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Technology and organization

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A time for each thing, each thing on his time.

Few months ago, I had a phone conversation with my tax consultant who was in a bad mood. He told me the difficulties he had to do his job, without being disturbed by phone calls every five minutes, by people asking why they have not yet received an answer to the mail they sent …..five minutes ago !

As I am used to say, technology is a revealer of lack of organization or non-organization. Technology is useful to help us to perform tasks or processes, but it does not replace the basics of organization. A tool helps us to perform a task, but do not condition the way we will do it. Let’s take the example of e-mails. E-mail is a revolutionary invention giving us the possibility to transmit information to everybody worldwide in a short time period. This way to send information is much faster than if you have to send it by post. Does it mean that you have to jump to your electronic mailbox each time you receive an e-mail? Are you checking every five minutes at home if the postman put some letters in your mailbox? As manager, I am not sure that your core business is to read and dispatch mails during all the day. A time for each thing, each thing on a time.

Most of the time, technology is seen as the solutions for nearly everything. Such confusion makes that the results level is not the one expected. Technology does not mean methodology. The methodology defines how you will perform a process, the technology is the tool you will use to perform the process by applying the appropriate methodology. If for instance, you have to perform the financial closing of a company, you will process to the closing operations following a determined methodology based on the elements in your books, and you will use an accounting software to proceed to these operations. To use an accounting software does not mean that you have not to learn accounting rules anymore.

Other example: you want to organize a meeting. By organizing this meeting through conference call will probably take less time and save money, than if the attendees of the meeting have to travel to a location, but it does not mean that you have not to prepare an agenda with the different points you want to discuss during the meeting. If you do not communicate any agenda before the meeting, the attendees are unable to prepare it and the time consumed will be a pure loss.

We have to be aware that technology is only a processing unit giving us the possibility to go faster and to achieve targets with higher results and better quality. Technology provides added value if the processes are clearly defined and if methodologies are implemented.

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Written by Eric Saint-Guillain

September 14, 2010 at 19:10

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