Information and Communications Technology in Diplomacy - Literature review Example

Information and Communications Technology in Diplomacy Since diplomats and bureaucrats, around the world, are not so keen to adjust to the changing scenario, rapidly; they are not able to keep pace with the fast technological development. Hence, they lag behind the academicians and business leaders, who are able to use technology to their best interests. While this is true for many developed countries, which possess cutting edge technology; political leaders and policy makers in relatively smaller countries, like Austria, Latvia have utilized the application of information technology perfectly well. This has resulted in Austria shifting to paperless records, during late 1990s, while MFA of Latvia was awarded for the best web-site in 2003.(“Information and Communications Technology” 193) Foreign ministries around the world are still struggling to engage the benefits of information technology in their management of external affairs. However, some of the countries have realized the potential of using “Web 2.0”. A good example in this direction is Denmark, which has created a “virtual working group”. The function of the group is to arrange meetings of all members, from all corners of the world, using video-conferencing. This way the working group has better coordination; as it has members from all units, which are relevant to the working of country’s MFA, along with its branches in Africa, America, UN and EU countries. Utilizing the full potential of information communications technology (ICT), Denmark has identified the five principals of E-management, mainly applicable to a MFA manager. These include usage of intranet, on daily basis, for sharing ideas and communication. The concerned manager is required to make use of best practices, using IT tools, to set an example for the staff. In addition, the manager must ensure that the staff members are fully familiar with information technology, having the required skills. The manager is required, personally, to be fully conversant with the E-Government Strategy of MFA; while understanding its contents, perfectly well, which would help in contributing to the policy guidelines, in a positive manner. Canada, being the other country, which is utilizing the full potential of ICT, started an e-exercise, called ‘Public Diplomacy Network’, which involves offering of suggestions and other tips to the government on its foreign affairs policy. Accordingly, public awareness has been created among the people, through this network, regarding the government policies on international issues. Mexico is yet another country, which has growing network of foreign consular posts, in United States, sharing the best consular practices, while mutually learning, through the foreign ministry’s intranet. (“Information and Communications Technology” 194-5) With the rapid developments in the field of ICT, it is essential that all concerned keep pace with same, while understanding the changes, in a positive manner; which can help solving the problems, almost instantaneously. The social network sites, like face-book, have set an example for others, regarding best use of ICT. ICT applications After the use of computers as simple machines, their versatility increased with use of ‘local area network’ (LAN), which made inter-connections possible. Hence, many MFAs are using this technology even now, to stay connected. Then came the use of ‘wide area network’ (WAN), which meant keeping different ministries and departments of a country connected. Most European countries have adapted to this technology, in 1990s. However, many are still hesitating to use it, as they fair leakage of sensitive data, particularly pertaining to their MFAs. ‘Virtual private network’, or intranet, has been used to cover all the embassies of a country, as it widens the scope of WAN. However, many smaller countries are not able to go for such technology, due cost and skilled manpower constrains. Countries like China, Japan and India have security concerns related to this application. However, to address the security issues, Intranet computers are not allowed using internet, while access to intranet is restricted, through devices like smart cards. Videoconferencing and centralized maintenance of data, which can be accessed from remote locations, are other major developments, in ICT applications. Automated encryption and data transfers and links, at high speed, are other steps towards resolution of security issues. With fast development of events, all around the world, diplomats are required to remain mobile most of the time. Hence, ICT mobile applications, like use of laptops, ‘blackberry’ phones and satellite communication have helped the MFA officials to remain in touch, constantly, even from remote locations. Second life formats, called ‘Avatars’ could be the next generation development in ICT, which would result in establishment of virtual embassies. Accordingly, an ambassador may stay at home, while being the ‘virtual ambassador’ to his assigned country. Social media network sites, like face-book and twitter would help in this direction, as the concept of time and location vanishes, while using them. (“Information and Communications Technology” 196-7) The single largest concern, for smaller countries, is the cost and human resources training, required to manage the ICT applications. With fast growth of information communications technology, the old applications become obsolete, while new ones replace them. Therefore, it is a matter of couple of years, before the old hard and software has to be thrown away, while training people for up-gradation. The best example of such a scenario would be the telex and Fax machines that were in use during 1980s. The present day youth may not even know that such machines existed. However, certain countries are still using Fax, for their inter-communication. Many nations have moved further ahead, with use of intranet, for exchanging their sensitive data, keeping in touch with embassies and MFA staff at remote locations, thus bringing system integration for the entire MFA. Data security is another major concern, as hackers try to be a step ahead in finding ways to steal sensitive information. However, protective devices and software like ‘firewall’ is effective in combating such threats. Nevertheless, security concerns remain, when sending information, through a distance communication application of ICT. Other uses of ICT With fast communication of multimedia data, several news networks, like CNN and BBC, are able to give breaking news of events; while the diplomatic networks may not be able to cover them, instantaneously. However, the embassy staff is responsible for analysis of such news, which would form the basis of MFA policy for their respective governments. The web sites of individual governments contribute, in a big way, for formulating