Information technology and communication
The ongoing developments in information technology create enormous opportunities for improvements in communication. The use of technology such as e-mail, faxes, mobile phones and network systems speeds up communication. The Internet, for example, provides a tremendous resource allowing employees quick access to a very wide range of data. Some organisations now use computerised management information systems (MIS), which provides managers with the information they need, such as the latest sales figures, when they need it.
Development in IT is certainly making it easier, quicker and cheaper to keep in touch. However, this does not mean that more investment in IT automatically proves beneficial. Systems can become outdated rapidly or employees may lack the appropriate training, for example. There is also the issue of cost. There are many communications tools now available but an organisation cannot afford all of them. Even if it could, it would not actually need them all. The introduction of IT must therefore be carefully managed. The potential gains must be weighed up against the costs, and its impact on other areas of the organisation properly assessed. The organisation should also be aware that the latest technology does not always lead to a better communication. It may just lead to more communication and consequently communication overload.
Internal communications within the college
Communication links the activities of all the various parts of the college. It ensures that everyone is working towards a common goal and enables feedback on performance. The management will be able to explain the objectives of the college through effective communication.
Effective communication is also vital for successful decision-making. To make decisions managers need high quality information. Good quality information should be: • Easily accessible • Up-to-date • Cost effective
Good communication is extremely important to motivate employees. People need to know how they are getting on, what they are doing right and in which areas they can improve. It is much easier for the employee if he/she is supported and shown an interest in them. Interestingly, nearly all staff surveys reveal that employees do not feel that management communicates with them very effectively.
I believe it is the same in this case. Therefore, I think that the management of the college does not show much interest in their staff. But the lecturers are supported properly by the teaching/supporting staff. Every lecturer/teacher has his/her own individual person, who they can tell their problems to, or ask for advice when they need it. The teaching or support staff can then report it to the Senior Management team, where the problem will be dealt with.
To ensure that communication is motivating, managers need to ensure that the teaching staff: • Understand the objectives of the college as a whole • Understand why their job is important and how it contributes to the overall success of the college • Know how their job should be completed • Know how they are doing in their work (obtain quick, effective feedback)
By communicating effectively management is likely to have a much more focused and committed workforce. Recognising g staff achievements meets their ego needs, whilst simply showing an interest helps in meeting their social needs. Communication with employes also includes target setting. People usually respond well to having goals set out for them. By establishing targets people have something to measure their performance against and can see how they are getting on.
For the internal communications, the college has its own intranet. Intranet is an Internet service that runs within an organisation. It provides e-mail and other e-mail services, but