<p> Page 1 of 13</p><p>A General Systems Model, for Management and Business By David Alderoty © 2015 Chapter 4) Organizational Inputs and Outputs of Information, And Related Managerial Concepts Over 2,800 Words To contact the author use: [email protected] Or left click for a website communication form If you want to go to the previous chapter left click on the following link www.TechForText.com/M/Chapter-3 To go to the table of contents of this CHAPTER, left click on these words</p><p>Notes for this E-Book The concepts presented in this e-book are primarily focused on management and business. However, most of these concepts also apply to other types of systems that involve human beings. Thus, anywhere you see the words business or organization in this ebook, the material I am presenting may also apply to any type of system that is partly or totally comprised of human beings, such as a factory , a home-based business , a microbusiness , a school , a social club , a city , a state , a nation , a family , and an individual . In this e-book, I call the above entities, underlined in red, human systems . In this e-book, I frequently use the word business, company, and organization interchangeably, as synonymous terms. In addition, I use the word employee, or employees to refer to non-managerial personnel.</p><p>Web Links in this E-Book This e-book contains links to web-based articles and videos from other authors, f or additional information , supporting material , and for alternative: perspectives, interpretations, explanations, and opinions. The links are the blue underlined words. In this e-book brown text, like these words, represent quotes. You can access the original source, by clicking on a link presented just before a quote. If a link fails, use the blue underlined words as a search phrase, Page 2 of 13</p><p> with www.Google.com, or for a video use www.google.com/videohp. The search will usually bring up the original website or one or more good alternatives. </p><p>Section 1) The Input and Output of Information, And Related Concepts</p><p>Topic 1) A Review of the Concept of Inputs and Outputs of a System In the previous chapter, there was a detailed discussion of inputs and outputs of a system. This concept applies to all open systems, not just organizations. For a typical business selling one or more products, there will be inputs of money, electricity, raw materials, or products purchased from a manufacturer or wholesaler for reselling. The expenditures for the above, as well as products sold by the business are outputs. All of the above takes place at a specific rate of speed, such as rate of sales, rate of profit, and rate of expenditures. There are many types of inputs and outputs, and the above represents a few examples. One of the most important inputs and outputs involves the flow of information from an organization to the external environment, as well as a flow of information from the external environment into the organization . The input and output of information is explained in detail, with examples, in the following paragraphs.</p><p>Topic 2) Note on the Terminology of Inputs and Outputs In most of the topics in this chapter, I use the plural, with an s at the end of the words input s and output s. This is because there are usually many types of informational inputs and outputs , which are transmitted or received through different pathways . This is explained in the following paragraphs with examples. Page 3 of 13</p><p>Topic 3) What are the Inputs and Outputs of Information, From a Systems Perspective An organization is a system that transmits or conveys information to consumers, and it generally receives information from suppliers, employees, and customers. The transmission of information is an output, and receiving information is an input. A few examples of the types of information transmitted, (which are outputs) are advertising, and public relations efforts. In addition, some companies convey technical and/or educational material, which might relate directly or indirectly to their products. A few examples of inputs of information for an organization are emails, letters, and telephone calls from customers, suppliers, and government regulatory agencies. Surveys and focus groups also provide an input of information.</p><p>Topic 4) From a Systems Perspective the Inputs and Outputs of Information are Transmitted Through a Specific Type of Media The inputs and outputs of information involve various types of media, such as newspapers, flyers, signs, radio, television, text-based advertising on the Internet , web-based videos, emails, personal letters, text messages, phone calls, and face-to-face communication. The media underlined in black type are for communicating with more than one person simultaneously, which is commonly called mass communication. This generally involves an informational output such as advertisements. The media underlined in red type are generally for communicating on a one-to- one basis. However, emails and conventional letters are sometimes used as a form of mass communication, which involves sending out many copies of the same letter to a number of individuals. Page 4 of 13</p><p>Section 2) Advertising, and the Web, Based on the Input and Output of Information from a System</p><p>Topic 5) From a Systems Perspective, the Web as a Media for the Output of Information Many people think of the web as a form of mass communication. Technically speaking, it fits this definition. However, in actual practice, a website created by a small company, a micro business, or an individual, will generally receive very few visitors. However, a website created by a large well-known organization, or a famous individual, might receive many thousands of visitors each week. Nevertheless, a website can be useful for very small businesses, but not necessarily to obtain new customers. The website can be used to provide additional information for customers, and potential customers that were obtained by face-to-face communication.