Organisations need to use information communications technology (ICT) to do well in today's world. That is because technology can help organisations work better and stay competitive. However, many changes are being implemented due to the increasing demand for ICT. Your organisation must keep up because otherwise, you risk getting left behind by your competitors. So, to keep up, you must implement changes into your current ICT environment. To do that, you must first learn how to examine your organisation's ICT needs.
First, examine your organisation's strategic plan. A strategic plan outlines the organisation's vision, mission and objectives. It is like the heart of an organisation's plans, guiding them toward their goals.
Examining the organisation's strategic plans for ICT is essential because it ensures that ICT initiatives are aligned with the broader goals and direction of the organisation.
You will also learn to examine the current state of your organisation's ICT. It includes examining the current state of your existing ICT systems and products. Doing so provides a better understanding of the existing ICT infrastructure. You will identify the strengths, weaknesses and areas requiring improvement. It will also help you identify gaps between the current state and desired outcomes. After determining the gaps, you can ensure that proposed changes are targeted to these gaps. Hence, the changes become more aligned with the organisation's needs.
You can develop proposed changes that optimise resources by doing all these things. These changes will also enhance the effectiveness of your organisation's future ICT initiatives.
Imagine living in a new city; you might feel lost and disoriented without access to a GPS. In the same way, an organisation might feel this way, too, without proper guidance. That is why the strategic plan is critical to the organisation's success.
A strategic plan outlines an organisation's vision, mission and objectives over a specific period. It acts as a guiding map that provides direction and purpose. It helps the organisation make informed decisions and divide resources efficiently. It will also help your organisation stay focused on its long-term goals.
Before analysing a strategic plan, it is crucial to understand a few things. One is its various components. The strategic plan is like a puzzle with pieces that fit together to create a clear picture of the organisation's future.
In a strategic plan for business organisations, you may encounter these six important parts:
The mission shows the main purpose and what the organisation stands for. It aligns with the organisation’s core values, helping everyone understand why the organisation exists and what it aims to become.
The vision is about the organisation's dreams and goals for the future. It is like a picture of what the organisation wants to become. The vision motivates everyone and shows Goals the direction they are going.
The goals are the big things the organisation wants to achieve. They give a sense of direction and purpose, guiding the organisation's important decisions. Goals can include growing the business, making customers happy or using more efficient and sustainable technologies.
The objectives are the specific targets the organisation aims to accomplish to achieve its goals. Objectives break down the broader goals into actionable steps. They provide a clear focus for departments and teams.
KPIs or key performance indicators are quantifiable metrics used to measure the success of specific organisational goals and objectives. KPIs provide a way to assess performance and can help you determine whether strategic objectives are being achieved. For example, customer retention rate or net profit margin are KPIs that can help you identify areas that may require improvements. They also help gauge the success of specific organisational goals and objectives.
The timeframes tell you about the specific time within which strategic objectives, goals, initiatives, and action steps are planned to be achieved.
When all these parts come together in a strategic plan, the organisation has a clear direction. It is like having a powerful tool to succeed in the business world and match its technology needs for long-term success.
Aside from the plan components, you must examine your organisation's industry environment. It is the second factor to understand before looking at the strategic plan. The industry environment can change how well a company reaches its goals.
The industry environment refers to a range of factors that affect the industry to which your organisation belongs. Your organisation’s industry environment may include the following:
- Money trends that affect the organisation’s financial decisions
- Competition from other companies in the same industry
- Rules that companies must follow to succeed
- New technologies (e.g. artificial intelligence, Internet of Things or blockchain)
Organisations need to know about the industry environment to make good decisions and do well.
Finally, you must also check your organisation’s objectives. Without clear objectives, the organisation has no specific, measurable target.
Organisational objectives are specific goals that your organisation aims to achieve. These objectives are important because they give the organisation a clear direction. They also ensure that teams and departments work together towards the same goals.
Objectives help you use resources like time and money wisely, and they let you measure how well your organisation is doing. Achieving the set objectives makes people feel good about their work and gives them a sense of accomplishment. It also means that you have successfully addressed your organisation’s targets. Objectives are crucial because they help you focus, work better together, and succeed.
In conclusion, organisations need a plan and clear goals to navigate the complex industry.
Understanding the following is all equally important in analysing a strategic plan:
Analysing an Organisational Strategic Plan
Analysing your organisation’s strategic plan is like checking a map. It guides the organisation toward its goals. It means looking at the plan's details to ensure it is not just a bunch of ideas but a clear and doable strategy.
Analysing the strategic plan is crucial, especially in the context of digital transformation. Analysing the plan can help the organisation excel in its industry as it can provide clarity and make the plan efficient.
Analysing the strategic plan also helps identify the strong points of the organisation and the areas needing improvement. You must ensure to analyse the organisation’s strategic plan against the following:
- Your industry environment: Analysing your strategic plan against the industry environment is crucial. It helps you understand the trends and rules you must follow outside your organisation.
- Your organisation’s objectives: Looking at your plan alongside your organisational objectives is just as important. It keeps you on the right path and helps you move forward in the right direction.
Doing these things ensures you are prepared to face challenges and maximise opportunities.
Analysis Methods
Now, the question is, how will you analyse your strategic plan against any of the factors given? There are many ways to analyse your strategic plan. However, in this resource, you will focus more on the following:
SWOT Analysis
The SWOT analysis is a method used to evaluate a strategic plan against both the industry environment and the organisational environment. It is a specialised tool that aids organisations in strategic planning and decision-making by assessing the plan's strengths, weaknesses, opportunities, and threats, which are also the components from which its name is derived.
You can use SWOT analysis to analyse your strategic plan in regard to how it is applied against the:
- Organisational environment
- Industry environment
For example, you can use SWOT to analyse it to gauge your organisation’s readiness to implement new technologies, like cloud computing. You can use these technologies to streamline your operations.
How to Use the SWOT Analysis
First, understand why you are doing the SWOT analysis. In this case, you are doing the SWOT analysis for your ICT strategic plan against the industry environment.
Find what is good about the plan. Strengths are the things inside the plan that make it work well. One example is having clear goals, such as wanting to increase sales by 10% through a new CRM. This is a strength as it ensures the plan matches what the organisation wants to achieve.
Determine the weak points in the plan. Weaknesses are things inside the plan that might stop it from working well. For example, if the plan is not very clear about how to increase sales, that is a weakness. There must be a clear method for increasing sales. For instance, the organisation may indicate in the plan that it will use a new CRM for tracking customer purchase patterns.
Identify external opportunities that the strategic plan can capitalise on. These factors in the external environment can benefit the plan’s objectives. These are usually factors that exist within the industry environment. Examples of these factors include the following:
Evaluate external threats that could pose challenges to the strategic plan’s success. These are factors in the external environment that could impede progress. Consider competition, regulatory changes, economic shifts, and other risks that could impact the plan's execution.
