Data Management is basically how you structure and organise information held within the organisation.
At a very basic level the way you organise your My Documents is data management. You really need to be able to find files quickly and easily... and not lety anyone who shouldn't access them do so or indeed let them corrupt or edit the files!
EFFECTIVE DATA MANAGEMENT
Think about how this helps employees using the data management system... (THINK of you using the shared network)
As an employee it is:
- Easy to use and understand, saving time and money on training. It is structured so there is an order and sense to it.
- Easy to search & retrieve files, saving time.
- Users across the network can share data, preventing duplication of effort.
- Users across the network can edit, amend, update & save data.
If however this is not the case, then there will be consequences of poor data management.
POOR DATA MANAGEMENT
If your organisation has ineffective data management systems then chaos will reign. What could happen because of this?
Well again THINK about if you owned your own business and if you had staff who were hopeless and the data management system was a joke. Customer orders were getting lost or people saving over work?
Effects to the firm could be:
- earn a poor reputation for being inefficient and ineffective.
- it would cost time and money to train staff to rectify the problems and to bring in a new data management system
- important files could be saved in the wrong folders, again time would be lost searching for files that may be needed ASAP!
- due to inefficiency customers may go elsewhere. Would you really go back to your Mobile Phone company if they keep losing your account details or for example send you your bill twice for the same month due to a lack of efficiency on their part? No you'd be off!
- Out of date information may be accessed, which again costs time and money. You may be contacting the wrong customers who have moved house!
Remember in Business: Time is Money!
It would be interesting to hear some of your own experiences with good or bad customer service.
Like most things in life structure is needed as it gives you a foundation to fall back on. Strategy (your aims) comes first, but then you need structure (how you are going to do it).
Saturday, 3 October 2009
Sources of Information
Primary Information is gathered first hand and normally it is gathered for a specific purpose. It is also called Field Research. Reasons for primary research may be to find customer views on a new product or to get feedback on existing products and services.
Primary information is gathered from: interviews, surveys, questionnaires, focus groups, hall tests, observations.
Secondary Information, also called Desk Research is information already published. You don't gather it but you do have to find it! Secondary information can be found in newspapers, internet, magazines, books, timetables, reference books, government reports and statistics, and business reports such as MINTEL.
Internal information is gathered from within the company. Examples are: customer records, sales figures, company reports or accounts and meetings of meetings.
External Information is gathered outwith the organisation and it could be information from other companies such as suppliers, competitors or customers. Government information, TV and media or Internet.
When creating your own notes for this particular topic, draw up a T-Chart or a table to include not only the definitions of each of these sources of information and the key features, but include the advantages and disadvantages of each to an organisation.
Remember when you are looking at +/- (or costs and benefits) think about TCP = Time, Cost and People.
Time = how long would it take? And what are the implications?
Cost = what is the financial cost? Is there an initial outlay or expense?
People = how will it help or hinder people? People can be viewed as employees (do they need training?), customers, suppliers etc.
Use key words to then expand and generate sensible, plausible answers.
Primary information is gathered from: interviews, surveys, questionnaires, focus groups, hall tests, observations.
Secondary Information, also called Desk Research is information already published. You don't gather it but you do have to find it! Secondary information can be found in newspapers, internet, magazines, books, timetables, reference books, government reports and statistics, and business reports such as MINTEL.
Internal information is gathered from within the company. Examples are: customer records, sales figures, company reports or accounts and meetings of meetings.
External Information is gathered outwith the organisation and it could be information from other companies such as suppliers, competitors or customers. Government information, TV and media or Internet.
When creating your own notes for this particular topic, draw up a T-Chart or a table to include not only the definitions of each of these sources of information and the key features, but include the advantages and disadvantages of each to an organisation.
Remember when you are looking at +/- (or costs and benefits) think about TCP = Time, Cost and People.
Time = how long would it take? And what are the implications?
Cost = what is the financial cost? Is there an initial outlay or expense?
People = how will it help or hinder people? People can be viewed as employees (do they need training?), customers, suppliers etc.
Use key words to then expand and generate sensible, plausible answers.
Information and Data
Data is raw facts and figures.
Information is data which has been processed to aid decision-making.
Information is data which has been processed to aid decision-making.
Quantitaive versus Qualitative
It is important in Higher Administration to understand the basic differences between these two different types of information.
Normally Quantitative and Qualitative information is asked in a question comparing each.
So in order to prepare an answer with direct points of comparison, here are some:
Quantitative information is information that is easy to measure, on the other hand Qualitative information is a value judgement.
Quantitative is based on facts and figures, whereas Qualitative is based on attitudes and opinions.
Quantitative is definable whereas Qualitative is descriptive.
Sales figures would be an example of Quantitative information.
A focus group report on customer's attitude's to a new product would be Qualitative.
Normally Quantitative and Qualitative information is asked in a question comparing each.
So in order to prepare an answer with direct points of comparison, here are some:
Quantitative information is information that is easy to measure, on the other hand Qualitative information is a value judgement.
Quantitative is based on facts and figures, whereas Qualitative is based on attitudes and opinions.
Quantitative is definable whereas Qualitative is descriptive.
Sales figures would be an example of Quantitative information.
A focus group report on customer's attitude's to a new product would be Qualitative.
Impact of ICT on Workflow
What is workflow again?
Basically it is the INPUT - PROCESS - OUTPUT model which many of you will be familair with from other subjects.
INPUTS is the information coming into the organisation.
PROCESS is what the organisation does with the information - the transformation or changing of it, if you will.
OUTPUT is the information leaving the organisation (or ready to)
eg.
Input – email in customer orders or requests, fax can be used to receive drawings etc… data capture forms or online order forms can be used to gather information.
Process – Record customer information in a Database, create sales charts/figures in a spreadsheet, creating letters, memos via WP, enter appointments in eDiary… all these improve efficiency and production
Output – Email customers/staff, prepare presentations to give to customers/staff using PowerPoint
Basically it is the INPUT - PROCESS - OUTPUT model which many of you will be familair with from other subjects.
INPUTS is the information coming into the organisation.
PROCESS is what the organisation does with the information - the transformation or changing of it, if you will.
OUTPUT is the information leaving the organisation (or ready to)
eg.
Input – email in customer orders or requests, fax can be used to receive drawings etc… data capture forms or online order forms can be used to gather information.
Process – Record customer information in a Database, create sales charts/figures in a spreadsheet, creating letters, memos via WP, enter appointments in eDiary… all these improve efficiency and production
Output – Email customers/staff, prepare presentations to give to customers/staff using PowerPoint
Features of Good Information
What are the features of Good Information?
Accurate
Up-to-date
Complete
Appropriate
Availability
Cost effective
Objective
Concise
For each of these headings, write down an explanation of how they would help managers make decisions.
e.g. Accurate - a manager needs information that is collected from a trusted source.
Accurate
Up-to-date
Complete
Appropriate
Availability
Cost effective
Objective
Concise
For each of these headings, write down an explanation of how they would help managers make decisions.
e.g. Accurate - a manager needs information that is collected from a trusted source.
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