INFORMATION
TECHNOLOGY IN THE WORKPLACE
ABSTRACT
Information technology in the workplace has
aided the quick and efficient expansion of business in the workplace.
Information technology such as Video conferencing, social network and virtual
office technology has removed workplace boundaries and barriers that previously
limited business expansion within the workplace. With information technology,
companies can target a wider customer base and grow to high levels.
INTRODUCTION
In the past, information-handling involved
massive depending on papers the emphasis now has shifted to the creation, storage
and transformations of tiny electrical impulses. Today, the amount of
information contained on a pair of floppy disks could fill an every size book. Paper
will doubtless continue to be important as tangible product of the interchange of
information between beings (“hard copy”). However, when storage of information
is the man consideration, the disks and magnetic tapes are likely to dominate
the scene, until never, even more compact devices are in common use.
Information Technology can be defined as
the application of computers to store, retrieve, transmit and manipulate data,
often in the context of a business or other enterprises (Wikipedia; the free
encyclopedia).
There are three major components of
information technology and these are as follows:
1) Computers:
The electronic machines capable of making large sets of calculations very
speedily.
2) Microelectronics:
The design, application and production of very small scale electronic devices
containing densely packed component.
3) Telecommunication:
The transmission of information by cable or radio waves
Information
Technology in the Workplace
The impact of microelectronics technology
on workplace practices and procedures is considerable. Slow, paper-based
systems relying mainly on manual operations (e.g Typewritten reports and
lifting) are gradually replaced by microelectronics-based system relying mainly
on telecommunications, refers to integration of office functions usually
related to managing information basic activities of an office automation system
are (1) Storage of information (2) data
exchange and (3) data management.
Particularly
important area where microelectronics are to be found in:
1. Office Automation: This
refers to the varied computer machinery and software used to digitally create,
collect, store, manipulate and relay office information needed for
accomplishing basic tasks.
The backbone of office automation is a LAN,
which allows users to transfer data, mails and even voice across the networks.
All office functions, including dictation, typing, filling, copying, fax,
telex, microfilm and records management, telephone and telephone switch boards
operations, fall into this category.
The three basic activities of an office
automation system includes;
1. Storage
of information
2. Data
exchange
3. Data
management
The advantages of an office automation
system are that;
1. Office
automation can get many tasks accomplished faster
2. It
eliminates the need for large staff
3. Less
storage is required to store data
4. Multiple
people can update data simultaneously in the event of changes in schedule.
The prime purpose of an office is to
collect and process relevant information, which is subsequently stored or
dispatched to appropriate persons. Typical office activities include issuing invoices,
handling purchases, dealing with customer’s orders, preparing accounts and
statistics, processing the payroll and other
routine activities.
Major activities of a non-routine type
include the preparation and transmission of letters, memos, reports and various
other documents. Already, the computer has made a significant contribution to
the processing of much of the routine data generated by office staff. However, it
is only within the last 10 years that it has become possible to process text
electronically and thus improve the way non-routine information can be handled,
electronic text processors are called word-processors, and are joint products
of the computer and the electric typewriter.
When we speak of the electronics, we are
now referring to an administrative system based largely on computers, word
processors and associated communication devices. This is expressed in the
diagram below:
THE ELECTRONIC OFFICE: BASIC FEATURES
2)
Industrial Process Control: This
ensures industrial processes are carried out efficiently, consistently and with
as little variation as possible.
They are installed in industrial
settings to:
(i)
help maintain throughout, quality, yield
and energy efficiency
(ii)
Make sure working practices are carried out
safely and profitably
3) Robotics:
This is the branch of mechanical engineering, electrical engineering and
computer science that deals with the design, construction, operations and
applications of robots, as well as computer systems for their control, sensory
feedback information processing. These technologies deal with automated
machines (Robots for short) that can take the place of humans in dangerous
environments of manufacturing processes, or resemble human, in appearance,
behavior and or cognition. The word robotics was derived from the word robot.
4)
Computer-aided Design and Manufacture
(CAD/CAM): This refers to computer software that is used to both design and
manufacture products CAD/CAM application are used to both design a product and
program manufacturing processes, especially, CNC machinery. CAM software uses
the models and assemblies created in CAD software to generate tool paths that
drive the machines that turn the designs into physical parts. CAD/CAM software
is most often used for machinery of prototypes and finished parts. Digital
prototyping helps engineers and designers experience their 3D CAD designs
virtually before they are built.