See how your strengths and weaknesses match your goals. Check if the plan has the strengths to support the goals and if the weaknesses do not undermine the goals.
Check if the strengths can be capitalised on to boost the opportunities. Then, check if the threats affect the weaknesses of the organisation’s plan.
Rank strengths, weaknesses, opportunities, and threats based on importance.
At last, summarise the gathered information and consider using it to think about possible improvements for your strategic plan. This step is part of a larger process that you will learn more about in a later discussion.
Below is an example of a fully answered SWOT analysis matrix:
| Strengths | Weaknessess |
|---|---|
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| Opportunities | Threat |
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Watch
Watch the video below to learn more about SWOT analysis.
PESTLE Analysis
PESTLE analysisis a method for assessing external environmental factors that can affect an organisation. It is particularly well-suited for analysing the industry environment. PESTLE stands for:
It helps organisations assess the broader context in which they operate. It also helps organisations understand the potential opportunities and challenges these factors present.
When analysing your ICT strategic plan against the industry environment, you can use PESTLE.
PESTLE analysis is a tool that businesses use to look at the bigger picture. It helps them understand the things outside of their control that can affect how they work. These things are divided into six categories: politics, economics, society, technology, laws, and the environment.
Politics looks at how government decisions and stability can change things for a business. Economics checks how money-related things like inflation or exchange rates might affect the business. Society considers how people and their ways of living impact the business. Technology is about new inventions and how they change how things are done. Laws ensure that a business is following all the rules. And finally, the environment thinks about how things like climate change might affect the business.
When a business looks at all these things, it can better plan for the future and ensure that it is ready for whatever comes its way.
How to Use the PESTLE Analysis
Here is how you can apply a PESTLE analysis to evaluate the strategic plan:
Consider how political factors impact your strategic plan. Assess whether the plan aligns with existing regulations. Then, check how potential changes could affect its execution. Examples of political factors are:
Evaluate economic factors such as economic growth, inflation, interest rates and consumer spending. Consider how these factors can influence the financial feasibility of the strategic plan. Check how these factors will affect the resource allocation in the plan.
Analyse societal and cultural trends, demographics, consumer behaviour and social attitudes. Determine if the strategic plan aligns with changing customer preferences. Check as well if the plan aligns with a shift in demographics.
Analyse current technological trends and innovations that can influence the plan's execution. Take a close look at whether the plan makes good use of emerging technologies. Also, assess how well it adjusts to fast changes in technology.
Think about the rules for your industry and the possible legal problems for your plan. Ensure your plan follows these rules. Remember, legal factors are about laws related to your industry, while political factors are more about government decisions and policies.
Assess environmental factors such as sustainability practices, climate change and environmental regulations. Determine if the strategic plan addresses environmental concerns and contributes to sustainability goals.
Conduct a review of the content for accuracy.
Below is an example of a fully answered PESTLE analysis table:
| PESTLE Areas | Specific Factors |
|---|---|
| Political | Compliance with new data privacy regulations affecting customer data handling. |
| Economic | Potential economic downturn impacting consumer purchasing power and demand for products or services. |
| Social | Changing consumer preferences for online shopping, impacting the plan’s distribution strategies. |
| Technological | Incorporating emerging technologies like Artificial Intelligence and Internet of Things into plan execution, improving efficiency and enhancing the customer experience. |
| Legal | Challenges with copyrights, like complying with software licenses and patents, for new software introduced. |
| Environmental | Plan’s alignment with the organisation’s commitment to reducing carbon footprint. |
With PESTLE analysis, you can better identify the factors within the industry that can affect the strategic plan’s success. It will help you better plan how to align proposed ICT changes with the strategic plan later.
Reading
Check the link below to learn more about the PESTLE analysis method:
Analysis of Objectives
Analysing the ICT strategic plan against the organisation's objectives is critical for you. Doing so ensures the strategic plan contributes to the organisation's mission and vision. Note that the analysis is usually exclusive to your organisational objectives. For organisational and industry environments, you can use methods like SWOT and PESTLE.
How to use the Analysis of Objectives
The specific steps to analyse the plan against the objectives may vary. However, you can consider the following:
Familiarise yourself with the organisation's mission, vision and specific objectives. Recall that these were discussed earlier in this section. Check the specific objectives of your organisation. Examples of these objectives can include the following:
- Updating the organisation's ICT infrastructure with cloud-based solutions to streamline processes.
- Increasing profitability to wider customer reach through ICT.
- Improving customer through enhancing the website and e-commerce store.
- Implementing sustainability practices in ICT systems, such as energy-efficient data centres.
To see if the strategic plan fits with what the organisation wants to do, you need to do a few things. These things may vary but can include the following:
- Check for consistency: Ensure that the strategic plan maintains consistency in its messaging and approach. Verify that the goals do not conflict with the organisation's established objectives.
- Evaluate priorities: Compare the priorities outlined in the plan with the organisation's overall priorities. Assess whether the plan focuses on the most important areas aligned with the objectives. You can use data analytics tools to compare the priorities outlined in the plan against the organisation’s objectives.
- Review KPIs: Analyse the KPIs set in the strategic plan. Determine if they are aligned with the organisation's objectives. Check as well if they effectively measure progress toward those objectives.
- Consider timeframe: Examine the timeline for plan execution. Ensure that the plan's timeframe aligns with the organisation's objectives. Ensure also that milestones are achievable within the designated timeframes.
- Identify synergies: Synergies refer to the positive interactions when different plan elements work together. Identify areas of synergy in the strategic plan that can enhance the achievement of the objectives.
Determine the potential impact of the plan on achieving the organisation's objectives. Assess if the strategic plan can effectively drive progress toward the desired outcomes.
If gaps exist between the plan and the objectives, consider employing agile methodologies for quick adjustments. Agile methodologies are a set of principles that can support organisations in adjusting gaps between strategic plans and objectives. These methodologies help teams respond to changes and realign plans to meet objectives. Check also if additional initiatives are needed.
Seek input from required personnel, such as management and department heads. Seek feedback on the alignment of the plan to the objectives. Doing so will help you gather insights for potential refinements.
Summarise your findings of the comparison. Ensure to list areas in the ICT strategic plan that do not align with the organisation's objectives. These will later be the areas where proposed changes can be implemented.
Tips for Documenting the Organisational Strategic Plan
Documenting the current strategic plan of an organisation is essential. Note also that it is ideal to store your documentation in a secure cloud environment for easy access and updates.
Recall that each of the three analysis methods already implies that the results are documented. Ensure to pay attention to how the analysis results in each method are to be documented. Ensuring that your strategic plan is effective and valid is very important.
The plan acts like a clear map that shows where the organisation is going. In the fast-changing world of different industries, having a good record of the plan helps everyone understand what to do. It also helps when making decisions, checking progress and working together toward the same goal. If the matrices and other documentation lack the details needed, it can disrupt the organisation's daily operations.
