In the world we live in every day a lot of information is generated. This is because each one of us as individuals, as well as small and large organizations generate a large amount of data which, when processed and acquired meaning, can be transformed into valuable information for the company.
This information is used by the organization to carry out decision making. Today's companies do not carry out this process without sufficient information to let them know what they will face according to the decision that is made.
For the organization, it is important to know the sources from which the information comes, since just as there is a large amount of worthless data, there is also information that is not valuable or is not reliable enough to serve as a basis for decision-making..
We know this type of information as diffuse information. We do not know exactly where it comes from, who generates it, or the veracity and coherence of it. However, it is still information and if the company has the capacity to give it proper management, it can be used for its benefit.
That is why in this article the topic of diffuse information is addressed, the means in which it can be found and the treatment that must be given to it.
DEFINITION OF INFORMATION
Before analyzing the term confusing information, it is necessary to know the meaning of the word information.
A large amount of data is generated in the world. The data are primary elements of information and that by themselves are not of great importance. That is, it can be a number, a letter, a number, but it does not have a special meaning. Through the simple knowledge of a data it is not possible to generate any action.
On the other hand, when that data is processed, and assigned a relevance or purpose, as well as a context, now this data can be converted into information.
Some of the definitions of information tell us that information "is an organized set of processed data, which constitutes a message that changes the knowledge of the subject or system that receives said message" (WIKIPEDIA, nd)
Another definition tells us that "The information is made up of a group of data already supervised and ordered, which serve to construct a message based on a phenomenon or entity criterion." (DEFINICION.DE, sf)
"Information can be defined as a set of data that deliver a message about a phenomenon or event that helps to make decisions to solve a problem" (POLO, 2016)
According to Chiavenato, the information “consists of a set of data that have meaning, in such a way that they reduce uncertainty and increase the knowledge of those who come to see them. These data are available for immediate use and serve to clarify uncertainties on certain issues ”(CHIAVENATO, 2004).
This meaning is assigned by the people who intervene in the process of generating and managing information since the data generated that for some person may have a meaning or value, for that person who is alien to said process may not have value or meaning or have minimal meaning.
INFORMATION SOURCES
The need for information is paramount in all organizations. At the same time, the entire organization needs to have access to as much information as possible. The functional area of the company does not matter. Each of the elements that comprise it need to a greater or lesser degree.
For the management area in an organization, the information is used for the generation of strategies, which can serve to define the direction that the organization must follow. For this reason, it is vitally important that this information is timely and specific.
In the intermediate area, the information is used to generate specific strategies that allow the achievement of the objectives established by the company's managers.
On the other hand, in the operational area, the information that is handled is detailed in reference to the processes, products and activities that workers or operators need to carry out the activities of their area.
MANAGEMENT OF INFORMATION IN THE ORGANIZATION
In an organization, the information handled by each of the areas is not carried out in isolation. Information used at the operational level affects middle-level development and decision-making at the managerial level.
Hence the need for the information to be generated as clearly as possible while at the same time in organizations having the provision for feedback from managers to lower levels in order to complement the information and verify its usefulness.
According to the origin of the information, these sources can be classified as internal and external.
INTERNAL SOURCES. They are those that generate information within the same institution. This information arises from the data generated in each of the functional areas of the company. Its main purpose is to allow immediate decision-making in the company's processes or activities. Some of the examples of this type of information are the financial statements, the sales record, the times of the processes, among others.
EXTERNAL SOURCES. They are those that generate information outside the organization. This information is of importance to the company due to the environment in which it carries out its activities. Knowledge of the environment, as well as of potential customers, suppliers, etc., provides the organization with a broader picture that at the same time helps it make decisions. Within this type of information we can find information from the media, information regarding the competition, distributors, etc.
Information can also be classified according to its origin in primary and secondary sources.
PRIMARY SOURCES. The information is obtained directly from the source. It can be inside the organization or even outside it. Examples of this type of information can be surveys, sales records, etc.
SECONDARY SOURCES. It is that information that already exists and is generally information that has been generated for a different purpose than that of the company but that the latter can use to their advantage. They can be publications in books, magazines, statistical data on the internet, government information, to name a few. (RAMON, 2013).
