InformationUse in an Organization
InformationUse in an Organization
Theadvancement in technology has affected every aspect of a business,and the way organizations carry out various activities. Hence, it hasbecome an integral in gathering and analyzing information. Successfulcompanies both large and small use and control information accordingto the needs of the business owner, customers, employees,stakeholders or the management (Powell, 2003). Accordingly, theinformation can be used for decision-making, improving or correctingcurrent operations, and determining the consumer preferences andneeds.
Everybusiness offering goods, services or both use information as a rawmaterial in making various decisions. Information is the means ofsupport of modern organizations. Thus, it is essential and requiredto run the daily operations of a business. Therefore, every decisionhas to be based on the information originating from both external andinternal sources (Powell, 2003). Additionally, information is used toimprove or correct the current operations in an organization. Hence,it conveys the new procedures or managerial decisions to theemployees implementing those decisions, and for monitoring theresults as work progresses. Thus, the organizations use theinformation to increase the employees’ capability to deal withproblems effectively. It helps in producing better outcomes for theemployees and reduces the waste of time in an unfocused approach.Moreover, technological advancements enhance increased connectivitywhere businesses can interact with partners, suppliers, and customersin real time. The information they gather is vital in improving theirproducts and services to match the market demand and trends whilestill satisfying the customers’ needs and preferences (Powell,2003).
Consequently,the information has to flow in an organized manner otherwise, itcould present a sense of disorder and lack of precision in the waybusiness is conducted. Hence, it can flow vertically and horizontallyusing both formal and informally communication methods (Miller,2014). The vertical information flows up or down among managers andsubordinates. The main purpose of vertical communication is toprovide instructions, orders, and advice from the superiors to thesubordinates. Likewise, the subordinates can communicate upwards togive their opinions, feedbacks, requests, and suggestions to theirsuperiors (Miller, 2014). On the other hand, horizontal communicationflows sideways among departments and employees on the same levelwithin an organization. Different departments in an organization haveto share information consistently to ensure that all operations aremanaged effectively. Besides, they have to evaluate their performanceto determine if they are attaining the required targets. Therefore,its primary purpose is to coordinate the activities of variousdivision and departments of the organization (Miller, 2014).
Informationis vital to the successful functioning of any organization asCoca-Cola Company had proven. The company gathers information fromtheir shareholders, media, customers, and even employees, which theyuse to make an appropriate decision about their products. Mostimportantly, they use the information to improve their productsquality and offer more than their competitors do. Coca-Cola uses theinformation to meet the needs of the customers, which furtherimproves their goods and services to the public. They also use it todetermine the best marketing and advertising techniques that willcreate a lasting impression and attract many consumers (Powell,2003).
Nonetheless,a business has to control the flow of information to regulate wherethe information can travel within information systems and how thisinformation can be shared with other systems. Therefore, the controlsdo not necessary regulate who is allowed to access the information(Wylder, 2003). Organizations commonly use control policies toregulate the flow of information between sources and designationssuch as networks and devices within the information system. The flowcontrols are based on the characteristics of the information such assensitivity and the information path. They also use enforcements inboundary protection devices such as firewalls, routers, and gateways,which establish configuration settings to restrict information systemservices and filter messages based on their content (Wylder, 2003).
Furthermore,a business has to ensure that their information is safe fromunauthorized use. Hence, it has to enact safety protocols andprocedures to ensure that the information cannot be comprised fromthe outside. Such measures include using passwords, firewalls,intrusion alerts, malware protection, and running constant systemchecks (Wylder, 2003). Likewise, they have to ensure that employeescan only access information only when necessary, and they only accessthe information they are meant to see. Therefore, organization labelsinformation according to sensitivity. Consequently, employees areassigned clearance levels, which determine the information they canaccess. Furthermore, they train their employees to equip them withthe necessary skills and ensure they do not make the informationsystems vulnerable to unauthorized access from outside theorganization (Wylder, 2003).
Inconclusion, the flow of information in an organization allows themanagement to make decisions on the issues affecting the organizationand employees. Besides, the information portrays the consumer andemployees opinion of the company, which it uses to create a morepositive image. The management also uses the information to determinethe customers’ needs and offer them better products. Nevertheless,organizations have to manage information or else, it will beineffective. The information control uses explicit labels oninformation, sources, and destination objects as the basis for flowcontrol decisions. Additionally, the controls use processing domainsand security policy mechanisms to regulate the flow. Finally, asteady and constant stream of information helps to build credibilityand reflect a sense of transparency in the business interactions.However, it is important to ensure that the information beingcommunicated is of vital importance and relevance to instillconfidence in the company and for its external perception.
Miller,K. (2014). OrganizationalCommunication: Approaches and Processes (7thed.). Stamford: Cengage Learning.
Powell,M. (2003). InformationManagement for Development Organisations.Oxford: Oxfam GB.
Wylder,J. (2003). StrategicInformation Security.New York: CRC Press.