Organizational solutions to information overload in technical and social systems

¶ … organizations likely to find better solutions to information overload through changes to their technical systems or their social systems -- or both? Why?

In the last several years, a wide variety of organizations have been dealing with information overload. The main reason for this is because there has been a transformation in the way firms are interacting with stakeholders. What has been happening is advancements in technology are changing how entities will communicate internally and externally. During this process is when information overload is occurring. This is when everyone will have too much access to information. Once this happens, is the point that it will be difficult in trying to find specific facts, data or go to a particular department inside an organization. (Ott, 2010)

Recently, there have been attempts to address these issues through focusing on technical and social systems. This has been transforming the operating environment by creating strategies for firms to deal with these challenges. To fully understand what is taking place requires looking at both sides of the argument surrounding the use of these tactics. Together, the combination of these elements will highlight how both technical and social systems must be utilized by an organization.

As a result, this essay is focusing on how technical and social systems can change the way an organization is dealing with information overload. The reason why this position has been taken is to show how the most successful entities are able adapt to all changes. Moreover, to illustrate how understanding these issues will help to improve a firm's competiveness. Those organizations that have the ability to make adjustments to these transformations will remain at the forefront of innovation.

The Views of Proponents

Proponents of social and technological change have a number of different theories on how organizations are finding better solutions for dealing with these issues. One of the more common tools that are being utilized is the social technical systems theory (STS). This is when various instruments and tactics (technical systems) are used by managers / employees (social systems) to provide various products / services to customers. The effectiveness of the design and integration of these principals will have an impact on how a firm is able to interact with employees. (Errey, 2006)

According to proponents, once these elements are combined with each another is when there will be a transformation in the operating environment of an organization. Evidence of this can be seen with information from Bellinger (n.d.). He found that those firms which are able to use these kinds of systems are integrating a number of principals together. These include: data, information, knowledge and wisdom. The combination of these factors is based upon using technical data and specific information to identify the right sources for the individual. While the knowledge and wisdom is from having the experience, to determine when a particular piece of information is useful. This is important, in showing how both social and technical systems are helping organizations to find better answers for dealing with information overload. (Bellinger, n.d.)

As a result, the main reasons why we are supporting this position, is based on the fact that this is a natural part of adjusting to these transformations. Those firms that are able to take new sources and create procedures to locate specific information will be more productive. A good example of this can be seen with observations from Blair (n.d.). She found that those organizations which are able to create procedures in finding specific data can use new technology to their advantage. This is what happened when the printing press was first introduced with most people having information overload. Those individuals, who created procedures to find specific data and then used this information, were able to adjust with these changes. Once this took place, is when their organizations became more dominant by utilizing this data to their advantage. A similar situation is happening today with the transformations in technology and how quickly a firm is able to adapt. Those who have effective procedures for dealing with information overload will have lower costs, higher profit margins and they are more responsive to the needs of stakeholders. (Blair, n.d.)

The Views of Opponents

However, opponents of using both technical and social systems will often claim how there are a number of weaknesses with this approach. The reason why is because most organizations are applying general principles that may not pertain to their firm. This is problematic because there are a number of issues which could have an adverse impact on the organization. The most notable include: ethical challenges, providing access to the database and existing areas of influence inside the organization. The combination of these factors will lead to information overload. The reason why is because they are trying to integrate these protocols together when there are challenges that need to be addressed. This is the point that the odds increase of the strategy being ineffective at helping an organization to address these issues. ("Why a Social Technical System," 2005)

To counter these arguments, many proponents will claim how all firms must have a desire to want to change. This means that they need to create customizable solutions that are tailored to the organization itself. A good example of this can be seen with observations from Green (2010). He found that social and technological factors can be combined to create a strategy for helping organizations to deal with these issues. The key for any firm to be successful is to create a customizable solution using: data, information, knowledge and wisdom.

According to Green, this approach has been embraced by both mechanics and doctors to customize their continuing education programs. In both situations, these career fields require keeping up on the latest changes and understanding new concepts that colleagues have developed. The way that these professionals were able to receive any kind of new ideas in the past was through: journals, books and magazines.

However, recently there has been a transformation in how both career fields are reaching out to everyone. What has been happening, is social networking is being used in conjunction with offering this data online. This has been shown to be an effective way for professionals to be able to interact with one another. Over the course time, this will reduce information overload by having specific groups and categories for individuals to learn more. This is significant, because it is showing how an organization can take these ideas and use them to improve access to information. Once this takes place, is when various stakeholders can interact with one another and find the data / information they need the most.