Sunday, April 29, 2007

Managing Communication at Work

Ladies and Gents,

After attending our first session of Managing Information Systems, I have realized something - I am "Clueless about Technology". In fact, out of all the inquiries Philipe made as to what tools we used, I think I raised my hand to two: Online Banking and MSN. I have a computer at home that I don't get much time to use (unless I'm doing homework of course) and a computer at work that I get way to much face time with. Working at UPS has helped me understand a lot about the importance of technology, the importance of integration, and the impact technology has on employees, customers, productivity, and management.

The only reason I know a little bit about MSN is because UPS allows us to use MSN to improve internal communication. From a management perspective, I find the tool useful but it can be a pain in the neck as well. For those of you who may not be familiar with MSN Web Messenger, it's a feature that allows users to communicate real-time (virtual conversation) with individuals and/or groups. You simply type in your message and send, then within seconds or minutes (depending on how slow of a typer the recipient is) they can respond. Users can customize their site, add pictures, add web cams, add emoticons to their communication, and also monitor whom in your contact list is available to communicate or not. That's the basics but there are lots of other features.

I first started using MSN to communicate to my manager when she was elsewhere in meetings, as I knew that she would see the MSN pop-up. I then started asking my peers quick questions via MSN and got quick answers. I find MSN is informal and a quick way to communicate with people. Since I supervise employees, my peers find it useful to MSN me if they see something going on that I need to investigate, like a hot dispute between employees. MSN saves time and I get real-time answers! The only draw-back is that even when you put your status as busy or away, you get the odd pain in the neck who is trying to get your attention through MSN. I feel compelled to answer!

Although I'm using MSN at work, I still have opportunities to improve my usage of it. For instance, MSN is a great tool for meetings, and for communicating confidential details within departments (so there's no ears glued to your conversation), and for directing work flow and even directing teams. I met a student in the 2005 MBA stream who primarily uses MSN to direct her team and manage her own work flow. She works from home often, she manages numerous MSN conversations at one time, manages her team and their work flow through MSN, and facilitates most of her meetings through MSN. I'm certainly not at that point yet.

By the way, if you plan on trying MSN, you may want to familiarize yourself with some of the lingo - there's some weird stuff.