Internal And External Information Information Technology Essay

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This assignment is for our Higher National Diploma (HND) in business management. It is for a complete understanding of managing communication, knowledge and information in practice. For the assignment situation is given about an international leading Mobil phone manufacturer and the organization has made up a decision to enhance its product quality and features due to the intense competition and dramatic sales decline.

I work for Mobil phone manufacturing company as an associate business analyst and the report is to give the co-workers and the management of the Mobil phone manufacturer a comprehensive understanding on the information and how this could be effectively used for decision making, with regard to the product performance in the market as we all know information and knowledge is vital for business success so the information have to be managed in effective way to achieve the objectives and take more appropriate decision.

Information and Knowledge

In each and every kind of business, there will be a range of decision which has to be taken in its day to day process to improve the performance of the business and decision making as it is a vital part or key of business success. All the level of a business, decision making increasingly happen. A good decision can make a business reach the top and a bad decision can make business difficult to survive in the market.

This assignment is for our Higher National Diploma (HND) in business management. It is for a complete understanding of managing communication, knowledge and information in practice. For the assignment situation is given about an international leading Mobil phone manufacturer and the organization has made up a decision to enhance its product quality and features due to the intense competition and dramatic sales decline.

I work for Mobil phone manufacturing company as an associate business analyst and the report is to give the co-workers and the management of the Mobil phone manufacturer a comprehensive understanding on the information and how this could be effectively used for decision making, with regard to the product performance in the market as we all know information and knowledge is vital for business success so the information have to be managed in effective way to achieve the objectives and take more appropriate decision.

Information and Knowledge

In each and every kind of business, there will be a range of decision which has to be taken in its day to day process to improve the performance of the business and decision making as it is a vital part or key of business success. All the level of a business, decision making increasingly happen. A good decision can make a business reach the top and a bad decision can make business difficult to survive in the market.

Present information is the information about what is happening now such as present condition of phone manufacturing, new technological development, current competitor analysis, market share and current economic condition of a country and so on. Present information is most readily associated with controlled information which is feedback in a management context and the decision can be taken about what, if anything to do next.

Future information is forecasting information about what is predictable to happen in the future such as future demand estimation and planning and so on. The future of business will not be secure unless it continues to adopt changes in its environment. So the business has to be more aware of changes in its environment.

Types of Knowledge

The information should be used or turned in to knowledge for better decision and result. There are two types of knowledge.

One is explicit knowledge, which can be expressed in words and can be shared and can be rapidly transmitted across individuals formally and systematically.

Second is tacit knowledge which is highly personal and hard to formalize or explain and share or communicate with others.

So the business needs to use knowledge or the people who have experience to take good decisions and apply the knowledge on various operations they do.

Managing information and knowledge is increasingly considered as vital, both to the successful functioning of phone manufacture and to their strategic direction or to achieve the goals. Information have to be used in an effective way, business organization have no value of information and knowledge unless it is effectively used or the new knowledge is been created.

In manufacturing industry there are examples of where persons or divisions are ostensibly carrying out the same process, but where the performance levels are quite unlike or different. Often it is the 'tacit' knowledge of the experienced person that makes the difference. The sharing of best practices from one part of an organization to another is therefore a key component of many knowledge management programs.

For Mobil phone manufacturer having right amount of information and knowledge at right place at right time is needed to ensure effective decision taking. The information required can be categorized into internal and external information. The business has to take advantage effectively of existing information and knowledge inside the business or has to gather relevant business information from both external source of information. And also have to be self-assured on what information they need on each decision making process.

Internal and external information

Internal information

Internal information for phone manufacturing is the information within the organization or relative activities or transections performed within the organization. Internal information is necessary for all management level in every function of organization. It will relate to the activities and transform within the organization. But the extent of information needed in each level of business organization will be different. Some of internal information of Mobil phone manufacturing for departments includes;

Production department; the production department need to know the information from other departments and also have to provide information to other departments. Such as the number of machines they need to produce Mobil phone, machine capacity, fuel requirement, the material they need to produce a Mobil phone and also the stock level and so on. They also need information from other departments such as from the marketing and research department they need to get information about the customer requirement and what will be the quality of the product, and also the budget which the finance department can provide to them. Furthermore, a production department cannot continue making a product that does not satisfy the needs of the consumers at whom it is aimed. Therefore marketing department identify the consumer needs and wants and pass information to production department to produce the product according to the information given.