To ensure that you do your analysis and documentation properly, here are some tips:
- Structure the content: Organise the information logically using headings, bullet points and clear paragraphs. You can refer to your organisation’s style guide for the proper formatting.
- Create the document in a professional manner: Use word-processing software like Microsoft Word or Google Docs to format the information into a cohesive document. These software applications also allow online sharing, which makes it easy to collaborate with your colleagues. Ensure to check in with your organisation to see if they have preferred software you can use for your documentation.
- Visualise with graphics: Utilise tools like Microsoft Visio or Lucid chart to create charts, diagrams and visuals. These tools can help enhance the clarity of your information. These tools can also help to represent goals and connections in a more concrete manner.
- Review and refine: Proofread for errors and ensure the content is clear and concise. Make necessary edits.
To sum up, documenting the organisation's strategic plan is important. It is like having a clear map for success. When the plan is written down neatly, everyone can understand where the company is going and what needs to happen. It helps the team work well together, make smart decisions, and keep track of progress.
Plus, having a documented plan, preferably stored in a secure cloud environment, serves as a reference book. It helps your organisation learn from the past data and adapt for the future. It is helpful inside the company and when working with others. So, by putting the plan on paper, the company sets itself up for a successful journey in the industry.
Now that you know what internal and external ICT systems and products, we now have to evaluate them. Evaluating these ICT systems and products makes sure everything fits together smoothly. This evaluation helps us understand how well our technology aligns with our goals and needs. It also helps us identify where improvements or changes might be necessary. By doing this, we can keep our organisation running efficiently and effectively.
In today's fast-changing world, technology is important. One part of technology is called Information and Communications Technology (ICT). ICT includes computers, digital tools and emerging technologies that help with information and communication. These technologies can include artificial intelligence (AI), Internet of Things (IoT) and 5G.
With that said, evaluating an organisation's ICT is essential. It means checking how technology is working now. This helps us see what is good and what needs improvement, but more specifically, it helps the organisation for a few reasons:
- Matching goals – It ensures that the technology in the organisation fits what the organisation wants to do.
- Improvement – By looking at the ICT, you can find ways to make work easier and faster.
- Safety – It helps protect the organisation's information and keeps it safe.
- Resource efficiency – It helps the organisation use resources in the right way.
- Smart choices – When you know how well your technology is doing, you can make good decisions about what to do next.
To summarise, evaluating ICT is essential for staying on track with your goals. It also helps you work better, keep things safe, spend your resources wisely and make smart choices.
For example, one ICT tool that your organisation can use would be data analytics tools. These tools can assist in making informed decisions about upgrades. These tools can also assist in applying changes or new strategies to organisational operations. These changes and strategies help the organisation stay abreast of the technological landscape.
You have established the importance of ICT and how important it is to evaluate its effect on your organisation. This time, you also have to understand three types of ICT.
You need to know these three types because they help you look at an organisation’s technology in a more focused way. It helps the organisation find any problems or weaknesses in its technology.
ICT Systems
ICT systems are comprehensive frameworks or infrastructures comprised of all the hardware, software, networks, and data that help the organization manage, share, and use information and communication. These technologies greatly help extract valuable insights, data analysis and automation.
Current ICT Systems
These are the technologies and tools an organisation uses to handle its ICT needs. These systems are already in place and are the foundation of the organisation’s technology setup. These technologies provide great help in possibly extracting valuable insights, data analysis and automation.
This can further be categorised into two:
Trends
Trends refer to what is popular or happening right now. It is like checking out what most people are doing or using today. It is usually associated with the present or the recent past and is identified by looking at existing data, market developments and the current state of technology adoption. Some examples of current trends in the context of ICT systems are the following:
Cloud computing entails using remote servers accessed through the internet. Its popularity is due to its advantages. These advantages come in the form of scalability, cost-efficiency, flexibility, and accessibility.
AI development enables computers to imitate human actions. This includes tasks like comprehending language and making decisions. AI is important because it automates tasks, analyses data, and improves decision-making. It is used in various ICT applications, from virtual assistants to self-driving cars and cybersecurity. AI is transforming ICT systems, making them smarter and more capable. It's a big trend in today's ICT world.
- IoT connects objects and devices to the internet for data exchange. It is significant for automation, data-driven decisions, and improved connectivity. IoT tech is used in diverse ICT applications, like smart homes and healthcare monitoring. IoT is changing how ICT systems work, making them more data-focused and interconnected.
Remote work means employees work from places other than the office using technology. This trend is important because it provides advantages like flexibility, cost savings, and a larger talent pool. Remote work uses various ICT tools and platforms, such as video organisations conferencing and cloud collaboration. It changes how organizations function by making work adaptable and independent of location. It's a major trend in today's ICT world, especially due to its widespread adoption during recent global events.
The rollout and adoption of 5G networks revolutionise connectivity by providing faster speeds, lower latency, and improved reliability. This trend will enable innovations in IoT, augmented reality, and remote collaboration.
Direction
Direction refers to figuring out where things are going. It is like guessing what people might do tomorrow or in the coming years. It looks towards the future, and it's usually based on industry expert and analyst predictions, emerging technologies, and long-term strategic planning.
Some examples of current direction in the context of ICT systems are the following:
- Sustainability – Many organisations are adopting eco-friendly technologies and practices to reduce environmental impact.
- Digital transformation – Businesses use technology to change how they work and serve customers, making processes more efficient.
- Data privacy – There's a growing focus on protecting people's personal information and ensuring it is used responsibly.
- Automation – More tasks are being done by machines and software, which can save time and reduce errors.
Emerging ICT Systems
These are newer technologies just beginning to be adopted by organisations. They may include cutting-edge software, hardware, or digital tools that are not yet widespread but show promise in improving operations or services. Like the current ICT systems, emerging ICT systems can also be classified into two:
Trend
Like what was discussed in the trends section of the current ICT systems, trends refer to what is popular or happening right now. In the context of emerging ICT systems, these refer to new and evolving developments in information and communication technologies. Some examples are:
Edge computing involves processing data closer to its source (e.g., IoT devices) to reduce latency and enhance real-time processing capabilities. It supports applications like autonomous vehicles and smart cities.
Quantum computing is in its nascent stages but holds immense potential for solving complex problems that classical computers cannot. It is a trend to watch for applications in cryptography, materials science, and scientific simulations.
Serverless computing means cloud providers handle resource allocation. Users do not have to manage servers; they can concentrate on coding and deploying applications. It is important for its scalability, less infrastructure management, and cost-effectiveness. Developers can build applications without concerns about the underlying infrastructure. Serverless computing is a notable development in the ICT system landscape.
Direction
Like current ICT systems trends, it follows the same definition where it figures out where things are going and focuses on what can happen in the future. In the context of emerging ICT systems, it looks for the anticipated path of new and evolving technologies that may happen in the far future. Some examples are:
Organisations increasingly focus on digitally transforming their operations and services. This direction involves the integration of digital technologies across all aspects of business to enhance efficiency, customer experience, and competitiveness.
