Technical Problem
The organization has been doing quite well in its hardware acquisition but not in its use. This is because it is limited by the softwares available. Consequently, the proposal seeks to encourage the management to adapt the use of more software in order to increase its output and efficiency. The solution will thus be an acquisition of the softwares and the training of the employees to use it.
Identification of the problem
Although hardware is a necessary investment for a company like ours, it does not reach its potential without the necessary investments in software as well. There is enough hardware in the organization. What lacks is appropriate software. Most of the software that is currently in use was pre-installed and has been able to handle the most basic tasks. However, the employees do not have support for more optimization in their work. Consequently they are using a lot of time to conduct research and run tasks which they perform everyday with too much time. As a result, less work is done. The learning curve for the employees utilizing the computers has reached an end and they are not using less time as they did before. This is because even though they have learned how to use the applications the applications do not offer easier ways of carrying out the tasks.
How software will improve the situation
Increased communication
An investment in software will increase the productivity of the employees. This will primarily be in several ways. One would be in increased communication. Communication is key to organizations and that is true of our company. Software today are increasing the levels of communication and are particularity responsible for increased communication globally (Kolawa, 2009). Software like Skype can increase communication with others including suppliers and customers while keeping the costs down since it is a free phone service. This is just one of the tools which companies are using to keep themselves aware of the needs of customers (Kolawa, 2009). Through this increased communication companies can also solicit new customers. Being able to reach potential customers and have a direct and reliable communication channel is important for company growth.
Reduced costs
The Skype software for example bears all the benefits of the phone communication without the costs. In addition to increasing communication it will reduce the cost for the company even in its internal communication. Cutting costs is important for a company because it offers an opportunity to increase the profit margin. The funds which are saved can be diverted to other areas. Software can cut the costs of other services like faxes, mail and some deliveries. This can be through the utilization of software like emails and phone such as Skype for example. The company can thus reduce cost without compromising its communication but instead increasing its communication even further (Lifehack, 2005-11)
Increased efficiency
Due to the number of research that employees have to conduct on various topics they need a software that can assist in their tasks. This would increase the use of search engines and improve the search within the networks at the company as getting the right information is critical to decision making (Kolawa, 2009). Software such as Launchy are able to assist users get data by searching in various sites and also facilitating searches within the network (Lifehack, 2005-11). This saves time for the employees and allows them to be involved in other tasks. In addition it ensures that the information acquired is vast and employees can make informed decisions for the benefit of the company.
Increased output
To increase productivity, software like AutoHotKey can also be utilized. These are important particularly for the employees who visit the same sites or conduct the same tasks (Lifehack, 2005-11). It allows the employees to use key strokes or even the mouse for automation. Making the searches easier and accessing application simple. This application can be especially useful for new employees as well. They can be able to use the simple method to access various applications making it easier to orient them. Other employees can benefit from such software because it makes working with multiple applications easier. Efficiency is increased.
Preliminary plan for implementation
The first part of the implementation will require identifying which softwares are needed and ensuring that they are made available (Fuller, 1997). According to the needs of the company, there is a need for installation of Skype, Launcher and AutoHot Key. The costs for these softwares will be evaluated and assessment made as to whether the necessary products can be purchased (Fuller, 1997). It would be best to install all the softwares at the same time to avoid distractions every time changes are made to the computers. It will also make any instruction easier on the employees.
Once the softwares are purchased they should be loaded onto the computer network in a trial office setting. The reason for this is that in case there are problems they will be detected and fixed without interfering with the whole network (Fuller, 1997). Business can thus continue to occur at the same meaning support can be given to customers and other necessary functions would continue. Once it is established that the softwares are working in the trial set up, they can be introduced to the entire network.
The employees would need orientation on how the software works and how they can use them appropriately (Fuller, 1997). This will prepare them to use the softwares once they are introduced and the organization will begin reaping rewards instantly from its investment.
The timing for the introduction of the softwares to the entire network should be picked when there is minimal traffic in the network and least usage of the computers (Fuller, 1997). Over the weekend at night would be a preferable time. This would also allow for time to fix any problems and to test the machines.
After the softwares are introduced the organization should retain a technical support personnel who can help any employees with transition problems (Fuller, 1997). An internal employee can be trained in the use and troubleshooting of the softwares applications in case there are problems after the use of the softwares. According to Fuller (1997), this will ensure that the employees begin utilizing the softwares and work in unison.
Potential problems
One of the problems that could be encountered is employee resistance to the changes (Bridges and Bridges, 2009). Using the new softwares will increase the demands on them and will require learning how to use the software. Employees are often resistant to changes and yet the success of the project will largely depend on their use of the software. They therefore need to be encouraged to embrace the change and be assured of its benefits to them (Bridges and Bridges, 2009). Another problem that could be encountered is that the employees may not use the softwares to increase their productivity in significant ways.
The softwares, for example Skype, may be utilized more for personal use than for the good of the organization. This will make the investment less profitable for the organization. The organization therefore needs to educate the employees on company policy and ensure that they are observed. The output of the employees should also be weighed against the investment made (Bridges and Bridges, 2009).
Qualifications
Our team is quite qualified to perform the changes necessary as Electronics and Computer Technology (ECT) technicians. The team has experience in the field and knowledge to make the changes fruitful and effective for the good for the organization.
Call to action
It is imperative to take action because the organization continues to suffer low productivity owing to the slow use of helpful software. Kindly consider the proposal we have given forth as an important part of the growth we seek in the organization and as part of your contribution to the organization.
Conclusion
Taking advantage of the wares that are out in the industry can dramatically transform the prospects of an organization. If the proposal set forth in the report is adapted then the organization stands to gain in its productivity and efficiency. The changes will also continue to yield into the organizations future.
References
Bridges, W. and Bridges, S. (2009). Managing transition: Making the most of change.
Philadhelpia, PA: Da Capo Press.
Fuller, J. (1997). Managing performance improvement projects: Preparing, planning,
implementing. San Francisco, CA: Jossey-Bass/Pfeiffer.
Kolawa, A. (2009). The next leap in productivity: What top managers really need to know about
information technology. Hoboken, NJ: Wiley.
Lifehack. (2005-11). Top 20 applications to increase your productivity. Retrieved on 14th July,
2011, from
http://www.lifehack.org/articles/technology/top-20-free-applications-to-increase-your- productivity.htm
