Empowering Employees With Information

¶ … Workplace Information Systems

Implementing Workplace Information Systems

Process for determining the Information Needs of the Work Team

Employees have varying needs relating to information when working in a team. It is always important for organizations to ensure that such needs are satisfied if such team members have to work harmoniously. While determining the information needs of the work team, the process will involve the following steps (Taylor, 1992):

The setting of objectives will mark the beginning of the process. These objectives will guide the process of determining the information needs. The success of the information collection will still be gauged by these objectives. Therefore, this stage must be given maximum consideration in terms of development. The second thing will be to determine the scope of the work team. This step will involve deciding whether the data will be collected from all the workers or a sample. This decision makes the data collection easy and smooth.

The next step will involve determining the way in which the information will be collected, whether it will be a direct or indirect method of data collection. If a direct method is adopted, then the necessary tools need to be developed for that process. These tools may include preparing cameras and recorders for recording live interviews, and developing the appropriate questions to ask the employees in the designated work group. If an indirect method is chosen, then the tools of data collection need to be developed too. The standard tool used with this method is administration of questionnaires. The relevant questionnaires to be asked in the questionnaires need to be written down in line with the objectives. Questionnaire preparation needs also to be prepared well since they will determine the reliability of the information gathered from the workers. The stage involves the review of the identified information to determine whether it meets the organizational needs. Afterwards, the summary report will be written. It is from the report that the leaders the power of information among the individuals they were leading. Besides, they will be able to note the possible areas in which they can make improvements as a way of encouraging members' participation besides empowering them with information (Taylor, 1992).

Summary Report of the Review

The team came from the support office of children and family in the department of disability, housing, and community service (Office for children, youth and family support, 2008). Evidently, although workers were comfortable with the information provided to control their working, pertinent issues were also raised concerning the suitability, accessibility, currency, reliability, and compliance with the organizational policies. The documentation from the office detailed the policies and procedures that controlled the work environment in the office (Ripley, 1995).

Suitability: From the reviewed information that was provided, most workers agreed that it was suitable and that it provided sufficient information they needed to go about their work. These findings were consistent with what was outlined in the documentation that was obtained from the office. The suitability of the information provided will meet the needs of the office as it provides support to children, youth, and family. Consequently, the agency will succeed in the performance of its function to the people.

Accessibility: Concerning the accessibility of the information, most of the workers had several reservations. They seemed to suggest that the information provided was not freely available to the workforce at the time they needed it. Complaints were raised on the long bureaucracies involved in the accessing of the documents with the information, which was quite disturbing to most of the workers. They were not amused with the trend because they thought that this information should be accessible easily and quickly. Inasmuch as the office's needs may be met, the workers' needs are highly compromised. Ultimately, the office's needs may also be affected due to the frustrations of the workers.

Currency: According to the information needs, the information provided to the employees is current. It abides by all the currency rules by stipulating all the information to the last detail. It often relates to policies in operation and the procedures involved when information is shared as is required of all workers in the department (Taylor, 1992).