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The potential impact of computers and MIS on a different level of management

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Management Information System (MIS)

Management Information System is a systematic process of providing relevant information in the right time in the right format to al level of users in the organization for effective decision making. MIS also defined to be a system of collection, processing, retrieving and transmission of data to meet the information requirement of different level of managers in an organization.

According to CIMA-

“MIS is a set of procedures designed to provide managers at a different level in the organization with information for decision making, and control of those parts of the business for which they are responsible.”
MIS comprises of three elements: Management, Information and System. The concept of MIS is better understood if each element of the term MIS is defined separately.

decision
time

Management: A manager may be required to perform the following activities in an organization:

i. Determination of organizational objectives and developing plans to achieve them.

plan

ii. Securing and organizing human being and physical resources so as to achieve the laid down
objectives.

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iii. Exercising adequate control over the function performed at the lower level.

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iv. Monitoring the result to ensure that accomplishment are proceeding according to plans.

monitor

 

Thus, management comprises of the processes or activities that describe what managers do while working in their organization. They in fact plan, organize, initiate, and control operations. In other words, management refers to a set of functions and processes designed to initiate and coordinate group effort in an organized setting directed towards the promotion of certain interests, preserving values and pursuing certain goals. It involves mobilisation, combination, allocation and utilisation of physical, human and other needed resources in a judicious manner by employing appropriate skills, approaches and techniques.

Information: information is data that have been organized into a meaningful and useful context. It has been defined by Davis and Olson – “Information is data that has been processed into a form that is meaningful to the recipient and is of real or perceived value in the current or progressive decision”. For example, data regarding the sale by various salesman can be merged to provide information regarding total sale through sales personnel. This information is of vital performance to making manager who is trying to plan for future sale.
Information is the substance on which business decision is based. Therefore, the quality of information determines the quality of action or decision. The management plays the part of converting the information into action through the familiar process of decision-making. The information has come to occupy a very important position in the survival of a business.

info

System: System may be defined as a composite entity consisting of a number of elements which are interdependent and interacting, operating together for the accomplishment of an objective. One can find many examples of a system. The human body is a system, consisting of various part such as head, heart, hands, legs, and so on. The various body parts are related by means of connecting networks of blood vessels and nerves. This system has the main goal which we may call “living”. Thus, a system can

described by specifying its parts, the way in which they are related, and the goals which they are expected to achieve. A business is also a system economic resources such as people, money, material, machines, etc. are transformed by various organization processes (such as production, marketing, finance, etc.) into goods and services.

system 1

 

Thus MIS can be defined as a network of information that supports management decision making. The role of MIS is to recognise information as a resource and then use it for effective and timely achievement of organizational objectives.

The potential impact of computers and MIS on a different level of management

 

team

 

The potential impact of computers on top-level management may be quite significant. An important factor which may be accountable for the change is the fast development in the area of computer science. It is believed that in the future the computer would be able to provide simulation models to assist top-level management in planning their work activities. For example, with the help of a computer, it may be possible in future to develop a financial model by using simulation technique, which will facilitate executive to test the impact of ideas and strategies formulated on future profitability and in determining the needs for funds and physical resources. By carrying sensitive analysis with the support of computers, it may be possible to steady and measure the effect of variation of individual factor to determine the final result. Also, the availability of a new class of experts will facilitate effective communication with computers. Such experts may also play a useful role in the development and processing of models. In brief, the potential impact of computer would be more in the area of planning and decision making.

Futurists believe that top management will realise the significance of technique like simulation, sensitivity analysis and management science. The application of these techniques to business problems with the help of computers would generate accurate, reliable, timely and comprehensive information to top management. Such information will be quiet useful for the purpose of management planning and decision making, Computerised MIS will also influence the development, evaluation, and implementation of a solution to a problem under the decision-making process.

