Explain How Organizations Manage Information Flows

Published Date: 02 Nov 2017

Whereas, management involves conceiving, initiating and bringing together the various elements; coordinating, actuating, integrating the diverse organizational components while sustaining the viability of the organization towards some pre-determined goals-(Website). In other words, it is an art of receiving things done during & with the people in officially organized groups.

Most job functions surrounded by a industry involve performing some form of administrative management in control to store and pass on information to individuals within the company who want to utilize it in order to contribute to the business.

Management procedure used to supervise and execute behavior within a company. Systems management is naturally involved in executing an administrative system.

1. The role of administration in relation to the other management functions and the need for this role in the organization:

1.1 The role of administrative management

The administrative theory "emphasized management functions and attempted to generate broad administrative principles that would serve as guidelines for the rationalization of organizational activities" (Scott p. 36).Planning is the act of anticipating the future and acting on it."Planning reduces uncertainty by forcing managers to look ahead, anticipate change, consider the impact of change and develop appropriate responses." (Robbins, 2000, p.247)  

1.2 Demonstrate how the role of the administrative manager relates to the functions of management: 

The management of all effects administrative can provide a significant role in operations safety. Managers should concern themselves with lawful compliance, risk managing, and fiduciary (financial) responsibility. The role of administration management is mainly to observe how the manager reacts under difficulty and his personal capability. These activities below are the role of administration management:

Enhance and Maximize sales: Management-taking walk which will make sure that, employees realize the essential of sales. Increasing sales can be finished during particular offers to customers, in order for them to buy more and enhance the sales of their products. 

Supervise Quality products: Management must be concerned about their products quality otherwise competitors are point out the problems of our organization. On this time they took the chance which is not good sign for us.

Take care of staffs (Health and safety issues): Management are provide training on health and security legislation and internal processes behind this will tested about that to see if they have retained something and to see if more guidance is needed.

Monitor and organize resources: Management take accountability of all employees, supervisors and managers to make certain inequity does not take place. Employment policies make sure that people with a disability accept fair and impartial treatment, and we make practical adjustments, where required, to enable disabled employees to complete their roles. 

Control Budgets: Management must be responsible to control budget perfectly. While minimizing costs. Managers will have to decide that not much goods are wasted in order to manage cost.

Manage change: Management has to ensure that they are conscious of the changes happening in the market: for example, changes in consumer tastes and preferences change in income and likely future trends, legal and ethical constraints. Management will have to provide in new technologies and train staff to apply it in order to be able to hold up through their competitors. 

Manage resources: Management play a key role is to look after the organization resources. The managers have to plan on how to update them when the new expansion equipment is brought into their place of work.

Managing others: Management big role is to be able to manage well colleagues, staff and other people operational in the organization and assign to each of them responsibilities that they can bring out easily.

1.3 Evaluate the role of the administrative manager in the context of the administrative management function:

Management activities that can raise performance are as follows 

Planning: Planning is also preparing financial budgets for each department and forecasting. This is an important step in deciding the objectives or targets to reach the organisation goals in goal congruence. However, Management plans on a short-term basis, the actual success of wide plans using the wealth available. 

Organizing: This way arranging for everything to be at the correct place, at the accurate time, then work may keep on according to the plan. It also, ensures that all the formal behavior is combining to form a balanced and give work to staff. Organizing shows the way to: preparation includes organization manipulative the department, recruitment finished under the phase of authority and aligning everyone’s attempt and establishing presentation principles for workers.

Commanding: Commanding means generous orders, issuing advice and decides when and how subordinates would take out the employment. Manager’s command includes making decisions about the relative priority of the jobs needing to be done and ensuring discipline is kept as a reasonable level, consistent with good working arrangements. 

Controlling: The activity of control makes certain that each little feature in the diverse departments is checkered and exploit will be straight away taken to piece up any defective ladder from the original plans, which consists of maintenance a constant grip on all steps of the daily duties and the costs involved. Mostly, this action of controlling is new worried about the manager industry with the diverse approach of the personnel and his ability to exhibit that he can stay up them. 

Motivating: Motivates the employees by contribution on-site physiotherapist, donation incentives like remuneration, pension schemes and nursery for working parents at the Littlehampton site, teaching and job expansion, and helping the staff to appreciate the organization’s goals and targets through induction, etc.

2. A process of information management, including the role of ICT:

2.1 Explain how organizations manage information flows:

The conceptualization of information management as a cycle of inter-related information activities to be planned for, designed, and coordinated, provides a process-based perspective that complements the more conventional views of information management as information technology management or information resource management. This process view of information management has recently begun to gain currency (Davenport 1993; McGee and Prusak 1993). The process model of information management should encompass the entire information value-chain, beginning with the identification of information needs, moving on through information acquisition, organization and storage, products and services, distribution, and closing the cycle with information use (Davenport 1993). Information management frameworks do not continually contain needs classification and information use. Although wants analysis may be one of the most disused processes of information management, the superiority of the information that the user receives is highly reliant on how well the needs have been communicated. Similarly, information use is a necessary component, because accepting how information is used (or not used) to make decisions, solve troubles, or understand situations, is necessary to a continuous development of the other information management processes.

http://choo.fis.utoronto.ca/fis/imio/IMC.gif

Source: Website

2.2 Analyze and evaluate the role of information and communication technology (ICT) in supporting administration:

Information and Communication Technology (ICT) provides business relations avenues vital to residual competitive in local and worldwide economies. According to the U.S. Census ICT survey, American businesses spent $296.3 billion on ICT equipment in 2008.Here discuss about the roles of ICT:

Components: ICT includes e-mail, telecommunications and the Internet, and involves the exploit of computers, telephones, fax machines and copiers, and a range of mobile communication devices. The word also refers to electronic papers and other pleased, as well as video communication, software and external drives.

