How Are New Technologies Affecting the Way We Communicate

How Are New Technologies Affecting the Way We Communicate

Management of Professionals MAN5266 December 15, 2012

How Are New Technologies Affecting the Way We Communicate 2 Abstract

In this paper the team was asked to research how technology affects the way we manage communication in the workplace. We were asked to discuss two to three new technologies and how they affect the way we manage and communicate at work. Next we were asked to provide a real life example of example of how a new technology was used at your current or previous organization.

How Are New Technologies Affecting the Way We Communicate 3 Introduction Technology Technology provides enhanced knowledge to frontline employees and managers in an organization. Advancing technology allows for an enhanced way of communication that is effortlessly accessible in the workplace. There are no boundaries or delays in communication updates among offices or groups of people with the use of Social Medias like podcast or video calling such as Skype. People are more connected than ever before. Technology provides managers with tools that able to collect data quickly, efficiently, and in real time. The decisions made by managers are more informed because they are backed by data from advancing technologies used in the workplace. They are also in a better position to meet their business objectives. It increases productivity but also has to be carefully monitored along with a well-developed SMART policy that guides the intended use of these tools. In the following sections I will discuss Instant Messaging (IM), Skype (video calling), and Podcast (Social Medias) and their applications for an office environment. Although each has its pros and cons the technologies overall has increases efficiency and minimizes cost to the organization. Instant Messaging or IM is known as the voice of the internet. Companies like AOL,Yahoo, and MSN are among the largest platforms for this technology. IM allows for an informal spontaneous communication with co-workers in real time. Employees have less interruption of their workflow by using instant messaging and increases conversation among employees without losing the time that it takes to call or walk to their office. Employees use it to get quick answers or to get clarification on current work tasks. Information is exchanged in a matter of seconds and allows for employees to multi-task. IM also increases productivity.

How Are New Technologies Affecting the Way We Communicate 4 Skype is an IP telephony platform owned by Microsoft and has over 600 million users worldwide. This service allows users to communicate with other co-workers using a webcam, microphone, and instant messaging via the internet. This videoconferencing is a cost effective way to improve the organizations bottom-line. Cost savings are achieved because the organization can track and monitor operating costs. It provides insight for budget forecast and identifies areas where savings can be made. Travel and lodging expense are reduced as well. Communication with colleagues or customers can be set up locally or globally. Using Skype cuts down on non-essential business travel and maintains productivity levels that would otherwise be lost by traveling. Innovative companies are beginning to embrace social networking tools as a way to enhance communication, information sharing, and collaboration, thereby allowing them to implement many innovative, even radical, business practices (Burrus, D. 2010). Organizations can grow their customer base and increase loyalty by staying connected with their clients using this technology.

Podcast is a type of digital media program that is broadcasts over the internet using an XML protocol called an RSS feed. Podcasts are audio and video episodes and are a great cost effective tool for training. Podcast is time efficient, on-demand communication that organizations use to leverage resources efficiently while maintaining customer satisfaction standards. Once you have subscribed, information is updated as it becomes available in real time via RSS feed. This technology reduces costs by eliminating postage, print, and paper expenses. It is found that the ability of a digital social network to create immediate system-wide solutions, together with a management approach that transforms the organization into a complex adaptive system, allows employees to behave as fractals - i.e. to share applied-knowledge, to take

How Are New Technologies Affecting the Way We Communicate 5 responsibility for performance and management of the processes, to update their superiors, and to develop self-management abilities at the local level (Hasgall, A., & Shoham, S. (2007).

The organization I work for has used video-enabled interviewing via Skype technology. It is both time and costs savings for us to video interview. In the past we have incurred travel and lodging expenses for candidates who were not the top ranked for a position we are filling. In the initial rounds of interviews we send an e-mail link to candidates for an interview. At their convenience, the candidate clicks and respond to preset interview questions while being recorded on a webcam. The hiring manager can then review the profiles, rank the candidates, move them to the next level, or reach out to other managers if a candidate appears to be a better fit for another department. It provides consistency with the interview questions, it gives the candidate a presence rather than relying on the Recruiters pre-screen notes, and their profile can be viewed by the hiring manager on their own time. The interviews can also be set up quicker and it opens up more time for Recruiters to do their job.

In conclusion, the introduction of new technologies can pose to be a great tool for organizations to use. There are numerous advantages as well as disadvantages depending on how the organization regulates the usage of these technologies. Proper training of employees, monitoring of electronic medias, and well developed SMART Policies are some ways organizations can achieve compliance with using these tools.

How Are New Technologies Affecting the Way We Communicate 6

References: Ivancevich, J. M., Konopaske, R., & Matteson, M. T. (2011). Organizational behavior and management. (9th ed.). New York, NY: McGraw-Hill/Irwin.

Burrus, D. (2010). Social networks in the workplace: The risk and opportunity of business 2.0. Strategy & Leadership, 38(4), 50-53. doi: http://dx.doi.org/10.1108/10878571011059674

Hasgall, A., & Shoham, S. (2007). Digital social network technology and the complex organizational systems. VINE, 37(2), 180-180. doi: http://dx.doi.org/10.1108/03055720710759955

Russel, O. P., & Flint, D. (2004). Instant messaging: Does it belong in the workplace? Intellectual Property & Technology Law Journal, 16(11), 5-7. Retrieved from http://search.proquest.com/docview/227146362?accountid=40833