Artificial Intelligence (AI) is becoming an integral part of ICT systems. The direction involves further AI integration into applications, business processes, and decision support systems.
The direction involves creating ICT systems that facilitate seamless collaboration between humans and machines. This includes human-robot interaction, augmented intelligence, and advanced assistive technologies.
Data is at the core of ICT systems, and the direction is moving toward data-centric strategies. This includes big data analytics, data-driven decision-making, and the development of data marketplaces.
Competing ICT Systems
These are alternative technologies that can perform similar functions to the ones an organisation already uses. Organisations might consider these alternatives to see if they offer better features, cost-effectiveness, or performance than their current systems. This can be further categorised into two:
Competing internal ICT systems
Competing internal ICT systems refer to different groups or teams within an organisation suggest different technology solutions. These solutions might do similar things but are suggested by different people or departments. Some examples of competing Internal ICT Systems are:
Both are good examples of project management tools that are made by competing companies. Organisations. The organisation can use both.
Both are good examples of email platforms made by competing companies. Like the example prior, both can be used by the same organisation but might cause confusion.
Both are good examples of cloud storage applications made by competing companies. They can be used together if the organisation wants to.
Competing external ICT systems
Competing external ICT systems refer to technology options that companies outside your organisation offer. These companies provide similar tech solutions, but you need to decide which one best fits your organisation’s needs. Some examples are:
Competing companies use both as customer relationship management software.
Both are cloud-based collaboration and productivity tools created by competing companies being offered to organisations that need them.
Both are conferencing and communication services made by competing companies being offered to organisations that require them.
Complementary ICT Systems
These are additional technologies that work alongside the ones the organisation already uses to enhance their capabilities. They are tools that improve existing systems by adding extra functionality or improving efficiency.
Complementary internal ICT systems
Complementary internal ICT systems are technology tools or solutions used within your organisation that work together to improve efficiency and effectiveness. These systems are designed to complement each other and enhance your organisation’s operations. Some examples are:
These are examples of human resource information systems that can work together to make managing payroll, employee data management and benefits administration efficient.
These are examples of enterprise resource planning systems that can work hand in hand to help in the organisation’s finances and supply chain processes.
These are examples of content management systems that can work together to manage and publish digital content.
Complementary external ICT systems
Complementary external ICT systems are technology tools or solutions used by your organisation that come from external sources but work alongside your internal systems to improve overall performance. These external systems are like partners that help your organisation achieve its goals more effectively
PayPal is an example of a Payment Processing Gateway that is made by an external company that can work hand in hand with an internal database or tools.
This is an example of a cloud storage and filesharing platform that is made by an external company that can work hand in hand with internal filing tools.
This is an example of a Customer Relationship Management System that can work hand in hand with internal databases to manage customer data interactions and relationships.
Now that it is clear what an ICT system is, for you to make sure that everything is as it should be, you must understand how to evaluate the current ICT systems in the organisation. To determine the current state of your organisation’s ICT system, you would need to:
- Look at what you have: First, take a good look at the technology you're using. Check your computers, software, and how everything connects.
- Check how it works: See how well it all works. Is it fast? Does it do what it is supposed to without problems?
- Keep it safe: Ensure your information and systems are safe from cyber threats. Check if you have good security.
- Ask the people: Talk to those using these systems. They can tell you what is good and what is not so good.
- Compare with the best: See how your technology compares to what is considered the best in the industry. Find out where you can do better.
Checking how well your technology is doing helps make sure it is helping you reach your goals and work better. It is important for safety so you know if your data is secure. It also helps you use your money and time wisely on technology that helps you the most. Checking your technology helps you keep getting better and staying up to date. So, evaluating your technology helps ensure it works well for you.
ICT Products
ICT products are tools and software that help with information, communication, and technology tasks. These include things like computers, phones, software programs, and networking equipment. They're used in homes, businesses, schools, and government areas to store data, communicate, and analyse information. These products are a big part of how you live and work today. ICT systems are like the whole plan, while ICT products are just parts of that plan. There are also different types of ICT products, and these include:
Current ICT Products
Current ICT products are the modern technology tools and devices available now. These include the latest computers, smartphones, software apps, network equipment, and other tech gadgets used today in organisations and industries. These products are the newest and most up-to-date offerings in the world of information and communication technology. These products are also the ones slowly being integrated into daily life. They enhance convenience and efficiency, as well as user experiences across multiple domains. Current ICT products can be further categorised into two:
Trends
Current ICT product trends are like the popular styles or fashions in the world of technology. They are the new and exciting things people are using and discussing right now. These trends often involve the latest gadgets, software, or tools that make lives easier or more fun. Some examples are:
Virtual assistants like Siri, Alexa, and Google Assistant use AI to understand and respond to voice commands. They can provide information, control smart devices, set reminders, and engage in conversations. This trend stands out because it brings voiceactivated convenience and automation to daily life. It affects areas like managing smart homes and accessing information online. AI assistants are becoming a key feature in many ICT products and services today.
5G smartphones work with fifth-generation (5G) mobile networks. They provide faster data speeds and reduced delay (latency). These phones allow quicker downloads and smooth streaming. This trend is important as it enhances connectivity and creates possibilities for innovative applications. Innovative applications like efficient remote work and faster file sharing.
VR headsets and AR glasses make digital content mix with the real world or create virtual worlds. This is a big deal because it changes how we learn and enjoy things on computers. AR/VR devices open doors for virtual training, lifelike simulations, and enriched storytelling. They're steadily being integrated into a range of ICT products and services. Consequently, AR/VR devices have become a prominent feature in the present ICT product landscape.
Cybersecurity products come in the form of antivirus software and intrusion detection systems. This aims to protect systems and data from cyber threats such as malware, hacking, and data breaches. The trend is vital because it responds to the increasing need for data security in our digital era. Cyber threats are always changing, so cybersecurity products adapt as well. They offer tools for businesses and individuals to protect their information. These products have a significant role in the current ICT landscape, ensuring the safety of digital assets and privacy.
Directions
Current ICT product direction refers to the path or route that technology products are heading towards at the moment. It is like looking at where the tech industry is going. Some examples are:
Many ICT products are becoming more eco-friendly, like energy-efficient laptops and recyclable smartphones. They're designed to be kinder to the environment.
With more people working from home, ICT products are focusing on tools that make remote work easier. This includes video conferencing apps and cloud-based collaboration platforms for online teamwork.
Some ICT products are now geared towards health and wellness. One example would be smartwatches that monitor your fitness and health data, helping you stay in shape and track your well-being.
