A study of existing disciplines in an organization Essay

There exists a situation that is a bit difficult to understand that is usually faced by cultivation establishment management professionals. Since they be forever specialized in the areas their clients set about professional advice, it becomes difficult for them to design prescriptions un manage some otherwise professionals like doctors. Another major reason for difficulties experienced is that professionals fail to distinguish the veritable affects of workrs from their wishes and desires. Therefore these professionals squander to get prepared such(prenominal) that they ca-ca confidence in users in family to their capabilities.There is high experience that in that location is achieved success during the period of investigating instruction take aways. And thitherfore the someone assigned the duties of a system identifier must be acceptable at all levels of users. They are as well as required to have credibility. An breeding system identifier has to adopt a proced ural guideline for identification of needs. (Malcolm Pettu. Information resources management, 1989, Blackwell NCC) A study of existing disciplines in an institution. It is the duty of info needs identifier to stimulate out the various departments in an fundamental law and establish a relationship with the users.He is eligible to come out the major supporting areas within an organizations handbook go away be the output of this study that give offer guidance to further lands of stationing the nurture needs. (E. Joel Ross. management by schooling system, 1970, Prentice hall. ) A study of the organization and its environment. After this physical exercise the identifier should be able to prepare a profile for the organization. He should be able to identify of what type the organization is in order to identify the contrasting forms of management system and decision making processes that pose a bearing on the information needs.There is also need to crumble the environment in which the organization works. A study of the environment of the user. It is zippy to identify in an orderly manner, the category of users and their single information needs. The work of the identifier is to get a astray study of the users department before winning in any interviews with the users. This helps him/her considerably identify the needs. Several sources that need to be studied in the users department include annual reports on the departments and their respective(prenominal) functions, Minutes of meetings, project reports, progress reports, and investigative reports est.It is necessary that the information identifier full acquaints him/her of the full working of the department. This will make him fully understand the situations in which the user operates in. True needs however are identified from bulky understanding of the user since they tend to place their wants and needs in fragments. Users are individuals, so the identifier should try as much as possible to voic e intercourse holistically perceive these needs. A user however might be play a distinguishable role in an organization. An example is a wide variety of roles assumed by managers. It may include being. A disseminator spokesman A team leader A liaison A ascendance A decision maker. Resource allocator Broadly a user may form a node that pertains the following three different perspective of information flow in an organization Communicating in a birds eye view perspective Includes swelled job instructions and directives to specific tasks. The basis information of the job information designated for production of good understanding of relative tasks in an organization. Organizational practices and procedures providing punctual feedbacks about performance to the subordinate. Communicating upwardly People will blether about Their problems and their performance. Their organizational policies and practices. Others and their problems. The needs to be done. Communicating in a horizontal manner with colleagues in the same level of hierarchy. A user may interact with his culture which sets for him policies and other influences and attitude, formal organizations such as affianceing organization invisible colleges, gate keepers etc. his work team which is a baronial subsystem in an organization because of interpersonal characteristics.Users caught up in complex situations need to be studied from two different perspectives Including direct orders which include consume methods of user study include A close observation of the users during discussions with their colleagues. exponentiation in a dialogue with the user when offering information go to them performing a detailed survey by use of questionnaires. see the various departments where the users work and observing them. Some of the indirect methods are listed infra Studying the events maintained by users which are included in diaries. Having a thorough analysis of the reference queries received f rom users. Analyzing responses from users after demonstrateing run to them. Taking users designs and analyzing them. Studying the users job description. Taking the publications of users and perusal them. Studying the documents use by users. Scanning reports and correspondences received and prepared by users. An advantage of the direct observation is that there is personal contact of the identifier with the users. This provides an sharp opportunity for observation of users in their normal environment.A downfall of the method of direct observation is that there is overdependence on the observers capability. It is necessary to note that there may result incidence of subjective element of the observer as a result of the observations made. The records of users are adequate in providing a authoritative indication of the users subjects of interest. It is them subjected to extrapolation to a dynamic changing situation. Since users are developing pitying beings, and work in a sys tem that is also subjected to constant change, it calls for penetrating study of the users. Some of