Technology and the Workplace
February 22nd, 2008 by Cali & Jody
This story about how social networking sites like Facebook and MySpace are “sneaking into the office” is just a tidbit, but we were intrigued by the last line:
“As with instant messaging and wireless access, banning the technology from the office is not effective because it is likely to creep in anyway. It is better to recognize it, evaluate it, manage it and then use it appropriately.”
We don’t have all the answers on this topic, so we thought we’d throw the question out to you.
How is technology used (effectively or ineffectively) in your workplace?
How would you like to see technology used?
Finally, if we let technology lead the way (as opposed to us making rules about how technology is used) how might we behave differently in terms of work?
At a large group meeting, I got in trouble for saying “We all have phones on our desk, but we have forgotten how to use them.” I was referring to the fact that many people opt for less-effective means of communication like email for some discussions that involve face-to-face or more interactive voice discussions. Management took it the other way, and sent out “instruction books” on how to use all the advanced features and functions of the phones themselves, and offered classes on “how to use the features on your phone” like setting up a 3-way call, etc. This then turned into a backlash of people who actually don’t like confrontation and are not extrovert and prefer hiding behind email to avoid direct communications and prefer that conversations are documented and you can go back to them rather than trying to remember what someone said. The resolution to that was that now everyone designated their “preferred communication method” in the employee directory, and we must now look this up, and initiate conversations in email for those who prefer it, and intitate conversations by phone for those who prefer that. The two parties can then agree to switch over to the other if appropriate.
First, Tony, with all due respect…WOW!!! Other than speed and the ability to contact multiple (tens, hundreds, thousands, etc.) recipients instantaneously, I feel email has all but doomed the phone. However, I feel grown adults should have the “option” to decipher and coordinate with others (workers, clients, etc.) as to which form of communication is best for a particular situation. Ridiculous, blanket policies are insulting and can sometimes be counterproductive.
To answer the questions in the blog:
1) I emailed an excel spreadsheet to staff requesting missing information - someone in my office printed out the spreadsheet, taped it to an 11×17 sheet of paper, and hand wrote the missing data in pencil
2) I asked a home school visitor for a copy of her caseload, she handed me a notebook with 185 names of children’s names and demographic info. written in it
3) Upon new children being placed into special education, secretaries are asked to type (on a TYPE-O-WRITER!!!!) the pertinent info. onto a three-part form to be mailed (using in house mailing) to all necessary staff. They do so, because they state they have to…YIKES!
4) There is a definite shortage of office space within the district, however therapists (speech, psychologists, etc.), when not directly working with children, are asked to work in basements, under stairwells, in libraries, etc. instead of simply being allowed to be available ala email/cell phone if needed. A large portion of their job is completing paperwork, so why not afford them the freedom to complete it in an environment best suited for it - as determined by them? Moreover, a building consolidation proposal has been submitted to help cut into the $5.5 million deficit.
5) Tuition reimbursement requests must be submitted on paper and that paper MUST be GREEN!
6) Though all district staff is required to not only have an email account, but to check it daily…the district (from all depts.) still sends paper memos????
In the absence of conducting cost analysis studies, I would venture to guess between office space savings (real estate, utilities, equipment, etc.) and technology optimization (less paper = less costs + more efficient = better performance), the district could probably free up some real cash for that other much needed resource….oh yea…teachers!
My current employer attempts to block everything: IM, Web based email, software downloads, and so on. As software developers, we are not only frustrated beyond belief by this, but find it increasingly impossible to do our jobs.
We can’t download development tools, software updates, SDK’s, and on and on. There are so many unapproved work arounds to all of this, I cannot see what the point is.
Instead of allowing developers to use technology to be productive, the policies seem to be about preventing us from using the tools we know will help us get things done.
My opinion on this is, if you hire the right workers the proper use of technology SHOULDN’T be a problem. Yes, everyone will check their non-office email now and then, or take a break to skim craigslist. Does this make the employee less productive? Or does this make the employee MORE productive because they needed a short break to clear their head before tackling that next big project?
I think managers should lead by example when it comes to technology use as well. I’ve had bosses who feel it’s fine to have communication with the outside world, and I’ve had bosses that demanded none. And with all things, I think there has to be a balance.
One of the more interesting developments in corporations is the huge increase in global resources — people work on different continents who are part of the same team.
Well, this isn’t like you can just go to your local bar or pub and share a drink with your co-workers, is it?
But relationship building is how teams are selected and about how they perform.
IBM has come up with their own internal Facebook application for the specific purpose of letting people know who you are, your work strengths, and what you have worked on in the past. All of this is searchable so that when virtual teams are being formed, the application is used to select teams.
They created the technology for business reasons: they only perform certain business functions in certain cities on the planet. And, of course, different functions are in different cities — so the Facebook-like application becomes their “pub.”
The key issue is how technology fits into the business objectives, not whether technology fits into some sort of rule.