Applying Social Technical Theory in Knowledge Management - Research Paper Example

Applying Social Technical Theory in Knowledge management (KM)  Introduction       The middle of the twentieth century saw the emergence of the Socio-Technical concept. It stated that introduction of technology in the business hemisphere would help in augmenting the profitability and efficiency of a company. However, the introduction of technology to the existing business practice and framework was not a rosy phenomenon. Rather it invited growing resistance from the industrial workforce, which led to its delayed installation. Hence, it failed to meet the growing expectations of the business cycle. In regards to the above context, research firms like Tavistock Institute in London cited the need of a harmony between technical and social subsystems of an organization for installation of the new concept. The technical subsystem mainly consists of tools, devices and techniques, which spontaneously transform inputs into outputs and thus help in promoting economic efficiency of the organization. On the other hand, the social subsystem consists of people with their specific attitudes, beliefs and behavioral traits. These people by dearth of their knowledge and skill sets receive rewards and occupy authoritarian roles in the organization. However, some researches widened the definition of society by incorporating the different stakeholders like employees, management, suppliers, government and consumers. They also incorporated the different rules and regulations followed by the company to draw a holistic view of the societal concept. The latter definition of the societal system is known as the environmental subsystem. (Socio Technical Theory, 2008) The Knowledge Management is defined as the process via which the organizations derive value from its own intellectual and knowledge resources. It involves sharing of individual or group information in both intra and extra organizational activities. Further, it needs to be said that Information Technology acts as an aid to Knowledge Management activities. (Knowledge Management Definition and Options, N.D.). Importance of Information and Knowledge Management in Organizations       The Knowledge Management has its beginning with the advent of Scientific Management Theory spelt by Taylor in 1911. Many such theories as ‘Time and Motion Study’ emerged from Taylor’s Scientific Management Theory and occupied due importance at the time of Industrial Revolution. Knowledge in the term Knowledge Management involves the whole gamut of mental perception and comprehension of events in relation to one’s relation to the outside world. Information on the other hand relate to the medium through which knowledge is transferred from one base to the other. The medium may constitute reproduction of messages in verbal, non-verbal or gesture modes. It is to be held here that as knowledge passes from one base to the other it faces increased threat of being distorted when reaching the ultimate recipient. (Wilson, 2002) Having given a brief synopsis on the introduction of concepts of ‘information’ and ‘knowledge’, the paper moves on to understand how effective management of the said concepts would lead to organizational efficiency. In the context of the modern world, Knowledge Management as a discipline helps in the better management of organizational objectives. Even in some cases, it is found to surpass the expected results. From the organizational point of view, effective Knowledge Management has significant benefits tied to it. Effective use of Knowledge Management helps in reduction of operational costs of the company. It helps the company to grow much faster and helps it to expand to other areas. Effective Knowledge Management helps in augmenting the quality and quantity of products and services produced by the company. In turn, it leads to value creation and thereby increases profits of the company. Further effective knowledge management reduces the chance for reoccurrence of errors committed and thereby increases value and profits. Knowledge Management helps in better understanding of the stakeholders to the company and thus enhances the potential of relationship management. In total Knowledge Management pervades each aspect of the organizational cycle and guides the company to promote spontaneous innovation of its policies and procedures to achieve all round success. (Why KM-the importance of knowledge management, N.D.).       Effective information management on the other hand helps in the optimal exploration and use of knowledge resources and skill sets of the organization in order to make it flexible to the changing external environment. Information Management as a function encompass several other sub-functions like judging the needs for gaining information, way of acquiring it, effective storage and analysis, distribution of the acquired information for optimal use of it. In properly designing an effective information system, the system analysts need to understand first the need of making the query. In regards to effective acquisition of the required information, the system analysts need to make a proper plan in targeting the right sources. The storage systems of the acquired data need to manage to minimize the risks of running data loss over a period. Further, the storage systems need to be versatile enough to gather and store a huge amount of different data types both in structured and unstructured forms. In terms of effective dissemination of stored information for achieving its true utility the example of electronic bulletin serves the purpose. It provides an atmosphere where participants can engage in information sharing within them. (Choo, 1995)    Socio-Technical System in an Organization       Socio-technical system as a concept emerged on the joint collaboration of two Tavistock Institute researchers, Eric Trist and Fred Emery in 1960. The application of socio-technical concept