the few methods of studying users are as below Studying the work journal of usersIn an organization users are always encouraged to maintain work related diaries. Recorded in the diary includes critical events and incidents, filed license applications, comments in regards to how improvement could be achieved in an organization, meetings and discussions held and their solutions etc. the consultants/ consultancy organizations preferred To some organizations it is a must for its employees to keep and maintain such diaries. It is also necessary for them to record the events in their order of occurrence such that it may act as a vital source of information to address the specific needs of the users.Sometimes it may give information about who associates with them both inside and outside the organization. Surveying the information sources used The objective here is to bring frequency and re levance of the different types of sources, their availability and accessibility and the different priorities assigned to them. There is emphasis on retentivity records for respective departments. Formal interview The information need identifier after cautiously analyzing the above steps should be able to design questions, set up the clarifications to be made and similar points for discussion with the users.He is to design this depending on the users environment, category, and specific roles he plays in performing his responsibilities among other functions. An information need identifier has to design a specific document for for each one user before carrying out a formal interview. The document should have. functional sources and go that are not in use Required types of information and services. Present sources of information and services in the organization. A draft view of needs anticipated by users. The intention of the gathered information is of a greater bearing on the re al information required.And therefore the information need identifier is supposed to find out by appropriate doubting the following aspects What information is needed, in what form, for what need, when needed and to perform which role. In what eatable form, table, original document, and executive summary etc. In what media print optic presentation or audio? The kind of information facts, is it technical detailed, opinions? To what insurance coverage extent, is it exhaustive or selective? The identifier should be able to identify kindly products of information services to the users to enable them extensively express their needs.He/she should have the capability of identifying true needs. In relation to specific functions the user should identify specific functions related to the value needs. A need has values disposed to act as determinants of priorities to be assigned. For satisfaction of the need, its information cost could be correlated to its consequences Also it maybe a ne cessity to attend meetings in areas under areas where the functions and responsibilities of users are addressed. Occasionally it is good to invite users for group discussions to smell light on future changes and even the changes that are taking place.This ensures waive exchange of ideas within a system and therefore is preferred that there is an arrangement to having appointments with the users at those times they are free from substantial work. When conducting interviews it is important to ensure efficiency by providing several examples with relevant information services and aided in how he can meet his information needs. The examples should be relevant in the sense that they must be from the subject orbital cavity of the user. It includes victimization the following criteria By presenting the actual problems that are likely to be faced by users in their daily activities.Providing appropriate communication wrangle that can be easily understood by users so that they will expres s their needs unambiguously. Help the users pinpoint his subjects precisely by using the subject profile of the organization that has been prepared by the information need identifier. Illustration of a few services that the user has already contemplated and seeking their own ideas as to which services they prefer. A show off of the different information so as to gather more sources and identify clean users. Acquainting the users of present communication channels used in the organization.Refining the information needs It is an important idea of an information need identifier to periodically invite small groups of persons of the same composition e. g. all technicians for discussions. End users are also members of the information system therefore they should be asked to mention their current activities and any(prenominal) problems they are facing. They should be able to verbalize about the information interests of their likes. They should talk of how the current system may be improve d to match their respective information needs.It may occur that if the discussion is properly done wherefore some details from the survey could be combined. This will help in updating and modification of information needs that are of best use to the members and end users Conclusion To identify a thing is one thing and to satisfy it is another. It is my hope that the above study will be easily translated into practice. It implies that identification of information needs in this way will render the best services that will be able to satisfy the users needs. In the end the, users will be able to have a advance outlook of the company.The creation of an information and communication technology within an organization will not only be an effective tool for communication but also ensures that an organization realizes higher productivity with low stimulation costs. If a company is undergoing re-engineering process then it may need to employ a systems manager to work with the changed manage ment. It calls for a well picture of the constraints and capabilities of technology.(P. R Sundarray, Joseph Sams. Implementation management of an E-commerce enabled enterprise information, 2002. ) .