</p><p>Topic 6) advertising Websites and Related Software for Text Messaging, And TwoWay Audio and Video Communication Websites can also contain communication forms for the input of information, which is the same as saying the transmission of information from the user to the organization. This can involve text-messaging forms, which are conveyed through conventional email channels. However, with appropriate software, a website can have instant text messaging, for real-time conversations. With the latest technology, it is possible to transmit two-way conversations with audio, and/or video directly from a website. Of course, this requires appropriate hardware, as well as software.</p><p>Topic 7) Advertising, as a form of Output of Information, From a Systems Perspective Advertising is usually a highly controlled and deliberate release of persuasive information. The primary goal of advertising is to persuade consumers to Page 5 of 13 purchase a product or service. However, it appears that some companies advertise to produce a positive image in the minds of the public. Some of this advertising appears to be aimed at one or more of the following: stockholders, and people that purchase stock, potential employees, and government officials. See the following examples.</p><p>Topic 8) Examples of Advertising Left click on the following links, to see interesting examples of advertisements, most of which are not aimed at the average consumer. 1) Rafael Advanced Defense Systems Ltd., (All of the remaining links are for videos), 2) Rafael Advanced Defense Systems - Iron Dome Mobile Short Range Missile Defence System, 3) Boeing Prepares the 787-9 Dreamliner for the 2015 Paris Air Show, 4) Boeing's 787 Dreamliner gets assembled quickly for Air India, 5) IBM advertising, 6) IBM Watson TV Commercial, 'Working to Make Vets Smarter Every Day, 7) IBM Verse TV Commercial, 'How to Have a Smarter Day at Work, 8) Ad of the Day: IBM Ran 62 Different Spots on the Masters. So, How Did That Go? Incredible series by Ogilvy By Gabriel Beltrone, 9) Junk Food Ads and Kids, 10) The Funniest Video Advertising In The World.</p><p>Topic 9) The Output of Information, for Advertising a Small Business, or HomeBased Business , from a Systems Perspective Probably the most effective advertising strategy for most small businesses is face-to-face communication, especially if it is a service-based business. In some cases, this can simply involve developing friendly acquaintanceships with customers, and potential consumers. This can be greatly reinforced with a website for additional information. This requires business cards, and/or flyers, with URL of the website, the address of the business, an email address, and telephone number. The website should provide the most important information first, followed by progressively less Page 6 of 13 important information. The website can provide a large amount of information if it is configured as described above. All of the above can be enhanced with appropriate signs, and any other type of inexpensive advertisements that proved successful. This can involve experimenting with different forms of inexpensive advertisements to determine what works for a specific business. For small businesses, especially micro businesses, most forms of mass communication, such as television, radio, and ads in the newspaper might not be cost-effective. The reason for this is explained below: </p><p>● A television advertisement for a large international organization might result in thousands of new customers, scattered throughout the United States. A small business that serves a neighborhood probably could not provide services for customers that are in different cities and states. </p><p>● An ad by a large well-known business is probably more likely to attract the interest of consumers, then an ad of a small business that is unknown to most consumers. A small business that invests in expensive television or radio advertisements, might obtain a few additional sales, which probably would result in a significant net loss because of the cost of the advertisements. </p><p>Topic 10) The Size of the Business, and the Quantity of the Input and Output of Information, From a Systems Perspective Usually, small businesses transmit a small amount of information, such as from signs, and handouts, which is an output of information. A small business may receive face-to-face information from customers and suppliers, which is an input of information. Usually, the larger the business, the greater the quantity of information transmitted and received. One of