Emerging ICT Products
Emerging ICT products are new and innovative technology tools. These are the latest gadgets, software, or devices that are not widely used yet but have the potential to change the tech world. They are the newest tech that can bring exciting changes. These products can also be classified into two:
Trends
Emerging ICT product trends are like the new and cool things in technology. These trends show us what is becoming popular and what will become the current in the future. Examples of these are:
Edge computing processes data closer to where it's created, reducing the need for long-distance travel to data centers or the cloud. Devices like edge servers and gateways make this possible. It enables data processing, analysis, and storage close to where data originates. This brings benefits like lower delay (latency) and better real-time decision-making. It is a significant trend because it meets an increasing need. This need is for speedy data processing and the boost to the performance of Internet of Things (IoT) devices and applications. Edge computing devices play a crucial role by making data processing more efficient and responsive.
Quantum computers utilise quantum mechanics to tackle calculations. This was previously beyond classical computers. They hold the potential to transform fields. Fields such as cryptography, materials science and artificial intelligence. This trend is vital as it marks a significant advancement in computing power. This can potentially solve complex problems much faster than conventional computers. Quantum computing hardware is an exciting, fast-evolving development in ICT products. It promises to unlock new possibilities across various fields.
This offers a secure and offline method to store private keys for blockchain transactions. It boosts the security of cryptocurrencies and digital assets. This trend is important because it meets the demand for strong security in the blockchain and cryptocurrency sector. In this sector, safeguarding private keys is essential. Blockchain hardware wallets introduce a physical layer of protection. This makes it a significant development in ICT products. This is relevant with the growing use of blockchain technology and digital currencies. Blockchain hardware wallets are gaining attention as a crucial security solution.
Directions
Emerging ICT product directions are like the path technology is going. They show us where the tech industry is heading and what kinds of products you might see in the future.
Smartwatches that go beyond telling time and monitor your health by tracking your heart rate, sleep patterns, and more.
Technology designed to reduce its environmental impact, like energy-efficient devices, eco-friendly materials, and sustainable practices.
A new kind of computer that uses the principles of quantum mechanics, offering incredible computing power for solving complex problems, like simulating chemical reactions or optimising logistics.
Competing ICT Products
Competing ICT products are similar technology tools from competing companies. People or organisations can choose from these products based on their preferences and needs. It is like having different brands of smartphones or computer software that do similar things and trying to get customers to choose them. These products can be further categorised into two:
Competing internal ICT products
These are different technology tools or software applications within the same organisation that do similar things and compete. Examples include:
Within a company, there might be two competing internal email services, like Microsoft Outlook and Google Workspace, both used for sending and receiving emails.
A company might have two different project management software applications, such as Asana and Trello, both used by different teams for similar purposes.
Different departments in an organisation might use competing internal collaboration tools like Slack and Microsoft Teams for team communication and collaboration.
Competing external ICT products
These are technology tools or software applications from companies that do similar things and compete against each other in the market. It is like having different brands of smartphones or computer software that offer similar capabilities and vie for customers' attention. Examples include:
In the consumer market, there's competition between Apple's iPhone and Samsung's Galaxy series, offering similar smartphone features.
Browsers like Google Chrome and Mozilla Firefox compete externally to be the preferred choice for internet browsing.
Services like Google Drive and Dropbox compete in the external market to provide cloud storage solutions to individuals and businesses.
Complementary ICT Products
Complementary ICT products are like teamwork tools in the world of technology. They're designed to work together and make each other better. It is like having a team where each member has a unique skill that helps the whole group succeed. These products team up to provide a more complete and powerful solution for your technology needs. These products can be further categorised into two:
Complementary internal ICT products
These are technology tools or components used within an organisation that work together to enhance productivity, efficiency, or functionality. They are like puzzle pieces that fit together seamlessly to achieve specific goals. Examples include:
A company can use CRM software to manage customer data and combine it with an email marketing tool to send targeted promotional emails.
Internal teams can utilise project management software to plan and track projects while integrating it with a video conferencing tool for remote team meetings and collaboration.
Businesses can internally employ an inventory management system to track stock levels and integrate it with a POS system used at the sales counter to update inventory in real-time as products are sold.
Complementary external ICT products
Complementary external ICT products refer to technology tools or services that an organisation uses in conjunction with external resources to enhance its operations or offerings. These external products work alongside the organisation’s internal systems to provide additional capabilities or benefits. Examples include:
An e-commerce website can use a payment gateway provided by an external company to process customer payments during online transactions securely.
Companies can partner with a 3PL provider to handle their shipping and logistics needs, integrating it with their internal inventory management system for efficient supply chain management.
A business can use cloud-based customer support software externally to manage customer inquiries and integrate it with a social media monitoring tool to track and respond to customer comments and messages on social platforms.
Like ICT systems, you would also want to analyse your ICT products to ensure that everything is working how it is supposed to. To determine the current state of ICT products, you would need to:
- Identify ICT products: First, make a list of all the technology tools and software applications used in the organization. This includes computers, software, servers, and more.
- Assess functionality: Evaluate how well each ICT product performs its intended tasks. Are they meeting the needs of the organisation? Consider factors like speed, reliability, and user-friendliness.
- Check compatibility: Ensure that all ICT products work well together. Check if they can communicate and share data without issues. Compatibility problems can lead to inefficiencies.
- Assess security: Examine the security features of each ICT product. Are they protecting sensitive data and information? Look for potential vulnerabilities.
- Do cost-benefit analysis: Determine if the ICT products provide value for the organisation. Consider their costs versus the benefits they bring. This helps in deciding whether to keep, upgrade, or replace them.
In summary, ICT products (such as computers, software, and network devices) are essential tools for organisations, driving efficiency and productivity. Evaluating these products is crucial to ensure they function optimally and meet specific needs. It also addresses compatibility and security concerns, creating a seamless and secure technology environment. By analysing ICT products, organisations can adapt to emerging trends, enhance performance, and stay competitive in the digital age.
ICT Practices
You learned about ICT systems, the broader infrastructure and networks that include hardware, software, data, and communication technologies. You also learned about ICT products, which are individual tools or components, such as computers, software applications, or network devices, that are used to perform specific tasks related to information, communication, and technology.
They are the tangible items that make up the ICT systems. This time around, this part will focus on ICT practices. ICT practices refer to the organisation's methods, procedures, and routines to manage, operate, and maintain its information and communication technology systems and products.
These practices are important because they help the organisation use its technology well and keep it working smoothly. They also ensure the organisation’s tech is safe and protected from problems like hackers or viruses. So, these practices help the organisation run better and avoid tech troubles.
To determine the state of the ICT practices, you would need to:
Collect data and documents related to ICT practices in your organisation. This includes policies, procedures, and reports.
Examine the existing documentation to understand the current ICT practices in your organisation. Look for any policies or procedures that outline ICT practices.
Speak with people in the organization to learn how they use ICT practices in their daily work. Ask about any challenges or areas of improvement.
Check whether the organisation is following established ICT practices and compliance standards. Check if there are any deviations or non-compliance issues.