ATTRIBUTES OF THE INFORMATION
For the information to be useful in decision-making, it is necessary to have the following attributes:
- Accuracy: You must correctly write the phenomenon or event that is occurring. At the same time, it must communicate the truth and be correct. Opportunity: it must be available when it is required. As a characteristic of the information for decision making, the opportunity is essential so that the decision is also timely. Relevance: the information should relate to the situation at hand. Integrity: the information should cover all the details of the event in question in order to provide the decision maker with all the panoramas of the described phenomenon. Frequency: the information should Generate regularly and update to have the most accurate information. Time horizon: the information is useful at different times.The information that served in the past can be used in the present and be useful in the future. Scope: it is important that the information is generated according to the area of interest of the person who needs it. Presentation: the information can be generated in different formats such as text, table, image, at the same time it can be presented digitally or in print. (HAMPTON, 1990).
However, the large amount of data and therefore the large amount of information that is generated in the world every day has generated that each of us or organizations can reach an unimaginable amount of information that does not comply with all the characteristics that are needed to be considered as a fundamental part of decision-making. This type of information is known as fuzzy information.
DIFFUSE INFORMATION
The concept of the fuzzy word tells us that it means “that which does not present defined contours. It appears with little clarity, certainty, very long and with features of imprecision ”(DECONCEPTOS.COM, nd). Derived from the lack of clarity with which the object or situation is presented, it is very easy to be confused with another situation.
Based on these concepts we can determine that the diffuse information "is a set of data that constitutes a message, about a situation or thing, but that as an entity, has the characteristic of being unclear, precise and uncertain." (LUNA, 2015)
When the information does not meet the characteristics that make it important, it is difficult to understand it and it can be considered as little useful information.
However, the person or organization that is capable of controlling the flow of this type of information, as well as using it for their benefit, becomes an important decision-making tool. Knowing the diffuse information that is generated or managed by the company generates a greater degree of reliability when making decisions.
It is very difficult for organizations to measure when the information being handled becomes diffuse or optimal for its use in decision-making. But it can improve the degree of confidence in it.
MONITORING OF DIFFUSE INFORMATION
It is important that in the handling of the information, especially the diffuse information, the parties that are in charge of generating it participate. It is also necessary that the top management of the organization can process the information to determine its degree of utility. There are some aspects that can be considered to clarify the handling of diffuse information.
- Knowledge concern. The search for information is carried out based on the concern that one has to know some relevant aspects for the organization in its internal and external environments. Such information may be about customers, suppliers, workers, company products, production systems, etc. Information search. According to the need that the organization of information has, the search is carried out. In order to carry out this search, it is recommended to do it in a planned manner, determining in advance what it is intended to achieve, the means by which the search will be carried out and the time allocated to it. Obtaining diffuse information. When searching for information, it is common to find a large amount of it. However,not all information has the same value. Sometimes it is possible to determine it in a simple way if it does not meet the requirements we are looking for, but other times it is a little more complex. Therefore, the collection of information can be carried out, even if it seems disorganized and meaningless. Use of tools. Once a large amount of information is available, it is necessary to classify and clarify it in order to facilitate its understanding. Tools such as data mining, fuzzy logic, and quantitative and qualitative data analysis can offer significant help in this regard.Therefore, the collection of information can be carried out, even if it seems disorganized and meaningless. Use of tools. Once a large amount of information is available, it is necessary to classify and clarify it in order to facilitate its understanding. Tools such as data mining, fuzzy logic, and quantitative and qualitative data analysis can offer significant help in this regard.Therefore, the collection of information can be carried out, even if it seems disorganized and meaningless. Use of tools. Once a large amount of information is available, it is necessary to classify and clarify it in order to facilitate its understanding. Tools such as data mining, fuzzy logic, and quantitative and qualitative data analysis can offer significant help in this regard.