the factors that determine if a small business grows into a large Page 7 of 13 corporation is probably the quantity and quality of the input and output of information. However, simply increasing the inputs and outputs of information of a small business might not have much effect on the rate of growth, or the rate of profit. This is because the content of the information is very important. For an example, let us assume there is a small business that was providing superior services and products at a lower price than its competitors were. If this information were transmitted, through advertisements, public relations efforts, and word-of- mouth, the business probably would grow at an accelerated rate, and have a high rate of profit. However, if the business was providing services and products of average quality, with typical prices, increasing the inputs and outputs of information will probably have only moderate effect on sales, and profits might remain the same, or declined. This is because an output of information, in this example would involve advertising, which can be expensive.</p><p>Section 3) The Input and Output of Information, And Public Relations, Annual Reports, and Scientific, and Technical innovations</p><p>Topic 11) Public Relations, as a form of Output of Information, From a Systems Perspective Public relations, usually involve the release of specific information, primarily to the press. However, sometimes accompany uses its own publicizing material, such as print media, and videos for public relations purposes. Public relations usually involve news releases, and/or publicly displayed events produced by the company. The above can also involve news releases about achievements, such as the development of a new drug, or the creation of a new electronic device. Page 8 of 13</p><p>Unlike advertising, information released through a public relations effort is not precisely controlled by the company. Specifically, information released through public relations efforts are interpreted by the press. Information that is perceived to be positive by the company might be evaluated as marginally significant or negative by some or most reporters. Unlike advertising, there is no guarantee of the final message that will be transmitted to the consumers, with a public relations campaign. Sometimes a company releases negative information to the press, such as for the recall of a defective product. This can also be done by advertising, and email or other correspondence directly to the customer.</p><p>Topic 12) Annual Reports, and Related Documents Are Informational Outputs, From a Systems Perspective Organizations that sell their stocks publicly have to release an annual report, according to the U.S. Securities and Exchange Commission , which includes a financial statement. Organizations and other categories, including government agencies, release annual reports, or similar documents to the public. All of the above obviously represent informational outputs. Listed below there are links to access some examples: 1) Financial statement Microsoft for 2014, 2) Annual Report IBM 2014, 3) Finance Google, 4) Annual Report Microsoft 2014, 5) Annual Report FBI 2014, 6) Annual Report NASA 2014.</p><p>Topic 13) Organizations and the Input of Information From a Systems Perspective Usually, the output of information, results in an input of information, for an organization. For example, an advertising campaign, or public relations effort, might result in emails, letters, and phone calls from the general public. Evaluations of advertising campaigns, surveys, and focus groups, and related measurements and calculations of profits or losses are other Page 9 of 13 examples of an input of information. In the following paragraph, there are more details and examples of the input of information.</p><p>Topic 14) From a Systems Perspective, the Multiple Inputs of Scientific And Technical Information Leading to Technological Development Information about scientific and technological developments represents one of the most important inputs for organizations involved with manufacturing and product development. This resulted in many new products, such as the steam engine, the internal combustion engine, automobiles, airplanes, jet planes, many electronic devices, and computer technology. The information for this development is initially created by scientists and engineers. However, this information must be transmitted to the appropriate organizational systems and subsystems to lead to technological development, and new consumer products. This information might be conveyed through sales personnel, and technical advertisements from the company that is selling production technologies, or licensing patented inventions. Scientific and technical information may also be conveyed through in-house personnel, such as scientists, engineers, and technicians. Ultimately, the information must be conveyed to upper management, who decides whether or not, to invest in new technologies. Information about new technological products, are initially transmitted to consumers through the marketing departments of manufactures and resellers. However, once the new product becomes widely accepted within a society, information about the product is essentially transmitted by cultural dynamics. This