of all employees is crucial today to maintain organization ethics and create an environment conductive to work. The company, ABC Timber and Hardware does not allow its employees in the lower positions to accede to the data base. This also prevents them from participating in the various decision making process of the company, thus giving space to probable conflict. Providing basic access to the information will increase the self respect of the employees thus, motivating them to perform better.

Obtaining and maintaining data and documents in hard copy leaves them vulnerable to theft and deterioration with time. Setting up a automatic and user data base will secure the data from being stolen. It will also give the twelve branches access to these data on real time basis for reference and further guidance (Schwalbe 2015).

The company should upgrade its existing information system by preferring digitalization of the databases. It must acquire necessary software to prevent online theft of information and be specific about access to such information.

Disadvantages

The next step towards building a stronger information management system is training the human resource. The company must train the present employees with the new model or the advanced version of the existing model of information system it has. This will motivate the employees to participate in the organization’s activities and improve their self esteem. The company should create a new department which will be dedicated towards maintaining data and also enhancing it.

Training empowers an employee with the ability to adapt to changes in technology, management decisions and various other fields. Adapting and adopting latest technology helps an employee increase his productivity and motivates them. The new employees  should be provided  with  a training on the information system and they should be induced to the organizational culture.

ABC Timber and Hardware has 12 branches which is evident of its financial capability. The company should create reserve to fund its modernization of information system and also approach financial institutions for funds.

The stakeholders are the parties who are related to the company and are affected by its performance.  The shareholders can be from within an organization like the employees and the management. They can also be external parties like the customers, competitors, governments, financial institutions and the investors.

A strong dynamic information system is indispensible for a strong promotion strategy of a company. A dynamic promotion strategy informs the stakeholders about the products, services, plans and policies of a company earning the company an advantageous position in the market. It should promote its information system among the customers, governments, financial institutions to create goodwill about itself. It can also help the company to acquire further capital required for the maintenance and up gradation of the information system. The company must promote its technology on the various media including digital platform to create goodwill and enhance it (Dell., Newton and Petroff 2016).

The effectiveness of the information system depends on continuous monitoring and improvements. The company can implement the following checks to judge the effectiveness of its information system:

The company must assess the risk associated with installation of a new system to check its applicability and compatibility with the company’s needs. The company must assess all the aspects before installing or upgrading its information management system like, financial requirement, personnel and so on.

The company should also ensure that the information system is authentic and free from all frauds. The company should give due importance to the legal and intellectual property rights associated with the technology.

• The system should be maintained and updated on regular basis according to the need of the company. Re-engineering of the system will enhance its efficiency and help it to serve the company better.
• The company must provide periodical training after every up gradation of the system. This will keep the employees up dated and adept at using the system to increase their efficiency (Peltier 2016).

Legal and ethical aspects are crucial matters which concern company when its installs a new information system or upgrades an existing one. The software should be free from frauds and breach of cyber laws. The information should be well protected from the cyber attacks to ensure protection of the valuable data. It should be ethical and accurate so that the company use the information to make business strategies(Schwalbe 2015) .

Conclusion:

It can be concluded from the study that smooth flow of information plays tectonic role in employee performance. A modern information management system increases the efficiency of a company and has become a need today. However, it is not free from frauds and needs careful strategy at all levels of an organization.

References:

Dell, A.G., Newton, D.A. and Petroff, J.G., 2016. Assistive technology in the classroom: Enhancing the school experiences of students with disabilities. Pearson.

Miller, K., 2014. Organizational communication: Approaches and processes. Nelson Education.

Roy, J., 2016. Secrecy, Security and Digital Literacy in an Era of Meta-Data: Why the Canadian Westminster Model Falls Short. Intelligence and National Security, 31(1), pp.95-117.

Schwalbe, K., 2015. Information technology project management. Cengage Learning.

Shanmugam, K.R., Srinivas, K. and Reddy, K.S., 2014, December. INFORMATION and COMMUNICATION TECHNOLOGY (ICT) IN EDUCATION: ADVANTAGES, DISADVANTAGES, CONVENIENCES AND LIMITATIONS. In NATIONAL SEMINAR.

Schwalbe, K., 2015. Information technology project management. Cengage Learning.

Peltier, T.R., 2016. Information Security Policies, Procedures, and Standards: guidelines for effective information security management. CRC Press.