Evaluate how well ICT practices are doing by checking important measures like KPIs. This can include metrics like system uptime, response times, and incident resolution.
Identify areas where practices are effective and areas where improvements are needed. This may involve assessing security measures, data management, and efficiency.
Compare your organisation's ICT practices against industry best practices and standards. Determine where your organisation stands in relation to these benchmarks.
Document your findings and create a report summarising the current state of ICT practices. Highlight areas of improvement and provide recommendations.
Share the assessment results with relevant stakeholders, including management and IT teams. Discuss potential actions and strategies to enhance ICT practices.
Checking the state of ICT practices is vital to ensure an organization's technology aligns with its goals. It sets the groundwork for smart decisions and keeps technology management improving.
Method of Evaluating Internal and External ICT Systems and Products
Now that you know what internal and external ICT systems and products, we now have to evaluate them. Evaluating these ICT systems and products makes sure everything fits together smoothly. This evaluation helps us understand how well our technology aligns with our goals and needs. It also helps us identify where improvements or changes might be necessary. By doing this, we can keep our organisation running efficiently and effectively.
There are two types of internal and external ICT systems and products that you would need to evaluate:
Evaluating Competing ICT Systems and Products
There are many ways you can do the evaluation. Note that these ways can be the same for both internal ICT systems and external ICT systems.
Here are two procedures you can use:
Cost-benefit analysis (CBA)
CBA is used to evaluate the financial feasibility of an ICT system and product. You can use CBA to compare the costs of each competing ICT system and product against the benefits they can bring. The steps for CBA may vary but can include the following:
Start by listing all costs related to each competing ICT system and product. This includes expenses such as initial setup costs, licensing and implementation fees, as well as ongoing costs like maintenance and support. Direct costs are expenses that can be easily traced. On the other hand, indirect costs are those that are less obvious and need to be carefully identified.
Consider potential benefits of each competing ICT system and product. For example, check for the ability to save time and improve the efficiency of daily operations. Ensure as well that it aligns with the organisation's objectives.
Calculate the return on investment (ROI). Roi is a financial metric that compares the net benefits (benefits minus costs) to the total costs. This calculation provides a clear financial picture of the impact of each system.
In addition to tangible benefits, evaluate intangible advantages. These are challenging to quantify but still valuable. It can be in the form of increased employee satisfaction or improved compliance.
After performing the analysis, you can decide which competing ICT systems and products are most useful for your organisation. Ensure that your selection best aligns with the organisation's goals and offers the most value.
User acceptance testing (UAT)
Recall that UAT focuses on the end-user's perspective and acceptance of a system or product. Users can test the system or product to check data integrity, issues, usefulness and accuracy. The steps for UAT may vary but can include the following:
Identify employees who represent the end-users of the competing systems and products. These individuals will participate in UAT.
Give clear instructions to the selected employees. Explain how they should use the external system as part of their regular job tasks.
During testing, the beta-testers should actively use the external system in their daily work routines. They should focus assess usability, functionality, and alignment with the organisation's needs.
Gather feedback from the beta-testers, seeking their insights on their experiences with the system. They should provide details on system effectiveness, efficiency and user-friendliness. Afterwards, report any issues or suggestions for improvements.
The feedback collected during testing will help determine how well the external system aligns with the organisation's goals and the requirements of its employees.
Based on the feedback received and the alignment assessment, decide whether the systems and products are suitable for wider implementation throughout the organisation.
Evaluating Complementary ICT Systems and Products
You can also evaluate the complementary ICT systems and products in your organisation. Note that the methods you use may not vary much for internal or external complementary systems and products. Hence, the following methods will apply to complementary ICT systems and products in general:
Integration testing
This method verifies that integrated systems or products work together as intended. It ensures seamless interoperability and data exchange between different systems and products. The steps for integration testing may vary but can include the following:
Understand how different ICT systems and products are supposed to work together and exchange data. Identifying interconnections helps in planning the integration testing process.
Develop specific test scenarios that mimic real-world interactions for the complementary ICT systems and products. Well-defined test scenarios provide a structured approach to evaluating the integration points. These scenarios also make it easy to uncover potential issues.
Test the data exchange between systems to ensure that information is transmitted accurately. Data exchange is crucial for integrated systems. Testing this aspect verifies that the systems can share information effectively.
Validate that integrated systems function as expected when working together. Include handling user inputs, processing requests and generating outputs. It ensures that the combined ICT systems and products perform the intended operations without errors.
Document integration test results, including successful interactions, identified issues and resolutions. Report findings to stakeholders. Documentation provides a record of the integration testing process and outcomes. It aids in decision-making and future reference.
Compatibility testing
This method focuses on ensuring that the components of the ICT systems and products can work harmoniously together in various environments. This method ensures seamless interaction between diverse technologies. The steps for compatibility testing may vary but can include the following:
Identify the minimum requirements needed for each complementary ICT system and product to work. These are the basic technical specifications needed for the ICT system or product to function properly. These specifications can include hardware components, software application communication protocols and data formats.
Check the specifications of your organisation's existing ICT systems and products. Compare it against the minimum requirements of each ICT system and product. Ensure that the organisation's existing infrastructure meets these minimum requirements.
Establish a controlled test environment that replicates the organisation's setup. This environment should resemble the actual infrastructure and systems that the organisation employs.
Pay close attention to the user interface and experience. Ensure that employees can effectively work with the ICT systems and products without incompatibility issues.
Use compatibility testing to confirm that the selected systems align with the overall goals and objectives of the organisation. Verify that they complement and support the company's mission.
Documenting the Current State of ICT Systems and Practices
You have learned to identify various ICT systems, products, and what ICT practices are. This knowledge benefits your organisation by helping with effective planning and ensuring technology functions well. However, knowing is not enough; it is equally crucial to understand how to document your findings properly for:
- Reference – You can return to your notes to remember what you learned or found.
- Sharing – You can easily share your findings with others in your organisation.
- Analysis – You can study and understand your findings better when they are documented.
- Decision-making – When you need to make decisions based on your findings, having them documented helps you make better choices.
- Accountability – Documenting findings shows who found what and when
Documenting findings is like creating a map of your journey. It helps you remember where you've been, share your experiences with others, and make informed decisions for the future.
To document the current state of ICT systems and practices in an organisation, you would need to do the following:
- Define the scope of your assessment: Ensure to specify which ICT systems and practices you will evaluate.
- Collect data: Gather relevant data and information about the selected ICT systems and practices.
- Evaluate performance: Assess the performance of these systems and practices against the organisation's KPIs.
- Identify strengths and weaknesses: Identify strengths and weaknesses of ICT systems and practices based on your performance assessment.
- Document your findings: Create comprehensive documentation of your findings. Include charts and reports. Use format prescribed by your organisastion.
- Give recommendations: Offer recommendations for improvements, prioritising based on impact and feasibility.