Significance: To participate in the global marketplace, companies use websites to provide ordering information and creation lists online, allowing monetary exchange with consumers. Websites also allow companies to receive important response on customer needs and ideas for development. Through e-mail, faxes, and telecommunications devices, businesses produce greater convenience through almost immediate communications.

Considerations: To maximize the benefits of ICT in business communications, businesses should incorporate proper infrastructure and employee training to produce proficient workers capable of monitoring and interpreting feedback and understanding the use of e-commerce and software.

3. A model for communication within, across and outside the organization to all Stakeholders:

Company Stakeholders:

Stakeholders may be defined as an individual or group that can influence or be influenced by the agency’s action. Here shows the company stakeholders:

Quelle: Tapscott/Ticoll – The Naked Organization, 2003

Labour

groups

Media

Governments

NGOs

Environmentalists

Trade

organizations

customers

Women’s

groups

investors

Supply

chain

Anti-

globalization

groups

Source: Website

3.1 Understand different models of communication:

`If communication is to change behavior, it must be grounded in the desires and interests of the receivers’ (Aristotle, in 350 B.C)

Good communication is vital to stakeholder management. In particular, communication wants to be a two-way procedure. Stakeholders would like to believe that their views are listened to and acted upon – or to know why their advice has not been used.Here shows the communicate procedure:

http://davis.foulger.info/papers/images/UnifiedModelOfCommunication2.gif

Source:Website

Communication organisations want to communicate their objectives sound internally as well

as externally and conduct actual, two-way conversations through their stakeholders (feedback,

don’t just mutely listen).

A Selection of specific communication mechanism (Within the organization):

Rapid Alerts (Pharmacovigilance)

Rapid Alerts (Quality Defects)

Product Recalls

Agreed dear doctor wording

Media briefing

Newsletters

Annual reports

Letters to stakeholders

Interactive web based information

Meeting

General Information

Specific Information

Commercially sensitive Information

Health care Professional

Information

Regulatory Sensitive

Information

General Information

Patient Groups

Pharmaceutical

Industry

Regulatory Network- EU Partners

Regulatory Network-Non-EU

Health care professionals

National Govt

Internal

A model for communication across and outside the organization to all Stakeholders:

Group

Design Parameter

Related Concepts

Design of positions

Job specialization

Basic division of stakeholders

Behavior formalization

Standardization of work content

System or regulated flows

Training and indoctrination

Standardization of skills

Design of superstructure

Unit grouping

Direct Supervision

Administrative division of stakeholders

Systems of formal authority, regulated flows, informal communication, and work constellations

Unit size

System of informal communication

Direct supervision

Span of control

Design of lateral linkages

Planning and control systems

Standardization of output

System of regulated flows

Liaison devices

Mutual adjustment

Systems of informal communication, work constellations, and ad hoc decision processes

Design of decision making process

Vertical decentralization 

Administrative division of stakeholders

Systems of formal authority, regulated flows, work constellations, and ad hoc decision processes

Horizontal decentralization

Administrative division of stakeholders

Systems of informal communication, work constellations, and ad hoc decision processes

Communication strategy can help us to maintain a good relation among the stakeholders. Here discuss analyze the situation:

Defining the information problem

Strategy planning

Implementation: Action and Communication

Assessment: Evaluation

3.2 Analyze the strengths and weaknesses of an organization’s communication system:

First of all I would like to work out how to consult staff on all procedures and policies. Some policies and procedures are showed here:

Identify the workforce:

Construct a verbal communication profile

There is an current language summary of the personnel

Build a plan:

Position out dealings and budget: A resourced plan used for administration communication and information condition is developed in discussion with employees and policies are explain and through available.

Assess present physical condition and safety information: Information has been review for application and accessibility

Communicate for understanding :

Use suitable forms of communication: Suitable forms of communication are used with a partiality for straight face-to-face communication and expression.

Use basic language: Information is expressed in basic language and is as obvious as possible.

Use standard protection signs: Protection signs in the place of work are displayed in suitable forms and employees are trained the significance of all signs.

Make sure that employees realize the instructions: Condition is made for inspection that employees appreciate training, lessons and information

Provide verbal communication support:

Provide interpreter services appropriate provision is made for interpreters.

Use bilingual facilitators Bilingual people who can assist communication in the workplace are identified and used appropriately

Provide training:

Provide instruction training: Employees take on instruction training incorporating universal health and safety constitutional rights and responsibilities.

Teach general place of work terms: Employees are skilled terms common to the place of work.

Train supervisors: Supervisors and managers are skilled in communication techniques and accepting of cultural distinction..

3.3 Recommendation;

The plan obligation is too built-up in conversation with employees and HSRs to support ensure that the solutions selected are the most successful and suitable for the workplace.

The plan wants to be accepted, explained and completed available to all employees

The plan needs to include:

The organization’s verbal communication profile

Details of tasks and dealings for providing information

The particular training wants of employees

An sketch out of measures for raising health and security issues

Distribution of resources for guidance, interpreters or conversion of safety information

A structure for collecting and storing healthiness and safety store and information.

The most successful approach to correspond is from beginning to end face-to-face conversation and demonstration – this allows the entire parties to swiftly recognize and attend to any misunderstandings.

Responsibility for the overall work performance of a company.

Management of workplace environment.

Meeting, adapting, storing and distributing in order to inside the company.

By means of information systems.

Providing particular support to additional departments and managers.

Conclusion:

Nothing can be possible if its system is not perfect in the other hand all is possible if it is organized. Administrative management is playing a vital role to organize business. Administrative management mainly conduct, controlling and maintaining a stability process of work surrounded by an organization whether big or small company/business, which is essential to realize the best examination it can give to the people who will be given a great benefit.