Marketing department; marketing department also need to provide information to other departments and also have to get information from other department such as they need to get information from finance department how much financial amount they can provide to marketing department to do various activities such as promotional activities and market research to know the customer preference. And also marketing department has to provide information to the finance department about their objectives, marketing plan and other promotional activities. So finance department will be able to provide or produce the estimated budget for the annual year. And also have to provide the information about customer preference to production department.

Finance department cannot do forecasting and budget plans without knowing or getting information about how each department need, such as much marketing department want spend on promotions and researches and so on. Therefore marketing department and finance department and other department need to discuss how much they need to spend on various activities of business. So that the finance department can produce forecasting and budgeting according to the information they get from other departments.

Moreover, the work force of an organization are very important, they play wide role in the organization. Therefore the personal department in which the main role is to manage the work force of the organization, include helps to planning, recruitment, and training of workforce, promotion, and transfer appraisal and also discipline. So the department has to know information about the work force and how to motivate them and so on. Personal department train the employees to work in the organization. It may include how to deal with the customer and supplier and the way that they can convince them. The department recruits or find specialist to do various activities. It include specialist for marketing department such as to make questionnaires if they have planned to do field or primary research.

In business organization all the departments are interconnected, so each department will need certain information from other departments. So the organization should have good information communication process or system for effective decision.

External information

External source of information can help business determine appropriate courses of action and plan for future. The business organization will need external information such as;

Government rules, tax and regulations; the business organization have to know about the government rules and regulations and new policies they have if the business want stay in the country market and also have about the tax that they have to pay.

Economy of country; the business organization also have to know about the country economy. And also have to be aware of demand they have in growing market or the real increase or decrease in disposal income of customers in a country. Getting information and knowledge about country market is essential for Mobile phone manufacture to gain share of growing market or to survive in the market and to plane for future.

Technology; The business also have to be aware of technology as there is increase in highly developing in science and technology sector in the world. Technology is one of the factors that affect businesses both negatively and positively, as rapid technological changes has taken place. Business has to be aware of change in technology as they are in Mobil phone industry. Otherwise the products or service can become obsolete very quickly unless it is able to respond to such changes. Business have get day to day information about the change in technology in the Mobil phone industry and also other changes in technology as there are lots of competitors in the market. So knowing and getting information about the latest technology will help the business to provide best product/service to its customers.

Competitors; Business has to face direct competition and indirect competition in the market. There are lots of competitions for various products or services in both home and abroad market, where they fight for the same piece of cake. Business has to be aware of its competitors and the services that the competitors are providing to their customers. Mobil phone manufacture it is very important to get information about direct competitors and indirect competitors and available resources through every step.

Customers' fashions and taste differ from time to time. So the business needs to get information about the changes in the customer preference to be competitive in the market.

A business needs information at different decision level at different extent. Such as the operational level of business need less amount of external information than the internal information or they need to have more internal information rather than having more external information to take decisions or to do day to day activity. And also strategic level of the business organization need to have more external information as strategic level decision is more unstructured and includes high risk in it.

Environmental issues

Competitors

Economic condition

Changes in technology

Financial market

Customers

Suppliers

Tax and regulation

Internal information

Eternal information

Supply Chain Management

Finance and control

Sales, stock & cost

Production ,materials

Process, price

Research activities

Human resource

Phone manufacturing

Organization

The organization needs both internal and external information to take correct and more appropriate effective decision.

For organization it is very important to have management information that serve the functioning of planning, controlling and decision making by providing routine summary and exception reports. And also it help support structured decisions at operational and management control. And there are so many tools for business to maintain the information of business such as information system. The good information system requires relevant, complete, accurate and current.

Types of information system

TPS; will help to prefer and record daily transactions that is necessary. The focus on current procedures implies a careful tracking of data capture, flow, processing and output. The goal of TPS development is to improve transaction processing by speeding it up, using fewer people, improving efficiency and accuracy, integrating it with other organizational information systems. It will help operational level to record their day to day transections. Data about each transaction are captured, transactions are verified and accepted or rejected and validated transactions are stored for later aggregation.