- Communicate to stakeholders: Share your findings and recommendations with relevant stakeholders for action planning and implementation.
To summarise, documenting the current state of ICT systems and practices is important. It helps your organisation use technology better. You collect data, check how things are working, and see what needs improvement. This way, you make smart choices about what to do next and keep everything running smoothly. It is like giving your organisation a tech check-up to stay in great shape.
Now that you have analysed and evaluated your strategic plan and the current ICT products, systems and practices your organisation utilises, there are key things you need to find to propose changes that can improve the ICT of the organisation. These key things are:
ICT gaps are differences between an organisation's current ICT and its strategic plan goals. These gaps show where the current ICT products, systems and practices of the organisation do not match its goals.
Improvement opportunities are chances to make things better in an organisation, like improving processes or technology. It often involves leveraging new technologies like the Internet of Things (IoT) to enhance operational efficiency. In ICT, it is about changing certain areasto match the organisation's goals. These changes can include improving efficiency, security or user experience.
On the other hand, organisational needs are the specific requirements concerning ICT products, services and practices that must be met. These needs could involve having the right technology tools, systems, and services to support the organisation's operations, goals, and growth. Organisational needs might include the following AI-driven analytics, blockchain-based security measures, reliable and secure networks, efficient software applications, data storage solutions, cybersecurity measures, and effective communication platforms.
Meeting these needs ensures that the organisation's ICT infrastructure aligns with its overall objectives and helps it function effectively in the modern digital landscape.
Finally, proposed changes in ICT refer to the planned modifications, updates, or adjustments that an organisation intends to make to its information and communication technology systems, products, services, and practices. These changes could involve implementing new technologies, upgrading existing systems, enhancing cybersecurity measures, adopting new software applications, improving communication tools, or redefining technology-related processes. The goal of proposed changes in ICT is to:
These changes are typically based on careful analysis, evaluation, and consideration of the organisation's current and future needs.
All you want is to make sure that you reach your organisational goals. However, you have to understand that you might struggle with what to solve first due to the number of things to look out for. This is where prioritisation comes in. Prioritisation is organising things, tasks, or ideas in order of importance or urgency. It is like making a to-do list and deciding which items should be tackled first based on their importance. Prioritisation helps you focus on what needs immediate attention and can wait longer. In the context of organisational ICT, it is figuring out which ones are more critical or have a bigger impact on the organisation's success. This way, you can allocate your time, resources, and efforts in a way that best serves the organisation's goals and needs.
To summarise, it is important to understand and tackle ICT gaps, improvement chances, proposed changes, and organisational needs for a successful organisation. Recognising where technology falls short, finding ways to improve it, planning changes, and meeting specific requirements keep an organisation's technology on track and effective. By focusing on these areas and prioritising them well, an organisation can grow, innovate and succeed in today's digital world.
Technology is crucial for organisations, so comparing the strategic plan with current ICT shows gaps and ways to improve. It speeds up goals and makes things smoother. To do this, compare the plan with current ICT to find gaps, improvements, and possible changes.
To compare the strategic plan with the current state of ICT, you can follow these steps:
Review the organisation's strategic plan and understand its objectives. These objectives outline the organisation's goals through its technology and overall operations. Recall that documenting and analysing the strategic plan was already discussed earlier. You can go back to that discussion to revisit more information about the strategic plan.
Recall that you have already checked the current state of ICT in your organisation. Revisit the results of the evaluation, so you have a clear understanding of what you will compare the strategic plan with.
Compare each strategic objective with the current state of ICT. Identify areas where the current ICT aligns well with the objectives and where disparities or gaps exist. To compare the two, you can use a Gap Analysis Matrix. The matrix can help you visualise the discrepancies between the current and desired ICT states of the organisation. Recall that you identified the current state of ICT during your documentation earlier. The desired state of ICT is reflected in the objectives outlined in the strategic plan.
Analyse the prioritised gaps to identify opportunities for improvement. You can leverage emerging technologies like AI or machine learning to better align with strategic objectives.
Based on the identified gaps and improvement opportunities, propose specific changes within the ICT landscape. These changes could include software, hardware, practices, or service updates to ensure they better support the strategic plan's objectives. You can propose changes using agile methodologies to quickly adapt software, hardware and practices to better support the strategic plan's objectives.
By systematically comparing the strategic plan objectives with the current ICT state, you can pinpoint gaps, uncover opportunities for improvement, and propose changes that will help the organisation achieve its goals more effectively through technology. This alignment ensures the organisation's ICT efforts are closely tied to its overall strategic direction and success.
How to use a Gap Analysis
Here is how you can use a gap analysis matrix to compare objectives and the current state of ICT:
| Scale | Description |
|---|---|
| 1 – Poor | The current state is significantly below the desired state for the given objective. There are substantial gaps or deficiencies that hinder alignment with the objective. Immediate action is needed to address the misalignment. |
| 2 – Limited | The current state partially aligns with the desired state but falls short in several aspects. There are noticeable gaps or weaknesses that need attention. Efforts are required to improve alignment. |
| 3 – Moderate | The current state moderately aligns with the desired state but still requires improvements. Some aspects are in alignment, while others need enhancement. Action is needed to bring alignment closer to the objective. |
| 4 – Good | The current state aligns well with the desired state for the given objective. There are minor gaps or areas for improvement, but overall alignment is strong. Continuous efforts can further enhance alignment. |
| 5 – Excellent | The current state perfectly aligns with the desired state for the given objective. There are no significant gaps or deficiencies, and alignment is optimal. No immediate action is required for this aspect of alignment. |
Then, indicate the desired score or each objective under the desired state column.
- Define the objectives: List the strategic objectives from the strategic plan that are relevant to ICT. These could be objectives related to technology, innovation, efficiency or any other ICT-related aspect. For example, the objectives are as follows:
- Improve the security of ICT systems and products.
- Enhance the efficiency of ICT practices.
- Expand mobility of ICT systems and products.
- Optimise costs of ICT-related operations.
- Assess the current state of ICT against the objectives: Evaluate the current state of ICT using the defined criteria for each objective. This assessment can involve data collection, surveys, interviews and analysis of existing documentation. Assign scores or ratings to the current state based on how well it aligns with each objective. For instance, you can use a numerical scale to indicate the level of alignment. Here is an example:
- Identify the gaps: Calculate the gap between the desired state and the current state for each objective. It typically involves subtracting the current state score from the desired state score.
- Create a matrix: Create a matrix that summarises the gaps for each objective. Here is an example of a filled matrix:
Objectives Current State Desired State Gap Gap Description Improve the security of ICT systems and products 3 5 2 There is a notable deficiency in the organisation's current security practices when compared to its security objectives. The organisation should prioritise enhancing security measures to meet its desired level. Enhance the efficiency of ICT practices 2 4 1 It is evident that there is a significant performance deficit in efficiency. The organisation should focus on streamlining its ICT processes and practices to achieve the desired level of efficiency. Expand mobility of ICT systems and products 3 4 1 The organisation is relatively close to its mobility target. However, there is still a need for some improvements to fully meet its mobility objectives. Optimise costs of ICT-related operations 2 5 3 The organisation's current cost management practices fall significantly short of the desired state. The organisation should explore cost-saving strategies and more efficient resource allocation.
