<p>Recently, several clients experienced significant, avoidable technical difficulties that resulted from what seemed like good ideas at the time.</p>
<p>Appropriate use of automation and communications for intended purposes offers tremendous advantages. Even with substantial investment and commitment, inappropriate use can lead to problems unless one reviews “why’s” as well as “what’s” when making decisions about technology and its use. This article presents a few details and guidelines that may steer you away from inappropriate use and help you realize the benefits available.</p>
<p>History</p>
<p>Electronic spreadsheets replaced giant paper ledgers relieving bookkeeping tedium and costly mistakes. Typists gained advantage from word processing casting off white-out in favor of backspace keys. Email augmented the post office delivering messages at near light speed around the world. Social networks span the globe through mobile phones supported by a myriad of services reducing time and expense of travel. So where’s the problem?</p>
<p>Blinking lights</p>
<p>For many obvious reasons, you probably would not ride a bike on a bus. You would walk, drive or bike to the bus stop and walk on the bus down the aisle to your seat. Just as each mode of transport serves a particular purpose, so also with software. Unfortunately since at it’s core, software bears the innate intelligence of blinking lights, programs can be misleading—and companies who sell software often fail to discourage inappropriate use in a “buyer beware just pay my price“ market. </p>
<p>Programs reflect human effort. Programmers attempt to make computer lights blink according to useful patterns. They may guess wrong, misunderstand the intended result or fail to deliver a product that meets customers’ needs. Sometimes customers’ needs do not match capabilities of programs they have available resulting in confusion, frustration and disappointment.</p>
<p>Regarding communications…No one still uses dialup (do they?) favoring instead DSL, cable or something faster. How much speed is enough?</p>
<p>Data vs. Information</p>
<p>Processed information made available accurately and timely to people in need represents the primary purpose served by modern computing. Information “systems” store, retrieve, change or eliminate data. That’s it. That’s all. Information can arrive late or not at all, contain errors or be presented indecipherably. The most recent client’s problems occurred during an attempt to upgrade a server and messaging system.</p>
<p>Messaging (email) systems should be used for communications. They do not function well when used as accounting systems or to replace file storage. This particular client stored accounting information in typed text in a messaging system. Reports could only be produced by searching thousands of messages and gleaning related entries to support manual accumulation. Creating a single report cost more than the most sophisticated accounting system available for the client’s business. In addition, upgrading the messaging system introduced the risk of loosing years of accounting data because of scattered backups and limited extraction capability.</p>
<p>Businesses routinely limit message storage for employees to avoid burdening the messaging system with huge amounts of data that should be processed using different programs. They sometimes also fail to provide a workable alternative leaving employees unable to efficiently perform assigned responsibilities.</p>
<p>Another client used a company messaging system to manage and share corporate files. Thousands of message folders carrying arbitrary names stored information vital to ongoing operations. Such communications more appropriately take place using integrated manufacturing or financial systems. Implementing integrated systems requires cooperation, effort and investment. Creating a new folder on a messaging system or file share can be done by anyone who has access. Company information looses visibility and availability when not appropriately disciplined. Long term costs can be substantial.</p>
<p>Another operation resulted in storage of financial data in thousands of individual spreadsheets laboriously created for one time use. Not only was much effort wasted in duplication and creation, collective value could not be realized to support analysis vital to sound management decisions.</p>
<p>A business park provided internet access for all offices using a dedicated T1 connection—one slightly better than a minimal, residential DSL line. When a tenant decided to stream a favorite radio station, other use became extremely sluggish. Customers unhappy? You bet!</p>
<p>These are but a few of the many unfortunate who fall victim to the technology banshee. Be on your guard.</p>
<p>What business problem?</p>
<p>Technology should address and solve immediate business problems with a view to long term implications. A “finger in the dike” approach may be appropriate for emergencies or one time tasks. Continuous repetition of nearly identical effort should be evaluated for possible improvement. Often effort and costs can be reduced. The evaluation process may also discover ways to gain additional value from newly available information.</p>
<p>Evaluate likely events and circumstances before problems surface and accommodate risks appropriately. Ask “What will happen when…etc.” Computers only have two kinds of hard disks—those that have failed and those that will. Got backup? How about migration plans?</p>
<p>Internet communications depend on three factors. Two you control—your computer speed and your connection speed. Be sure your computer is not communicating courtesy of an intruder. Got “bots?” They degrade performance of both. If you are delivering video files to U-Tube, be prepared to wait a long time. A few minutes of high-def video can easily take hours to upload unless you have broadcast quality communications and streaming servers. Commercial operations take advantage of really expensive stuff. Avoid mesh-type file sharing. Your computer may become the source for illegal distribution of copyrighted material leading to penalties and fines. At best, you will loose control of potentially sensitive data. Who ya gonna trust? Every computer connected to the internet enjoys immediate communication with every other connected computer—and the risks. Got firewall?</p>
<p>SIGs, Forums and Consultants</p>
<p>“Special Interest Groups (SIGs)” provide opportunities for users of particular programs to share experience and expertise. SIGs range in size from individual local groups to worldwide organizations having thousands of members. Step one—join a SIG, ask and listen.</p>
<p>Online communities related to SIGS provide forums for discussion of specific topics and offer immediate connection to other persons with similar interests. Forum archives may provide resolution of an immediate problem or posting your question might gain attention from someone who knows the solution.</p>
<p>Unless your core expertise includes technical analysis, you might benefit from consulting assistance. Clarify objectives and scope for the engagement to set appropriate expectations. Check references.</p>
<p>Conclusion</p>
<p>Use technology wisely and appropriately. Include technology planning in your general business plan. Be prepared for new developments. Sharpen your competitive edge with sound judgment and strategic investments in automation and communications.</p>
2009-07-16T22:55:06Z
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beware-the-technology-banshee
1
2009-07-19T10:19:56Z
2009-07-19T15:21:53Z
Inappropriate use of technology can lead to problems unless one reviews “why’s” as well as “what’s” when making decisions. This article presents a few details and guidelines that may steer you away from inappropriate use and help you realize benefits.
Beware the Technology Banshee
1
2009-07-19T15:21:54Z