 

The potential impact of computers and MIS on middle management level will also be significant. It will bring a marked change in the process of their decision making. At this level, most of the decision will be programmed and thus will be made by the computer, thereby drastically reducing the requirement of middle-level managers. For Example, in the case of the inventory control system; Computer will carry records of all items in respect of their purchase, issue and balance. The reorder level, reorder quantity etc. for each item of material will also be stored in the computer after its predetermination. Under such a system, as soon as the consumption level of a particular item of material will touch the reorder level, the computer will inform for its purchase immediately. The futurists also foresee the computer and the erosion of middle management as the vehicle for a major shift to re-centralisation. The new information technology will enable management to view an operation as a single entity whose effectiveness can only be optimised by making the decision that takes into account the entity and not the individual parts.

The impact of Computer and MIS today at supervisory management level is maximum. At this level, managers are responsible for routine, day-to-day wok decision and activities of the organization which do not require much judgement and discretion. In a way, supervisory manager’s job is directed more towards control functions, which are highly respective to computerisation. For control, such managers are provided with accurate, timely, comprehensive and suitable reports. A higher percentage of information requirements of executives is met out at this level.

The potential impact of Computer and MIS on the supervisory level will completely revolutionise the working at this level. Most of the controls in future will be operated with the help of computers. Even the need of supervisory managers for controlling the operation will be substantially reduced. Most of the operations/activities now performed manually will be either fully or partially automated.

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Infotiz Solutions LLC

Infotiz Solutions LLC

Innovation that never ends

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Why do SMEs implement integrated management systems?

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The main reason is that many SMEs are suppliers to large companies that impose quality and environmental requirements on their supply chain. In many cases, these requirements can only be met by implementing a management system. Also, governments apply quality, environmental and even sustainability criteria in their purchasing and procurement activities. SMEs are therefore forced to implement quality and environmental management systems to stay in business.

Integrated Management System

An Integrated Management System (IMS) integrates all of an organization’s systems and processes into one complete framework, enabling an organization to work as a single unit with unified objectives.

 

imainzer
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iMainzer can benefit your organization through increased efficiency and effectiveness, and cost reductions while minimizing the disruption caused by several external audits. It also shows your commitment to increased performance, employee and customer satisfaction, and continuous improvement.

With iMainzer, your management systems work together, with each function aligned behind a single goal: improving the performance of the entire organization. Instead of silos, you have a coordinated effort which is greater than the sum of its parts and is not only more efficient but more effective. iMainzer provides a clear, uniform image of your entire organization, how they impact each other, and the associated risks. Efficiency is gained from less duplication, and it becomes easier to adopt new systems in the future.

Benefits of iMainzer-Integrated Management System.

1. iMainzer always looks for better performance

The IMainzer-Integrated system will have a positive impact on specific management system components and outcomes such as improvements in quality, safety, risk, and productivity.

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2. iMainzer eliminating redundancies

One of the top benefits of implementing iMainzer-Integrated system standards is being able to align the standards to find a common or single management system components. These may include policies, objectives, processes or resources. For example, you may be able to have a single procedure for training, document control, management reviews, internal audits or improvements. When you implement more than one standard at a time you are able to find these similarities which can save your organization a great amount of time, and in return money

standerd

3. Accountability

When you integrate multiple management systems at a time and establish cohesive objectives, processes, and resources, with the alignment of the systems you will see improvement in accountability.

accountable

4. iMainzer establish consistency

When you use an integrated approach by using iMainzer-Integrated System, your organization can create better consistency of the management systems. When you create consistency, the system will become less complex and therefore is easier understood. Consistency will create an improved focus on achieving a common set of objectives that are important to the organization.

consistant

5. iMainzer reducing bureaucracy

Reducing bureaucracy stems from eliminating redundancy. Oftentimes when multiple management standards are implemented and not integrated, dilemmas can arise by the inability to streamline decisions because of the layers of hierarchy. When the management systems are integrated, your organization can take a systematic approach. The processes can better accommodate changes. When changes and decisions are easily made, this will reduce bureaucracy. For an effective approach, establishing process owners with a cross-functional team can be greatly beneficial. These teams take on responsibility and accountability in an effective approach to breaking down barriers to decision making and deployment.