in organizational paradigm reflects on linking the potential of people and technology employed in a concern. Some of the principles laid by Socio-Technical theory in organizational concept focus on group leadership to that of individual leadership. It tries to explore group potential in achieving organizational objectives. The second most important focus of socio-technical system in organizational concept highlights on addressing a task given based on some critical points. It judges the need for taking the given task, its objectives and steps needed to fulfill the same. In modern times with the advent of Internet, small organizational groups in different regions accomplish the tasks. This requires the organization to become socially adaptive to perform effectively. (Sociotechnical systems, N.D.) A case study of Shell is given to highlight on the socio-technical practice adopted by the organization. It was found that in the beginning of 1960, Shell was facing some external and internal problems. The company was found suffering from trade union problems, overstaffing and granting of more overtimes. In 1964, the company faced a severe downturn following which new human resource policies were adopted. To this end, the Socio-Technical philosophy and way of action were introduced in the workforce. The managers of the departments were entrusted with the role of diffusing the socio-technical philosophy through interactions and job-designs. Introduction of socio-technical philosophy in Shell reduced staff tensions and union problems. It also led to the operational expansion through the designing of a new refinery based at Teesport. (Jackson, 2000, pp. 123-124).  Knowledge Management in National Aeronautics and Space Administration (NASA)       The paper presents here a brief study on the Knowledge Management practice at NASA. It gives focus on the building of the Knowledge Management Team, identifies the Key Target Areas and understands its process. In NASA, the Chief Information Officer followed by the Chief Engineer heads the Knowledge Management team. Further, it has 115 team members comprising of system architects, authors and anthropologists. They closely interrelate with Human Resources, other national agencies and study groups. The team functions in tracking needed information, managing and disseminating information throughout the world. NASA’s Knowledge Management framework involves people who go on breaking barriers for purposes of collaboration and sharing of information. Technologically the organization encourages integration of systems for data mining activities. It has the advantage of an intelligible workforce who enables the process. (Murphy & Holm, 2008, pp.5-7). Managing Information and Knowledge in a Socio-Technical System       The Management of Information and Knowledge in a Socio-Technical system is studied based on a project initiated by the University of Cassino, Italy. The project was initiated based on a radical change to be brought in the pattern of teaching in Italian schools. The Teaching Transparency Information System (TETIS) in the distance support scheme for the project was based on the socio-technical concept. The system targeted at giving different levels of users access to information through the web. This process also enables teachers to make evaluations and in assessing the performance of their students. Even educational researchers will be greatly benefitted in getting the authority to access data from schools for statistical purposes. The social technical system in Transparency Information System (TETIS) is found to comprise of three sub-systems like subjects, which comprise of students, teachers and researchers, communities consisting of councils and psychoanalysts and the society. (Cartelli, 2007, pp. 9-10). Conclusion       The Social-Technical system, which is a blend of human, social and organizational resources with the technical system of an organization, is studied in respect to the Knowledge resources of the concern. Where the ambit of Knowledge Management focuses on the effective collaboration of knowledge resources, the social and technical parameters support its activity. Effective social and organizational power backed by efficient technology helps in spreading the knowledge and information by breaking organizational and regional barriers. References 1. Cartelli, A. (2007). Socio-Technical Theory and Knowledge Construction: Towards New Pedagogical Paradigms?  Issues in Information Science and Information Technology. Retrieved on October 1, 2010 from: http://proceedings.informingscience.org/InSITE2007/IISITv4p001-014Cart339.pdf 2. Choo, C. (1995). Information management for the intelligent organization: roles and implications for the information professions. Retrieved on October 1, 2010 from: http://choo.fis.utoronto.ca/fis/respub/dlc95.html 3. Jackson, M. (2000). Systems Approaches to Management. Springer. 4. “Knowledge Management Definition and Solutions”, CIO.com. (N.D.). Retrieved on October 1, 2010 from: http://www.cio.com/article/40343/Knowledge_Management_Definition_and_Solutions 5. Murphy, K. & J, Holm. (2008). Knowledge Management at NASA: Supporting Missions and Collaboration. Retrieved on October 1, 2010 from: http://km.nasa.gov/pdf/291746main_NASAKM_2008.pdf. 6. Sociotechnical systems, ( N.D.). Retrieved on October 1, 2010 from: http://en.wikipedia.org/wiki/Sociotechnical_systems 7. Social Technical Theory. (N.D.). York University. Retrieved on October 1, 2010 from: http://www.fsc.yorku.ca/york/istheory/wiki/index.php/Socio-technical_theory 8. Wilson, T. (2002). The nonsense of ‘knowledge management’. Information Research. 8 (1). Retrieved on October 1, 2010 from: http://informationr.net/ir/8-1/paper144.html 9. “Why KM-the importance of knowledge management”, knowledge-management-online.com. (N.D.). Retrieved on October 1, 2010 from: http://www.knowledge-management-online.com/the-importance-of-knowledge-management.html   Read More