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external communications so much
easier and efficient. Reporting on events, finances are so much easier
with the use of technology. That is, save time and money.
Technology is providing a
revolution in the workplace and at home. The problem is that most humans
have not caught up with 10% of it yet.
I have some suggestions and plans about how we can make organization and
staff much more in tune with the latest IT (Information Technology)
Information Technology (IT) Plan
Each organization really needs an IT plan. What technology
do you need, what training do you need, how will you implement IT across
the organization? What do you need and what can you afford, or can you
not afford not to have the time and money involved? If you are still
doing things manually and have a mountain of paperwork, will your
organization be around in 2 years time? Should you buy or lease some our
all of your IT needs?
Staff Training and awareness
One critical thing I have found is that an organization can provide the
latest technology but staff need training in how to use it and on an
ongoing basis. It is not good enough to have one session on some new
technology and then say that is it!
There seems to be some fear of IT and some reluctance to learn and adopt
sometimes as well, this can be for an individual or an organization as a
whole.
I believe one should use and reflect IT internally so that externally
you will be seen as a user of IT.
Computers and Networks
Are the computers you have adequate or should you look at an ongoing
replacement plan? Should the computers be networked so you can
rationalize resources like the Internet and printers, scanners etc? Are
there better ways of doing what you are doing? Should you not review
current policies and procedures in the light of advancing IT and adopt
new methods for doing things? You could for instance abandon a lot of
face-to-face meetings, paperwork etc if you adopted new technology like
Web cams and an online briefcase!
Common software
Is the software you are using common across the organization and is it
adequate for the tasks expected, not an overkill or an underkill? Is the
software legal and what is the plan to keep up to date with software and
related issues?
Agreed process for communication and reporting of information Does the
organization have an agreed internal and external communications and
reporting procedure? And more importantly is it used every day by
everybody?
Training should be given to all staff on an ongoing basis as to the
processes for communications and reporting.
Internet
The Internet is such a wonderful tool for research, communication,
software, updates, ebusiness, b2b, etc, but how little it is understood
and used!
The Internet should be your first choice, for communication, to look up
a phone number or to find software or information, the cost and speed is
usually much better than by any other
means.
Things that should be used on the Internet;
* Email
* Online Banking
* Organization Website
* News Groups
* Briefcase
* Information
* Software
* Support
* Sales
* Virtual Office
Like today, I had a bid in on a LAN card, I have won the bid, contacted
the seller and expect it will be at my address on my return from my
current business trip. All done online and some 400 miles away from
usual office. What would we do without the Internet.
Email
Perhaps one of the most widely used part of the Internet is Email. But
it is one of the most abused.
I spend Monday mornings downloading the weekend's email; this is usually
round 150 to 200 emails of which 95% is spam and or junk mail. Most
un-solicited mail turns me right off in a big hurry.
The other way email is abused is friends and associates sending large
attachments. When I would far prefer the idea of sending me a link to
the file and then I will decide whether to download it or not.
Perhaps the last thing is all the viruses sent by email. Personally I do
not use or recommend Outlook Express or MS Exchange as they constantly
attacked with viruses. I use Incredimail from www.incredimail.com as it
is fun and also recommend Foxmail, or Pegasus etc.
I do not recommend Outlook Express or MS email as these are the ones
attacked most often with viruses.
WWW: World Wide Web
Well this is the new toy on the block, but is only a real small part of
the Internet. There are other things like the newsgroups at http://groups.google.com
and like ftp, try ftp://ftp.paradise.net.nz/VideoClips/ has some great
movie clips, etc.
However the WWW is great for getting info, buying some stuff and getting
info out there! Just remember please that it and email are only 10% of
what the Internet actually offers. But hey have fun out there!
Security: Viirus and Firewall as well as Encryption. I use a free virus
checker as I do not like Mcafee or Norton and of course you must have a
firewall to stop attacks on your computer and people looking at stuff or
obtaining stuff they should not have access to.
This does not stop everything so precautions are still needed. I spent
several hours today tracking down and eliminating a Casino Worm, a
program that was always trying to get me to enter a Casino Online.
I think I probably got it from a friend and they are "a bugger" to get
rid of.
There is also a case for encrypting sensitive data and using the
Internet as a Virtual Office, if you have the right systems and
procedures in place and everybody has the skills, software and
willingness to use the Internet for video conferencing, email, document
sharing etc. It means that meetings can be arranged globally and time is
saved to get the job done. This is at www.pgpi.org
Meeting people face to face is important; but so is saving time and
money.
Data Mining
This is the art of collecting information you already have and now
mostly on computer, to use in other ways. Perhaps list of creditors and
debtors as a target market for your products and services.
Or perhaps information you have collected or developed as a new and
different product.
Most organizations have a mountain of information and data, but do not
use in different and innovate ways.
Information Gathering
Is similar to data mining, but is the idea of say, having a free
newsletter on your website, a means of gathering information and
potential customers.
E-Business
Nowadays you just need to be part of the IT revolution whether your
organizations is for profit or not.
A website is a real tool to get information out there. To talk to
potential and existing clients and to perhaps sell products and services
as well.
Knowledge Management
This is the idea that organizations and the staff of the organizations
gather a raft of information.
Not many organizations actually manage the process of storing that
information and protecting the organizations from brain drain or loss. A
disaster plan would identify critical areas, of data protection and
backup and of human knowledge. If your main IT person leaves or departs,
particularly due to some sudden event, have you captured that
information?
Use of Templates for common repetitive tasks see a sample at
http://eastcoast.hypermart.net utor
Human Element/Interaction
Do the people using the technology have a say and are familiar and use
the technology? Each staff member should have a clear file with
printouts of flowcharts and processes for the use of IT. Each staff
member should have a personal development plan particularly in the use
of IT, tailored for their needs and the organization needs.
Human fear of change, of going out of ones comfort zone, of accepting
life as a challenge and obstacles are things to be overcome.
Some useful sites are:
http://eastcoast.hypermart.net
www.novelty-gift.com/courses.html
www.yahoo.com
messenger.yahoo.com
briefcase.yahoo.com
mail.yahoo.com
www.pwcglobal.com
http://www.software602.com/index.html
www.freewarehome.com
www.incredimail.com
www.nzenterprise.com
USE Information Technology with all the amazing powers of the web , but
strive to keep your life in BALANCE. With the web and e-mail, we must
always keep technology in perspective - by using it for 'ease of
communication at the click of a mouse', to make our lives easier and
market products and services around the globe efficiently and cheaply.
MANAGE IT WELL, OR IT WILL MANAGE US in the
early days of this "New Age of Wisdom"!
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