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6. iMainzer reduce cost

IMainzer-Integrated Management Systems allows your organization to conduct integrated audits and assessments, as well as optimize processes and resources. When you can integrate these systems it can help reduce the time it takes to do certain activities, eliminate the amount of time interrupted and therefore reduce costs.

coast

7. iMainzer optimize processes and resource

When viewing standard requirements, do not consider them an added load or task to the organization, rather remember that they are a way to implement expectations from customers, interested parties and the organization, and create a smooth and effective process. Resources can be optimized because they become focused on process implementation and adding value rather than additional system maintenance.

optimise

8. iMainzer reducing maintenance

Maintenance refers to the ongoing compliance checks and ensuring that you are upholding the management system standard requirements. When you have iMainzer- an integrated management system you can maintain the requirements concurrently, streamlining the process and allowing the organization to focus on improvements rather than maintaining multiple systems when that is unnecessary.

mainta

9. Integrated Audits

When you start with the iMainzer an integrated management system, you can then have integrated audits. There are many great benefits to having integrated audits if you are interested in learning more read: Integrated Audits

audit

10. iMainzer facilitating decision making

Eliminating redundancy and creating consistency within the organization allows for a more complete view of the functional needs and performance. This iMainzer-integrated approach also allows the organization to analyse functional and department barriers and therefore improve communication and decision making.

decition

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Infotiz Solutions LLC

Infotiz Solutions LLC

Innovation that never ends

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As a Team Leader, How to Manage Political Behaviours in Your Organization?

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Organizational Politics

All Organizations are subject to conflict and competition between the desires and interests of different department, team and individuals. Organizational politics refers to the processes through which these rival interests are played out and eventually reconciled. While in an ideal organization it may be hoped that decision is made on a rational basis, politics is inherently non-rational and subject to power interactions between diverse interests. Members of organizations are at the same time cooperating to achieve a common goal and competing for rewards, and at times their personal interests may be at odds with the organization’s objectives.

It is through the political system of an organization that rival interests are resolved. This system represents how power is applied and distributed in the organization. Understanding the political system of an organization is necessary for a leader to operate effectively and reach their goals. A leader, exercising power, is able to have a strong influence on the political climate of an organization through their decisions, their way of handling conflict and providing recognition, support and inspiration to their teams.

team
Organizational political Climate:
  • Positional Power:
    • Legitimate
    • coercive
    • Reward
  • Personal Power
    • Referent
    • Expert
    • Charisma
  • Informational power
    • Formal Power
    • Informal Power
    • Out Opportunity
  • Connection Power
    • Internal Network
    • External Network
    • Network Centrality

Effects of Politics on Organization and Employees:

1. The decrease in overall productivity

  • Politics lower the output of an individual and eventually effects the productivity of the organization
  • Common observation says that individual who play politics at the workplace pay less attention to their work.
  • They are more interested in leg pulling and backbiting. They spent most of their times criticizing their fellow workers.
  • As a result of politics in the workplace, employees fail to achieve targets within the stipulated time frame. Work get delayed in such an organization.
decrease

2. Affects concentration

  • Individuals find it difficult to concentrate on their work. They are more interested in spoiling the other person’s image in front of the superiors.
  • An individual involved in politics is bound to make more mistake as his focus is somewhere else.
dipressed

3. Spoil the ambience

  • Politics leads to a negative environment in the workplace.
  • It spoils the relationship among the individuals. An individual playing politics at the
    organization is disliked by all.

4. Changes the attitude of employees

  • Politics changes the attitude of the employees.
  • Even the serious employees lose interest in work and attend office just for the sake of it.
  • Internal politics does not allow employees to give their hundred per cent at work.
  • No matter how much hard work an employee puts in, it goes unnoticed in a politically driven organization.

