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Information and Communication

As two primary functions, I would underline fundraising and selection of beneficiaries for the MFK. These are both very broad functions and are bunches of numerous actions. Those two functions appear to be the two main pillars of the organization. The complex and multilayer fundraising function ensures the basis for providing a certain amount of aid to the children in need. The selection itself is the second main function which ensures the execution of the core aim of the organization; it selects the clients and assesses the scope of the assistance to be provided.

For MM, I would group the functions described in the case in two main concepts; planning and service. The planning is a very wide function without which it is not possible to make a single step to reach the main goal of the organization, and the service itself is the “second” step to reach the goal the organization set. 1. 3. Two support functions for each organization. Why it is a support function rather than being a primary function?

As far as the support functions of MFK are concerned, I would differentiate the following functions; network building and client serving. Network building helps the fundraising and the client serving helps the aid provision. Organizing information and staff management can be described as support functions for MM, each supporting the above described two main functions. Organizing information is the indispensable supportive component of the planning, and the staff management is the supporting that the service provision is executive in a smooth manner.

1. 4. Organizations are distinguished by their principal function and purpose, which influences three key areas: • the type of information the organization needs, • the volume of information, and • the importance of information to the organization’s survival. a) Describe Money for Kids and MetMove in terms of each of these three areas. b) Compare these three areas of the organizational characteristic for the two organizations. Provide a brief analysis of the similarities and differences in each area.

The type of information the MFK needs are of the following; data on volunteer, donors and the client network – mainly their contacts, minutes of meetings, information to place on the web-site – motivational information and stories to encourage volunteers and donators, information about the implementation of the program to use for the reporting, data about the collected amount of money to organize the activities of the organization correspondingly. An achieve of the three categories of networks; previous volunteers, donors and clients is also very essential for the organization.

The volume of information is rather high and most probably difficult to manage because of its non permanent character. The volunteers, donors and the clients may be changing and the current list needs to be frequently updated and the previous ones should be archived. The cash flow registration is a routine work and does not constitute to be of a complex issue to handle. The strategy of collecting information in this organization is diverse; through e-mail, regular post, telephone, and in person.

If the system is set clearly and the information storing, updating is very fast, the communication will be carried out in a smooth way. The most important aspect in all this is the updated contacts list of the three categories, any false information may delay the work and gradually destroy the system. The rest of the information, such as minutes of the meetings, stories and other sensitization information are at the first glance not so important for the survival of the organization, but they are the cells that will build the confidence of the three categories of the people and make the existence of the organization possible.

At the same time, those pieces of information require more journalistic skills rather than systematization. Moreover, a little bit late arrival and organization of these pieces will not matter as much as the quality will. The information for MM is first and foremost important to serve their clients in a timely and professional manner. In comparison to the MFK the information needs of MM are huge. As a transport company it needs to plan its transport infrastructure according to the available information on staff, equipment, vehicles, and the existing map of traffic.

It is obvious that there is a big number of staff involved in the activities, which brings a human resources management need, which again requires an information data base on the staff and their contracts, etc. A lot of external contracts should be in place with other companies providing different types of services; fuel, maintenance, electricity, telephone, SMS. The case study suggests that the company has a number of subdivisions. Some are not even introduced, but it is obvious that there is also a PR department which insures the easy access of the clients into the information how to use the services of the company.

Information is of vital importance for the existence of the company. Not only the information, but also the speed the headquarters, or the responsible department gets the information. Although most of the information is organized and delivered automatically, the maintenance and the development of strategies require serious analysis, preparation and testing. Two organizations are dependent on accurate and fast information. They both cannot exist without a clearly defined strategies how to collect, analyse, delegate and use the information they need.

Nevertheless, they cannot be compared in terms of importance of the information. MFK will not suffer as the MM will in cases of misinformation or failure of the systems. Failure in organizing information will destroy MFK during a certain period of time, whereas the MM may suffer from a chaos that strikes the organization at a moment. 1. 5. Explain how the two organizations interact with their customers/clients and suppliers. Discuss the similarities and differences. The nature of the organizations, the difference of the status dictates also the difference of the interaction of the companies with their costumers.

MFK is a benevolent organization which deals with volunteers, who need motivation and reason to be involved in the activities, permanent and occasional donors, for whom a different motivation is necessary in order they share their possession with possible beneficiaries whom they do not know, and the last, the clients, who need companionate attitude. All the layers require general and individual approach. As far as the MM is concerned, this is a gigantic machine which is concrete, real and does not allow flexibility in relating with customers.

