Situation 22

Speak on how the changes in communications technology affect the working procedures, flexibility, company structure and how it can improve the efficiency at the workplace.

Every workplace can benefit from technology. Even a small plumbing business with three employees can use software to track clients and document all aspects of work. Accounting and marketing software programs are available to help small and large businesses. Although software is designed to save time and energy, it's important to remember that technology can erase the human touch if it’s carried too far.

Speed of Connections

Technology helps organize the work environment. Everything from payroll to inventory is managed more efficiently with well-designed software in place. Documents, such as letters or government proposals for contract work, are easier to write and edit on the computer. Phone systems include technology for three-way or four-way calling, for example, to save time. Conference calls also save plane fare and hotel costs if group calls are productive.

Flexible Options

Virtually all modern technology, from cellphones to e-readers, saves time and energy. Instead of having to stay in the office, as workers did little more than a decade ago, businesspeople can take calls on the go. Electronic readers help business travelers access newspapers, mobile messages and the Internet quite easily. This makes traveling less cumbersome, because paper materials can stay in the office. Emailing business associates from an electronic device means there is no need to return to the office after work if you're traveling around town or already headed home.

Judgment Calls

One disadvantage to technology is it’s possible to actually slow down work with it. For example, checking one’s email too often negatively affects productivity. It’s better to stay focused in making 20 calls versus checking email every 15 minutes. Distractions, such as phone calls, are often best managed by voice mail. Employees, however, hurt relationships with clients and slow down business projects when voice messages pile up.

Live Operators

Technology can frustrate clients who need to reach you. For example, individuals calling a help desk for answers to a question might not reach a live person. Pressing numbers to communicate your needs, such as “1 for yes” or “2 for no,” depersonalizes the relationship between customers and the companies they patronize. Having a live operator as an early option keeps callers much happier. Otherwise, they may take their business elsewhere.

Accountability Concerns

It’s likely that technology can help workers dodge true responsibilities. Every business owner knows voice mail and email can work against a company’s bottom line. An employee who wants to slack off for an hour or two in a private office might let voice mail take calls and ignore important emails. During this downtime, business calls that might have resulted in sales or important relationships are diffused or gone for good.

Global Interfacing

Work projects and business profits all connect to globalization enabled by technology. Everyone can connect with those in foreign countries with the click of a mouse. Decades ago, it would have taken months or years to find an inroad with a foreign partner or associate. Today, you can build a business with someone in another country in a matter of weeks -- or even days.