Transaction processing systems offer enterprises the means to rapidly process transactions to ensure the smooth flow of data and the progression of processes. The characters of TPS include rapid process, reliability, and standardization.

Knowledge work system will create new knowledge or information by research, experimentation and investigation into existing trends and products.

Groupware is a software that provide functioning for the use of collaborative work among group.

Management information system (MIS) serve the functioning of planning, controlling and decision making by providing routine summery and exception report.

Executive Information System (EIS) it use high graphics for user friendly presentation of data and Expert System (ES) is computer programmer that allow user to benefit from expert knowledge.

Furthermore, organization can use DSS to the management level of the organization as DSS will help to take decision which may be rapidly changing, semi structured, unique and not easily specified and also use statistical data and analysis and modify tools.

Key stakeholders for Mobil phone manufacturer

For the business key stakeholders are the individual and groups which can influence the business activities. It can be internal and external stakeholders. Staying touch with the individuals or with key stakeholders, who can effect the business performance and help to achieve the goals of business, is vital for business.

Some of the key stakeholders are suppliers, customers, employees and investors are some of the key stakeholders for the business. Therefore the business organization needs to have effective network as it will help to build alliances that strength the work, Stay in touch with the developments in the industry, Get access information that will help to take decision and do the activity, Effective communication with them will reduce the misunderstanding, keep pace with development and trends in their field, Be prepared and willing to share information.

Organization

Decision

Information

Internal stakeholders

Such as employees, managers, share holders

External stakeholders

Such as government, customers, suppliers

Suppliers

The business organization it is vital to have good relationship with their suppliers so because business and suppliers rely heavily on each other. And business requires high quality materials at reasonable prices. Moreover, time line can be managed easily if they have good relationship and also competitiveness and finance and all these will improve the cash position.

The relationship between supplier and manufacturer has become more important as the main reason for this is that modern production techniques often require business to cooperate.

We can maintain relationship with our suppliers by always pay them on time and Providing adequate lead-time and through Personalize the relationship and sharing information.

Customers

Business need to have good relationship with their customers, through communication or communicate with the customers to find what they want.

Investors

The business also has to maintain corporate relationship with investors as they are the people who will invest on business. So it is very important to maintain relationship with them through informing them the financial position of business and through personalizing the relationship.

Experts (employees)

The business organization also needs to have good corporate relationship with the specialists as the organization is in the phone manufacturing area.

Way to maintain the corporate relationship with key stakeholders

To improve the relationship with key stakeholders the organization should develop communication skill and should use appropriate media and communicate with them to improve the relationship through noticing what's going with them and offering insight, idea, support (if needed). It means it is important to recognizing and acknowledging or thanking their contributions and help.

Also creating positive impact or making them to trust. And also apologizing if anything unexpected happened, such as the delay in payment to suppliers or the incorrect product has been delivered to customer therefore apologizing for the delay in payment or incorrect delivery and make them trust and loyal to you.

Seeing things from their point of view is essential. It's a key communication skill. If you see things solely from your vantage point you will only provide solutions from that perspective. What is more, you will spend fruitless amounts of time trying to get others to see what you see instead of the other way around.

(http://www.systems-thinking.org/dikw/dikw.htm)

Relationship with stakeholder will managing strategic decisions

The corporate relationship will help the business to get information or being touch with industry information which will help to improve the accuracy of the decision. Such as the relationship with customers or consumers will help business to know about their preferences and the changes in there wants. And also the relationship with key stakeholders will help the strategic decisions.

Conclusion

Concluding the assignment as it is based on the managing communication, knowledge, and information it is very important for the business to manage the information so it will be readily available, cheap and reliable. Also the effective information and knowledge management gets information to the right people, on right time and at appropriate cost.

So the organization using information system will help to manage information and knowledge. Therefore the organization can use Transection Process System (TPS) and Management Information System (MIS) as it provides information on the external environment and internal environment and MIS is cost effective than using other information system.

Secondly, it is also very important to maintain corporate relationship with the key stakeholders of business as it will help the business to take strategic decisions and will benefit the organization. Therefore it is very important to have good communication system or use appropriate media and use appropriate communication skills to maintain the relationship.

Recommendation

Recommending on the Mobil phone manufacturer it will be more useful if they can be in touch with the other new information system