In contrast with the MFK, MM is a service provider and serves its clients, who in fact pay for the services, as fast and accurate as it is possible. 1. 6. How might the size of each organization impact on its use and maintenance of information? The sizes of the organizations, of course, have its impact on the use of the information. MM, being a bigger organization, required more automated systems of information collection and analysis than the MFK. At the same time, the information of MM is not used for motivational purposes, as MFK does.

2. IT, Systems and IT based Information Systems 2. 1. Describe the five key functions that computers perform? Provide examples of each from the case studies. Storing information- The computer is the device that stores all types of information for future usage and development of the needed documents. Web-design and web updates – MFK maintains a web site which is ensures by the computer. E-mail – this is the function that ensures a great part of communication with different stakeholders of both organizations.

The both, and not only they but the whole contemporary world cannot go without e-mail services. Database maintenance – this is ensured with the help of Microsoft Access, which classifies the information according to the needs and helps using a certain amount of information for spreadsheets, lists, etc. Development of all types of documents – with the help of Microsoft word. Any printed material that is used for internal and external usage, for achieving and publications, is carried out with the help of this program. 2. 2. List and briefly describe the characteristics of systems.

Personal communication – MFK frequently uses this while relating to the volunteers, donors and customers, it is rarely used in the case of MM, probably only in cases of internal communication and communication with other service providers. Written communication – formal letters and notifications used by MFK and MM, and publications mainly used by MM. Internet – web-site and e-mail are used by both organizations Telephone – MFK maintains a call center, and MM uses SMS service to provide with essential information to the users of their services Ticketing system, card readers and ticket sales machines – used by the clients of MM 2. 3.

Define an information system. Use the case studies to explain your definition. System “BEE”. This is a system which accumulates different types of information and classifies according to previously defined criteria automatically. Thus, each information goes to its cell and then are recollected with other data and formula to develop and present the needed analysis and combination of information. The MFK, e. g. , would need such a system to assess the productivity of volunteer work, the impact of the advocacy, the outreach level, the collection of funds and the response of the organization towards the need, the number of applications, etc.

The MM would need this system to assess the productivity of the overall work, the quality of the work, the number of sold tickets, the number of the SMS calls, the outcome of the marketing efforts, etc. 2. 4. Explain how each of the characteristics of systems also applies to information systems. Use the MetMove approach to timetabling as an example of an information system. Not a single system can exist without information, moreover, without classified and clear information. This is the reason I have approached the question 2. 2 from this point of view, at the same time answering the question 2. 4.

I observe the system derived from information and the ways information is processed and communicated, and not the information derived from the system. The MM uses a specialized computer program that analyses numbers of travelers at each location at particular times of day, traffic patterns as reported by the local road traffic authority, road works, special events and anything else that may impact on traffic flow. This an example of a situation which shows how the system is developed based on certain information. The number of the travelers, the density of the travels at certain hours suggests the traffic system.

2. 5. Do MetMove and Money for Kids use IT and IS for strategic advantage or as organizational support? Justify your answer. (200 words max, at most about two paragraphs) They use them for sure. The contemporary work environment does not leave a space for any organization avoid IT or IS while executing their main functions. The competition and the pace of life require certain standardized approached to co-exist in harmony and to be able to benefit from each others’ services. 3. Organizational Communication 3. 1. What is formal communication in an organization?

Explain what role it plays in effective organizational functioning. Formal communication is the most decent and official form of communication which is meant to address the most important information to the most important stakeholders of the organization. To some extent the formal communication has a legal value, as it is written, contains relevant information upon which the addressee may fully rely, it contains signature and sometimes a stamp and is the formal way of expression of the organization. Most frequently formal communication is also a sign of respect towards the addressee. 3. 2.

Explain why the size of Money for Kids is likely to make formal communication more effective than for MetMove. As far as the activities of the MFK are based on the goodwill of the stakeholders; volunteers, donators and clients, it touches human senses and sometimes are the only way expressing the gratitude towards the volunteers and the donators for their time and money, it plays a significant role of maintaining the network. As far as the clients network is concerned, formal written communication is probably used in confirmation of the assistance they will be provided with, as well as the scope and the timeframe they will benefit from.

The number of the clients of MM is huge and the company deals with its clients having an obscure category in mind, a whole group that constitute the segment using their services frequently or occasionally. It is senseless to consider formal communication with a whole layer of population. They do utilize formal communication with other contractual parties that help them to ensure the smooth implementation of their services, but they never have the same volume and impact as the ones for MFK. 3. 3.

What is meant by internal and external communication? Use the case studies to support your explanation with examples. External communication ensures the relations with the general public and specific groups of people who are beyond the organization and support or benefit from the activities of the organization. Internal communication is the interrelation, exchange of information, delegation of assignments and internal reporting that goes on within the organization and constitutes a significant part of the day to day activities.

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