5. Demotivated employees

  • A non-performer can be the apple of his boss’s aye simply due to politics, thus demotivating the performers.
  • Discussions are essential at the workplace to extract the best out of employees. Evaluating the pros and cons of an idea always help in the long run. Employees playing politics always look for an opportunity to tarnish the image of the fellow workers.
  • Employees feel demotivated when they are not rewarded suitably or someone who has not worked hard gets the benefits due to mere politics.

6. Increases stress

  • It is rightly said that problems evaporate if discussed. Individuals find it difficult to confide in any of their fellow workers due to the fear of secret getting leaked.
  • Politics increases the stress level of employees. Individuals are not machines who can work continuously for 8-9 hours without talking to others. It is important to have friends at the workplace who help you when needed.
  • Individuals failed to trust each other.
stress

7. Wrong information

  • Employees indulged in politics manipulate information and it is never passed on in its desired form.
  • Superiors get a wrong picture of what is actually happening in the organization.
  • A wrong person walks away with the credit in an organization where employees are indulged in politics.
wrong

Political Strategies and Tactics

To make effective use of organizational politics, leaders must be able to make appropriate use of specific political strategies and tactics. Remember that ethical behaviour is regarded as an important requirement for effective leadership.

Let’s look at a representative group of political tactics and strategies, categorized in the following two sections as ethical or unethical, although many of the strategies and tactics could fall into either category, depending on motivations and methods of implementing them. Used with tact, diplomacy, and good intent, ethical influence tactics can be quite effective. Sequencing of tactics is another important consideration. In general, it is best to begin most positive, or least abrasive, tactic. If you do not gain the advantage you seek, proceed to a stronger tactic. Also, begin with low-cost, low-risk tactics

1. Essentially ethical political strategies and tactics

This section describes a sampling of ethical political behaviours, divided into three related and overlapping groups:

  • i. Strategies and tactics aimed directly at gaining power.

It could be argued that all politics tactics are aimed at acquiring and maintaining power, if consider power in a board scope. Tom peter says that, although power can often be abused, it can also be used to benefit many people, “and as a career building tool, the slow and steady (and suitable) amassing of power is the surest road to success.

  • Develop power contacts and relationship.
  • Make an early showing.
  • Keep Informed.
  • Control vital information.
  • Control lines of communication.
  • ii. Strategies and tactics aimed at building relationship.

Much of organizational politics involves building positive relationship with network members who can be helpful now or later. This network includes superiors, subordinates, other low-ranking people, co-workers, external customers, and suppliers. Following are the several representative strategies and tactics.

  • Provide favours and develop ingratiation.
  • Display Loyalty.
  • Develop a reputation as a subject matter expert.
  • Rational persuasion.
  • Manage impression of you.
  • Bring in outside expert for support.
  • Consult with ask advise of others.
  • Ask satisfied customers to contact your boss.
  • Be courteous, pleasant, and positive.
  • Send thank-you notes to large number of people.
  • Flatter other sensibly.
  • Develop coalition.
  • iii. Avoiding political blunders

A strategy for relating power is to refrain from making power-eroding blunders. Committing such politically insensitive acts can also prevent one from attaining power. Several leading blunders to avoid are described next.

  • Embarrassing and criticizing the boss in a public forum.
  • Surprising the boss: Surprise, particularly negative ones, are not appreciated
  • Bypassing the boss.
  • Declining an offer from top management.

2. Potentially unethical strategies and tactics.

Any technics of gaining power can be unethical if practiced in the extreme and with negative intentions. For example, a person who supports a boss by feeding him or her insider information that could affect the price of company stock is being unethical. Some approaches are almost unequivocally unethical, such are those described next. In the long run they can erode a leader’s effectiveness by lowering his or her credibility.

  • Back Stabbing
  • Purge all but Loyalties
  • Set a person up for Failure
  • Exert under Pressure
  • Divide and Conquer.
  • Play Territorial Games.

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Afsal Kizhakkan Kunnath

Afsal Kizhakkan Kunnath

 Business Development Manager at Infotiz Solutions