5)
Worldwide Electronic Communications: electronic
communication adds of powerful new channel that not only will change how you
use this mix of options, but it will create entirely new ways to interact
e.t.c.
a)
Electronic communications lets you continue numerous media, text graphic sound,
radio etc.
b)
electronic communication is interactive, it engages audiences in active two way
communication.
c)
Electronic communication creates a new form of many-to-many communication that
lets geographically distributed groups communicate interactively and
simultaneously, through text, sound and video.
d)
Many organizations are using the electronic communication facilities, such as
the worldwide web, as internal communication tools is enhance team work. May
individuals at different location can work on the same documents, holding
meeting and integrate research findings.
e)
with the internet you have the ability to transmit and receive large amounts of
information quickly to and from individuals and work groups around the world.
f)
Electronic communication remove the power of communications gatekeepers to both
positive and negative effects. Because most organizations are used to
controlling the messages that go out to its constituents through managers,
spokespeople and others. But will the internet constituents through managers,
spokespeople and others but will the internet constituents begin to talk among
themselves, requiring new approaches.
6)
Electronic Funds Transfer (ETF) is the electronic transfer of money from one
bank account to another, either within a single financial institution or across
multiple institutions, through computer-based systems and without the direct
intervention of bank staff. They are also called the electronic checks or
e-checks.
7)
Scientific Measure: This allows you to practice your measurement skills in a
variety of intriguing biological settings.
Measurement
is an activity that involves interaction with a concrete systems with the aim
of representing aspects of that system in abstract terms e.g. classes, numbers
and vectors.
8)
Medical Diagnosis: This is the process of determining which disease or
condition explains a person’s symptoms and signs e.g. Radiography is a
computerized and important tool in diagnosis of certain disorders.
Effects of Information
Technology in Offices
The
principal point about information technology is that it serves people rather
than things. Whereas robots, (NC machines and other industrial computers serve
materials components and data processing computers serve clerical systems, the
new office technology serves man’s needs to communicate with his fellows. The
availability of a wide range of information sources and transmissions media
gives management and professional staffs, in particular, the ability to make
informed decisions based on an up-to date picture of a situation, and an
awareness of alternative responses and their likely consequences. e.g. google.
In
assessing the effects of information technology offices, there are several
perspectives to be considered:
(i) The
general implications (economic, social etc)
(ii) The
implications to employees
(iii) The
implications to employers
The
general implication of information technology in offices may be summarized as
follows.
(a) Investment
in technology may lead to issues of work fragmentation, boredom, redundant
skills and loss of job satisfaction.
(b) Office
job will undergo significant changes
(c) Fewer
jobs may be required as routine work is taken over by machines
(d) The
processing and transmission of information by offices will be speeded up
considerably.
(e) Routine
office work will become conderably more cost-effective
Benefits
of information technology in offices
a) Learning
new skills
b) Tedious
jobs can be delegated to machines
c) Easier
and quicker access to information
d) more
jobs for those who are skilled in maintenance of mechanics electronic
equipments
e) More
jobs for programmers and software designers
f)
opportunities for shorter working day/week
Disadvantages
a) Fewer
jobs will be required
b) Strong
competition between employees for available jobs
c) Office
workers might become machine minders
d) Health
problems associated with VDU’s/printer etc.
For employers, there are few disadvantages
and many advantages. The disadvantages includes:
i)
Time/description caused on transferring
from manual to electronic systems.
ii) Software
may not necessarily meet operational needs, and may have to be customized.
iii) Considerable
upheavals amongst existing staff.
The
principal Advantages are:
i)
Substantial saving on salaries due to fewer
staff required
ii) Relative
cheapness of new technologies.
iii) Vastly
improved productivity
iv) Improved
communications between individuals, executives and their offices.
v) Flexibility
of working due to variety of equipment available all or most of which can be
operated by existing staffs.
CONCLUSION:
The
availability of the new technology is likely to lead to the opposing tendencies
in organizational behavior.
Organizational
structures will tend to favour decentralization on account of the existence of
powerful department computer facilitation whilst within offices the trend will
be towards the integration of existing services, i.e. data processing, word
processing, voice communication and electronic mail, along the lines suggested.
In these circumstances it will be important for organizations to plan for such
a future, so as to ensure that:
-
Facilities are compatible with one another
-
That the inevitable human and
organizational consequences can be dealt wisely, fairly and economically.
REFERENCE:
§ Wikipedia
the free encyclopedia
§ Miebeka
D. Tamunomiebi – “Organization management
& Behaviour”
§ Mullins L.J. Management and organizational behavior 4th
edition Atron (1996)