Reading
Check the link below for more examples of gap analysis templates:
Gap Analysis Templates to Quickly Identify Gaps in Your Business (creately.com)
Now that you have enough information, the next step is to make these changes to improve your organisation's ICT products, systems, and practices. But who do you talk to about this? As organisations change and grow, telling the right people about the possible improvements is important. It helps the people in charge understand what must be done to improve the organisation's technology.
When you share these insights, you can fix any differences between your goals and current technology, find ways to do better and work together to have a good technology setup. It can help align goals with current technology and foster a more effective technology setup. This part will explore why telling higher-ups or superiors about the changes you suggest, the gaps you see, and how to improve things is important. It is all about making sure your technology plans help the organisation succeed.
In any organisation, some people hold important positions and have the authority to make decisions. These individuals are often referred to as superiors. They play a key role in guiding the organisation and achieving its goals. Identifying and communicating with these superiors is crucial for implementing changes and improvements, especially in enhancing ICT products, services, and practices. Explore who these superiors might be and why their involvement matters.
A superior is typically a manager or leader responsible for guiding and supervising employees. Their role involves providing direction, making decisions, managing performance, and facilitating communication within their team.
The purpose of a superior is to lead and support their team, ensuring that work is efficiently executed and aligned with the organisation's goals. They can be managers, directors, executives, or heads of departments. You should tell them when you want to suggest changes, fill in missing parts, or improve ICT use. Your report should have the problems and possible changes you can make. Doing so will help your superiors make an informed decision.
Their involvement ensures that any updates or improvements in technology use, like products and practices, match the organisation's main goals and plans. Involving stakeholders also ensures that technology updates align with the organisation's main goals and plans. By keeping them informed, you can get the following:
- Approval and backing – Superiors give the needed approval and support for making changes, boosting credibility, and ensuring success.
- Resource allocation – Reporting to superiors helps allocate resources effectively, ensuring enough budget, people, and time for improvements.
- Aligning with strategy – Superiors ensure suggested changes match the organisation's goals, preventing conflicts.
- Focused improvements – Superiors help prioritize which improvements matter most, concentrating on changes with the biggest impact.
- Teamwork and responsibility – Involving superiors encourages teamwork, communication, and responsibility across departments for successful execution.
In essence, telling your superiors about the changes you want to make, the gaps you found, and the chance for improvement is important. It helps you get their help, resources, and advice. This way, you ensure your technology plans work well and fit your organisation's goals.
How to Report the Proposed Changes Gaps and Improvement Opportunities to Superiors
You now understand who your superiors are and the benefits of keeping them informed. The question is, how do you do this? This process ensures that the right people know the needed adjustments to make the technology more effective.
Reporting helps the organisation progress. By sharing your insights, you contribute to a better technology environment that aligns with the organisation's goals. When choosing how to report, consider the information's urgency, complexity, and sensitivity. Tailor your approach to match your superior's preferences and the organisation's culture.
There are two ways to report the proposed changes, gaps and improvement opportunities to your superiors. These are:
Verbal Report
A verbal report is when you talk to others to share information. You speak directly to them in person, through phone calls or through video conferencing tools like Zoom or Microsoft Teams. This variety of ways allows for a more interactive and engaging discussion. You might use notes or pictures to help explain. It is often done in meetings or presentations where you can answer questions immediately. Verbal reports can also be facilitated through video conferencing tools like Zoom or Microsoft Teams, allowing for a more interactive and engaging discussion.
It is one of the ways you can report to your superior regarding any information you have on proposed changes to your organisation.
Here is how you can do it:
Before your verbal report, ensure you have a clear understanding of the topic. Gather all necessary information, data, and supporting materials. Be well-prepared to answer questions
Organise your report logically. Start with an introduction to the topic, followed by key points or findings. Use headings and subheadings to make it easy to follow. Avoid jargon or technical terms unless your audience understands them.
When presenting, engage with your audience by maintaining eye contact and speaking clearly and confidently. Use visuals like slides or charts if they aid understanding. Ensure everyone can hear you well.
Be open to questions and concerns from your audience. Answer questions thoroughly and politely. If you do not know the answer, offer to find it later.
At the end of your report, summarise the key points you discussed. Reiterate the main takeaways and any action items. Provide a clear conclusion that ties everything together.
After the verbal report, follow up with any promised actions or additional information. Stay available to address further questions or concerns that may arise later.
Here are some helpful tips you can follow to improve your verbal reporting:
- Keep it concise and focused. Ensure your verbal report is brief and directly addresses the main points.
- Use clear language. Communicate using straightforward and easily understood terms.
- Use visual aids (if possible). Use visuals like charts or graphs to enhance understanding.
- Highlight key findings and recommendations. Emphasise the most crucial discoveries and proposed actions.
- Provide evidence and examples. Support your statements with data and real-world instances.
- Be confident and professional. Present your report with confidence and maintain a professional demeanour throughout.
Written Report
A written report is when you write information to share with others. It is like creating a document or paper that explains something. You can use platforms like Confluence to manage and share these reports easily. You use words and maybe pictures or graphs to show your points. People can read this report at their own pace and be kept for reference. It is a way to communicate and provide details to others.
It is another effective way to report to your superior regarding any information you have on proposed changes to your organisation. It lets you list down all the details and ideas in a format others can easily understand.
Here are five simple steps to help you create an effective written report:
Before you start writing, take a moment to plan out what you want to include in your report. Think about the main points you want to cover and how you want to structure your report.
Begin your report with an introduction that explains what the report is about and why it is important. It helps set the context for your readers.
Divide your report into clear sections. Each section should focus on a specific topic or point. It makes your report easier to follow and understand.
Write in a clear and straightforward manner. Use simple words and sentences to convey your ideas. Avoid using jargon or overly complex language.
After you have written your report, spend some time reviewing and editing it. Use proofreading tools like Grammarly to ensure there are no spelling or grammatical errors. Ensure also that the information makes sense and follows a logical order.
Send the report as instructed by your organisation. You might need to email it or use a specific platform. Remember, how you send it can depend on your organisation's rules, so follow their instructions carefully.
Tip
Use pre-existing templates or reporting formats, if applicable. It will ensure uniformity across the organisation.
You can also use business intelligence tools for reporting proposed changes and improvement opportunities. These tools can help you with proofreading, creating charts and other actions. Using these tools is crucial for aligning technology with the company's goals.
Activity 1 - Document the current State of ICT
Activity 2 - A Battle of Reporting Styles