policies; as it remains an effective media for communication with public, everywhere. They provide information on foreign consular affairs and international developments, among others. The authorities can have information, regarding public acceptance of the policies, through discussions on web forums. For example, China, which is having an authoritarian regime controlled by only one party, utilizes information from such discussions to formulate policies that could be citizen-friendly. Videoconferencing with media, by the official state representative is web-casted, through internet instantly; while journalists, from all over the world can attend the same. Countries like France and Japan usually announce their publicity programs through such conferences. Accordingly, questions from journalist sitting at remote locations can be replied by the official from head quarters. Similarly, internet and web helps embassies to cover large audiences, while promoting their cultural or educational programs. ICT applications do help expansion of businesses as well. B2B (business to business) portals help countries to improve upon their economic diplomacy. Countries like Canada hold ‘virtual trade exhibitions’ to explore business from prospective areas. In addition, information technology provides innovative ways to manage crisis situations. Countries can arrange disaster relief operations, while operating laptops, satellite phones and other ICT devices, from the capital. Such arrangement proved useful during 2004 Asian Tsunami. With the support of getting real-time ground information, instantly, many NGOs have been able to help various governments on the relief management scenario. An example of this is the existence of a network in UN, which provides vital information to members on the crisis situation around the world. While information technology has certainly helped maintaining transparency in the way governments function; departments like ‘Human Resources Management’ can post assignments on line. Similarly any changes in the ‘HR’ rules are posted online, while authorities seek comments about the same, before implementing them. ICT-enabled devices like laptops, mobile phones are now mandatory for any MFA official, while the concept of working has changed. As the work from remote locations has become reality, the job description has changed from the traditional nine-to-five, to 24*7 schedules. (“Information and Communications Technology” 197-201) Web 2.0 The development from Web 1.0 to Web 2.0 meant engaging the general public, through interactive cyberspace discussion forums. While Web 1.0 was utilized for collecting the information, Web 2.0 is used for interaction, among the users, in many ways. News, available instantly on a mobile phone or ‘blackberry’, along with RSS feeds, provides a number of choices for the user to interpret the same. It could have proved useful during 2003, when Iraq was attacked, as Iraqi permanent representative was unaware of the event and he had to be called for attending the urgent UN Security Council meeting. However, with Web 2.0, such situations would not arise now. Officials of MFA, around the world, are now required to react fast to the news, which might have already spread like fire, through ‘Youtube’, Facebook, and so on. The facility to record video clips on mobile phones makes it possible to upload any news on the public forums, within seconds. ‘Crowd sourcing’ is an excellent method of collecting crisis information, exemplified by the creation of ‘ushahidi’ network in Kenya that was used for locating areas of unrest, in riots, which followed presidential elections , during 2007. Similarly, remote locations, which had been badly damaged by the earthquake in Haiti, were identified, through ‘crowd sourcing’. Blog writing by diplomats and other leaders, around the world, is proving an effective tool to communicate and promote the ideas, across vast audiences. However, this can sometimes backfire, as is seen from the blog that Jan Pronk, a Dutch diplomat wrote in 2006, describing his visits to Darfur, Sudan. The reaction from local leaders, in Sudan, compelled him to end his assignment. Similarly, Shashi Tharoor, an Indian junior Minister, in external affairs ministry, had trouble with his party leaders, due to his straightforward comments on Twitter, although he had accumulated around 600,000 fan following. (“Information and Communications Technology” 201-5) ICT may be dangerous While ICT allows the flow of information, instantaneously, the policy for successful utilization of ICT applications would depend on the methods of using such information, to garner the maximum desired effect. Transparency and smooth flow of information, being the backbone of ICT; controlling information, at any stage, would prove harmful in the long run. If an internal communication is sent using an ICT application, then the same could save lot of time, as it would not include passage of the particular office memo through different stages. However, there is the danger of missing the necessary remarks from officers, involved at all levels, in case they do not act responsibly, with regard to that communication. Like corporate businesses, the governments have also followed ICT applications for communicating with their staff, at all levels. This has reduced middle management jobs considerably, in MFAs, for countries like Canada and UK. This way the middle management ranks may vanish, gradually. Although there are benefits of using ICT applications, in reducing time and distances, while taking decisions; the technology requires to be used as a tool for improving effectiveness and efficiency. Therefore, such technology cannot act like a magic wand, in isolation. Training for ICT E-learning is part of the ICT training, which has helped countries and their foreign ministries in reducing the expenditure involved in mobilizing their staff for any particular training, seminar or session. A valid point in ICT-based e-learning is the fact that members share knowledge in an exercise that involves mutual learning, thus bringing in the much needed competition, within the lower and middle ranks. In addition, the need for developing new and advanced skills makes it essential for the middle and senior management staff to opt for e-learning. E-learning system has another advantage of having a strong faculty participation, which has proved effective, while working with small classes. ICT-based e-learning programs can be best utilized, if the MFAs of different countries adapt an ‘effective learning management’ system. Diplomatic services can understand from each other’s experience, on this subject; while sharing knowledge, to make use of the tools in an effective manner.(“Information and Communications Technology” 201-07) Word Count: 2073 Work Cited “Information and Communications Technology” 21st Century Diplomacy: A Practitioner’s Guide. n.d. Web. 19 May 2013. Read More