Are organizations likely to find better solutions to information overload through changes to their technical systems or their social systems – or both? Why? essay
The organizations are likely to find better solutions to information overload through changes in social systems. These changes should be done prior to those in technical systems.
Social systems improvement is mentioned almost in every guide for organization managers who suffer information overload. Edmunds and Morris (2000) address the role of information specialist in organization fighting with information overload emphasizing that issue have not been serious discussed in the related literature. There are several stereotypes that they should not be seen as the main solution to the problem. A number of precautions are associated with the fear that their professional duties can be left behind attempting to develop effective strategies of fighting with information overload. The recent experience with IT specialists which were engaged in the period of IT technologies elevation shows that they tended to put too much emphasis on proving fast access to information while the quality of information was neglected. Employing specialist who will be responsible for the problem with information overload may be a good solution for organizations. These specialists will handle filtering the information and providing only relevant data. The niche of specialist of this kind remains free as it turns to be rather problematic to find a candidate with proper skills and experience. Butch as cited in Edmunds and Morris (2000) suggest having an information specialist in each unit or team of the organization. This can be more effective than initiating information unit working independently. It may be explained by the fact that most managers tend to rely on verbal information and often avoid using information services as they think that it will worsen their situation with information overload. In case of having information specialist as a part of the unit or team manager would experience fewer barriers and could cooperate effectively with them, while information specialist might have a better knowledge of the organization or unit information needs.
Allen’s model of the technological gatekeeper also presupposes having some personnel in the organization that will be able to work in communication networks based in several R and D laboratories keeping in touch with each person within the organization (Edmunds and Morris, 2000). Such staff had to watch use of sources of information outside the organization. Thus, organization staff should be informed about the last developments. Allen makes a distinction between the role of information specialist and a person who is engaged as a gatekeeper. Allen emphasizes that gatekeeper should be responsible for the content of sources, while information specialist rather provides sources of information. Thus, gatekeeper work requires more technical skills. Green (2010) emphasizes the role of social media in solving the problem of information overload. He states that social media may become rather effective tool in such a situation. Social media tend to ‘speed the capture and dissemination’ of knowledge.
Information audit is also seen as one of the changes that may be applied for the discussed problem. It presupposes annual information audit to be held in all the units of the organization. It can involve reviewing of all the incoming information, journals, and subscriptions. The results of the information audit may be applied in modifying and improving the existing information system. Audit should be done by the staff themselves. Changes in social systems may be rather effective if they concern the quality of cooperation between the staff in information obtaining and processing as well.
Technical systems play a significant role in fighting with information overload. Many arguments can be suggested to prove thief effectiveness. Blair (2010) goes deep into the history of the problem of informational overload and contrasts modern technologies with old methods of information storage and processing. She emphasizes the role of technical systems being a solution to information overload nowadays. Microsoft Word and various Web sites have been suggested as effective tools for selecting and summarizing of information. Computers and Internet are stated to be reliable solutions of the problem. They have already proved their effectiveness and productivity. The factor of their being easily accessible and rather simple in application contributes into their popularity. If we take an example of any small or large organization we will see that none of them is able to cope with information flow without these technical tools. Push technology may be suggested to support the idea about the high effectiveness of technical systems in fighting with informational overload in the organizations. Edmunds and Morris (2000) explain the principle of its work as “pushing notices of pre-selected information sources across the computer screen alerting users to ne wand updated information” (p.24-25). Traditional method of information retrieving used to be first searching and then pulling it together. Herther as cited in Edmunds and Morris (2000) explains the benefits of push technology are seen in allowing “for the regular canvassing of selected information sources for new information, then having that information sent to users seamlessly, as they work on other applications or perhaps even as they sleep at night” (p.24-25). The disadvantage of this method lies in user unwillingness to obtain information pushed to them. A large number of user experience constant informational overload thus, they may be annoyed by push technology and consider it having little value for them. Moreover, push effectiveness depends on users creating adequate search profiles. Thus, users may often receive unwanted information. Tool displaying serendipity and providing wider information may also annoy users and make them refuse this method. Intelligent agents similar in the principles of functioning may also be used my organization managers challenging information overload. This tool scans and comprehends texts and provides summarized information with further routing it to users. It is emphasized that intelligent agents prove to be smarted than traditional search engines. Belfour and Furner as cited in Edmund and Morris (2000) state two reasons for their high effectiveness: they work with autonomy and make decisions based on the data they obtain about the environment instead of following direct instructions from the users, and they are able to rely on the information about individual personal preferences, so they are able to predict which information will be more preferable for this particular user. However, Tegenbos and Nieuwenhuysen as cited in Edmund and Morris (2000) put forward the idea that ‘agents’ are not able to compete with solid search systems. Intelligent agents are blamed for the lack of control and unreliability. E-mail alerts may be suggested as another example of technical systems related to the issue. It can be rather helpful. It presupposes that the organization or its department subscribes to some mailing lists concerning their areas of interest. It may be Healthcare, Human Rights, and Local Events etc. These lists route the organization or its unit to updated information covering these particular areas. The subscription embraces a table of content alerts and periodicals. This tool can work quite effectively to help organization staff to cope with information overload and to save time for searching the necessary information. However, the instrument is not perfect and it can miss vital data that may be rather important for organization managers from time to time. Personal information management systems deserve attention as well. Electronic PIM technologies are widely applied with traditional methods of information storage. They are characterized with high level of individual adaptation to any user. However, this tool is better to be used on integrated basis to avoid product dependency development.
One more approach which combines both changes to technical systems and social systems is discussed in Liu and Errey (2006). Socio-technical systems represent the two-way relationship between machines and individuals. The aim of the approach is to shape both technical and social conditions of the organization information management. The author suggests several examples which demonstrate the principle of socio-technological system functioning. However, the evaluation of the environment and developing the strategy of socio-technological system changes may be quite problematic. Buying new equipment is often intended to improve organization performance, while experience prove that staff sometimes avoids using new equipment because of their ignorance or old habits. It leads to even worse situation. Thus, every change in this area should be considered carefully both from technological and human side. In general, socio-technological change may become a perfect toll to improve organization information management and general performance.
The observation of possible changes in information management system of the organization shows that all changes may have their positive and negative consequences. While technical improvements and changes in social system have been discussed from various points of view, socio-technological approach remains an issue for further studies. It becomes evident that such an integrated approach may be quite beneficial. However, how to conduct prior analysis of the situation, build strategy of change and implement it effectively, considering all possible consequences, remains unclear.
Each change may be rather effective for an organization depending on the situation and timelessness. However, changes in social systems tend to be the most effective in solving the problem of information overload. Such changes do not require long consideration and strict control, while they have fewer disadvantages than those in technical systems. It should be taken into consideration that changes in technical systems may provoke the necessity of social systems changes, though. Changes in technical system are stated to have a number of drawbacks and require constant control and improvement.