includes word-of-mouth communication, as well as peer-to-peer observations of uses of the new technology. This process of transmitting information about apply technology is probably most obvious with the widespread use of personal computers, and cell phones. However, the development and utilization of automobiles, Page 10 of 13 electric lights, and almost all of the applied technologies appear to involve the cultural dynamics described above. An important concept is the input of information, especially in terms of science and technology, can change an organization, as well as society. This change started to accelerate during the industrial revolution, with information that related to the steam engine, electricity, and mass production techniques. In modern times, information that relates to computer technology has produced dramatic changes in our society, including the way people communicate, and the way information is stored, and processed. For examples and additional information see the following websites: 1) Effects of the Industrial Revolution, 2) Economic Growth and the Early Industrial Revolution, 3) Changing Society During the Industrial Revolution, 4) The Ecological Impact of the Industrial Revolution, 5) Apollo lunar program made a staggering contribution to high tech development, 6) The Cultural Impact of Computer Technology, by Sheldon Ayers, 7) 10 Developments That Changed The Face Of Computing, 8) Technological Advancements and Its Impact on Humanity, 9) Information society, 10) Impacts of Information Technology on Society in the new Century, Konsbruck Robert Lee, 11) How Information Technology has Changed Our Society</p><p>Section 4) The Rate of Informational Input, and the Rate of Informational Output, and related concepts</p><p>Topic 15)The Rate of Informational Input, and the Rate of Informational Output As was previously explained, any type of input or output can be measured in terms of rate of change, rate of gain, rate of loss, or simply rate of input, or Page 11 of 13 rate of output. Based on this concept, we can delineate a rate of informational input , and the rate of informational output. However, there is no precise way that the above can be measured, but there are many ways that it can be estimated, such as the following: </p><p>● COMMON SENSE ASSESSMENT: A simple common sense estimate of the quantity of material released to the general public per unit of time can be used. It is usually apparent which company is producing more advertisements. The amount of correspondence received per day, or per week, can be used to estimate the input of information.</p><p>● WORDS PER UNIT OF TIME, OR MEGABYTES PER UNIT OF TIME: The rate of informational input and output can be measured in terms of words per unit of time, or even megabytes per unit of time. </p><p>Topic 16) Alternative Strategy, Measuring the Results of the Input and Output of Information The best strategy for estimating the rate of informational input, and the rate of informational output, is to focus on specific objectives that can be measured. For example, a common objective for most businesses is to sell more goods and services. This can be measured in terms of the rate of sales, and the rate of profit. Both of the above can change if the rate of informational output is increased, such as with additional advertisements, or public relations efforts. </p><p>Section 5) Managing, the Output and Input of Information, and Related Concepts Page 12 of 13</p><p>Topic 17) Managing the Output of Information, From a Systems Perspective The output of information of an organization is generally managed by public relations personnel, and individuals that are involved with marketing and advertising. This can involve the creation of carefully designed advertising campaigns, and plans for a long-term public relations effort. This can also involve explaining and minimizing company errors and problems to the public through press releases, and advertisements. For publicly owned companies, financial statements must be released to the general public. This information is generally collected and managed by accountants and bookkeepers.</p><p>Topic 18) Managing the Input of Information From a Systems Perspective Managing the input of information generally involves placing priorities on correspondence and phone calls received from the general public, customers, potential employees, sales personnel from other companies, and in some cases officials working for the government. The most important management challenge involves directing the incoming information to the correct subsystem of the organization, such as upper management, middle management, the product support department, etc.</p><p>To go to the top of this webpage, left click on these words</p><p>Hyperlink Table Of Contents Below is the hyperlink table of contents of this chapter. If you left click on any of the blue underlined words, a section or topic heading will appear on your computer screen. Page 13 of 13</p><p>The Word Count for this Chapter This chapter contains over 2,800 words, WITHOUT COUNTING the table of contents, quotes, and any text that is repeated in other chapters. However, the TOTAL word count for this chapter is 3,562 words.</p><p>To go to the top of this webpage, left click on these words</p>