1. Why the information must be managed well and correctly by the managers level ?
Because all the managers will use information as their source to decide somethings. Information is definitely important for them. Without the information, they could not work well. They will be far from the word of effectives and efficient. They will not be respected by their staff. Because when they decide something without clear information, the decision will not be clear, will not based on the real fact and the real information. So the employee will not be satisfied with the decision. And then What Happened?
The staff will not do their task correctly and will give the bad impact for the aim of organization or company. For example :
“The managers of Human Resources Department want to add the total of staff in their company, whereas the number of the staff that he has is enough. But because the managers do not want to use the correct information, and do not manage the information. The quality of decision is bad. In the end with this decision the total of staff in the company is more than capacity, or it can be said that the total of the staff is over load. Because of this, the staffs could not work effective or even some of them do not have a task to be done. This thing will give bad impact for the financial condition of the company, and the organization or the company will be difficult to achieve their goal.”
Because of this, once again, based on the example above, the author is sure that to make a good decision for staff and for company and to achieve the goal of company, the managers level must manage the information well and correctly.
2. The information needed by managers must be Up to date, Detail and Accurate.
a. Up to Date
Up to date here means that information is a current information that reflects with the condition now days. Information must be new and could be used for the source to take a decision. So when the managers would like to decide something and to have a good quality of decision, he or she must use the current news or current information, because this will be different with the news or information in the past time. In here the author would like to give an example :
· The Front Office Manager would like to fire one the employee ( Azis ), because based on the data in the last year.
Yes, it is very correct that last year Azis was lazy staff, never punctual in doing something, always be late to come to office, and did not have dedication to work. But from the past of six months Azis has changed. Now he is very discipline, hah high motivation and dedication to work, and always be punctual in doing the tasks from supervisor.
But, because the FOM does not use the current information, the quality of decision is bad. Because he has lost a good staff like Azis, that he could be an important asset for company.
b. Detail
Detail here means that the information must be specific not general. Because if the information is general, it will make many interpretations and perceptions. Because of many interpretations and perceptions will make many decisions that will not meet each other. The decision will not be effective and efficient. And the goal of organization/company will not be achieved. Detail information is needed by managers to know many things, and to make actions in every single things. Because every single things need different decision. The general information will produce a decision that will not be effective if it is applied in the certain things. In here, the author would like to give an example of a case in Front Office Department ;
· There is a guest who said that “ Front Office Staffs are Bad. “
The above information is general information, and it gives many interpretations. Like : Who is the name of front office staff ?, is it all or only some staffs, what is bad in here?, is it the grooming, the quality of language, the hospitality, the capability to sell the room, the accuracy of billing or what.
So this information will make the manager especially the front office manager be confuse in making decision. He will be confuse what kind of thing should be improved. Because the information is too general.
c. Accurate
Accurate in here means that information must be correct, well targeted and appropriate. The information must not make the decision has the wrong way or direction to achieve the company goal. The accurate information will produce accurate decision to be applied. So the employee will be happy and satisfied with the quality of decision. To have accurate information, managers must get from correct person with the correct capacity. In here me as author would like to give an example in Human Resources Department ;
· When the manager wants to increase the salary of the employees, he or she need to get the accurate information from the finance department about the condition of the financial in the company. Is the company has profit or vice versa. Not only that, the manager also need to get the accurate information about the capability of employees from the each department head and period of employment from the correct sources.
So once again the accurate information could cause the accurate decision for appropriate person.
3. The Information Needed by Manager in Doing The Planning, Organizing and Controlling.
There are 5 information in here, they are :
a. Man.
The manager need to know all about the condition of human resources, like the total of employee, their educational back ground, their quality and capability in doing the jobs. By doing So, manager could know how to make good planning, organizing, and doing a controlling to them.
b. Money.
The manager need to have all information about the condition of financial in his or her company. Like the author mentioned before that this information must be from appropriate source. It is Financial Department. By knowing the condition of financial, manager will make the decision that related to condition. For example : the manager wants to increase the salary of staff, but because the financial does not support this planning, so the manager will not apply this planning.
By knowing the condition of financial, manager could know whether the company has got the ROI ( return of investment ) or not. If not, it could give a motivation to reach the ROI, and to get more profit by making good decision.
c. Machine
The manager also need to know about the condition of machine that the company has. The quality and the capacity of the machines need to be known by them. Whether the machines could accommodate all the activities in the company. If the condition of machine is still good to accommodate, the manager need to maintain. But if the condition is bad, the manager need to change with the new machines.
d. Material
The manager need to get all information about the material that company has. Whether the material could give good supply for our company or not. The condition of material also determine the success of the company.
e. Method
The manager needs to know about the method that the company always does for their operational steps. By knowing this thing, the manager will understand and will know the strength and the weakness of the method. Toward the strength, the manager need to maintain, but for the weakness the manager need to improve or change with better method. With this method the manager will know what kind of planning, organizing and controlling that could be applied in the company or organization.
To have a good planning, organizing and controlling, the manager needs to get all information about these 5 components. Because all these components related each other and support each other. These components could not stand alone. If the manager would like to one thing, he or she must see another thing. For example: when the manager would like to change the machines that the company has because they could not accommodate all the activities, they must also think about financial condition ( whether the company has enough money to buy ) and human resources condition ( whether they are ready with this new machines or not ).
All of them are included in the internal of company or organization, But the manager must also think about the external information from the out side of company. They are politic, economic, social, culture, security issues. Because they really influence with the condition of the company.
