UncategorizedDesigning the use of technology in business

There are many pros and cons for using technology all of which need to be taken into account when designing the use of technology in businesses. Once reserved for the office, mobile phones and computers now play a significant role in the way we work and connect with others; often forming an integral part of our daily lives. As advances in technology change the way we work, businesses must consider its impact on how staff members manage themselves and their teams. In this article I look at three areas of firstly information management, secondly communication and thirdly online learning in which leaders can design the use of technology to leverage efficiency and effectiveness.

Designing the use of technology in business

Pros and cons of using technology for information management in businesses

There is no denying that information management is made much simpler with the use of technology. Where we once had rooms full of filing cabinets and bookshelves full of paper files, a large amount of our information is stored on a computer’s hard drive, network or somewhere in the cloud. Businesses use systems such as databases to record large amounts of data about their customers, industry and to forecast future activities.
Where technology can hinder information management is when different information systems do not integrate and communicate properly which can be very frustrating. Another source of concern is when systems are out dated or not relevant to operational requirements.

It is integral for any business to regularly review their information management to ensure it is keeping up with the demands of the business. Seeking feedback from system users and relevant industry trends is a good place to start. The information management system needs to be designed to optimise functionality and the design must be renewed and updated as the requirements themselves change.

Pros and cons of using technology for communication in businesses

Whether by phone, email, text or some other form, most people use technology to communicate. As technology allows us to share ideas, thoughts and information it breaks down a range of traditional communication barriers including language and remote locations.

Although it is useful to be able to access people when they are away from their desk, this connectivity can have its problems. Some employers require their staff to be available for phone calls, emails and virtual meetings at all hours which can have a negative impact on their personal lives and their ability to “disconnect”. In addition, privacy is not always assured. Is an example, it was recently reported that Gmail customers cannot expect total privacy in regards to their email content. This serves as a reminder that what we say, write or do is used by organisations for a range of purposes.
Businesses should ensure they have clear policies in regards to communication both internally and with clients and other stakeholders. To combat privacy concerns, password protection should be enabled for access to private documents and these passwords should be regularly changed. Private conversations should be held in an appropriate location rather than on the phone or by email.

Pros and cons of using technology for online learning in businesses

In the world of online learning, many Australian Registered Training Organisations (RTOs) have chosen to deliver their qualifications entirely online- with varying levels of success. It would appear that the most significant problems with any form of online learning are:

  • Students are not given the opportunity to ask questions
  • Students cannot seek or receive feedback
  • Feedback is insufficient or unclear
  • Students cannot access resources relevant to their learning and development needs.

This is particularly relevant for areas such as leadership and management which are concerned with people to people interactions. Leadership is usually best learned through experiential processes such as simulations, role-plays and support via mentoring, coaching and professional development. Inspiring and motivating talks, articles and other resources are readily available on the internet which is a valuable resource for self-motivated individuals.

As technology becomes more affordable, any business that does not consider the role of technology plays in their management of staff, operations and planning will be left behind. Saying this, businesses must consider the expectations they place on staff to be accessible must be carefully managed.

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