Among some characteristics of the diffuse information that we can highlight we find:
- Noise. This type of information is not important since it can be altered information or that it was transferred in the wrong way. It is the information that is repeated several times in the same message in order to avoid the generation of noisy information. Knowledge. It is information with value. This value is added by the judgment process which is submitted to it and after it is determined that the information is optimal and useful. Evaluation of the information. It refers to analyzing the reaction to the objectives and needs of the information. It implies that the information collected covers the objectives for which the search was carried out or can provide a solution to the topic that was found at the beginning: Processing and control of the information. Information is given meaning according to the needs of the company.The information is synthesized, a reflection is carried out and integrated in such a way that it becomes easy to understand for the entire organization. Decision making. The clearer and more timely the information, the better opportunities there are to make the decisions that are necessary. (LUNA, 2015)
INFORMATION MANAGEMENT PROCESS (LUNA X., 2016)
TOOLS FOR THE USE OF DIFFUSE INFORMATION
Once a large amount of information is available, it needs to be clarified to facilitate understanding. For this reason, mention is made of the following tools that may be useful for handling fuzzy information.
Quantitative data analysis. Valuable information can be obtained through numerical data, said measurement and analysis can be carried out through various software that can facilitate said analysis.
Qualitative data analysis. In the qualitative data it is where the information becomes more diffuse because its measurement is carried out based on subjective concepts. Despite the use of heuristics and software, some solutions are proposed with the information provided.
Diffuse logic. It is a computational intelligence technique that provides a simple way to draw conclusions based on vague or fuzzy information. Through this tool, the characteristics of a person are emulated when making decisions.
Likewise, when handling a large amount of information that needs to be understood, some techniques can be used such as:
- Use keywordsFast reading techniquesHighlight main ideasUse specialized search enginesRequest help from experts in the fieldDesign people to be in charge of information managementCarry out an analysis of the reliability of information sourcesHave the capacity to be able to Identify the sources of information and the content they handle. Have knowledge about information gathering. (POLO, 2016)
EVALUATION OF THE INFORMATION
When a large amount of information is available, it is necessary to evaluate its usefulness and content. Much of the information obtained is disorganized or unclassified. It is necessary to determine if the information meets the expectations of the company or is useful for the actions that it needs to carry out.
Some of the questions that the organization must ask itself when evaluating the information are:
- Is the information adapted to the needs of my company? Is the information easily accessible to those who need it? Is the information complete and accurate? Is the information accessible, comprehensive and reliable? (AUMATELL, 2003)
Likewise, it is useful to carry out a correct evaluation of the evaluation, for which it is necessary:
- Indicate the objective of the evaluation Carry out a classification of the information from the particular to the general Use classification criteria and organization of the information Verify the consistency of the information Differentiate the opinions of the facts Use the reliability and validity criteria Have the capacity to analyze the evolution in information management Distinguish between different sources of information (POLO, 2016)
Another way of evaluating the diffuse information that we find is through the following questions:
- Who is the author of the information? It is helpful to find out if the person generating the information is an expert in the area you are talking about or is simply making a comment about it. Likewise, the organization to which it belongs as it can offer support to it. What is the information about? It is necessary to identify if the information is accurate, if the source from which it is obtained is indicated or, failing that, where the data that generates it arises. Is the information updated? It is necessary to identify the time when the information was generated, as well as whether the information needs to be updated. Who is the information for? When the information is diffuse, the public to whom it is directed must be identified, since depending on the public that uses it, it may be the type of information,Furthermore, what may be diffuse for our organization for other audiences is not. (LUNA X., 2016).
USE OF INFORMATION FOR DECISION MAKING
The end use that organizations give to the information that they generate or that they get to them, is decision making. In a world with so many challenges that companies face, it is necessary that information can be quickly clarified so that decisions are made in a timely manner.
When the information is clear, timely and truthful, it allows the decision maker to carry it out effectively. If the information that is available is of quality, the decisions that are made in organizations are of quality. Company managers require good quality information due to the type of decisions they must make.
When the information available for decision-making is diffuse, decisions cannot be the most opportune or precise. For this reason, organizations are looking for ways to convert fuzzy information into useful information, as this makes their decision-making more efficient.
Making a decision can help achieve the objectives of an organization or can lead to the loss of those objectives, as well as the fulfillment of the mission and goals of the organization.
CONCLUSION
Every moment a large amount of information is generated. It is important for organizations to analyze this information to consider whether it is useful in making a decision. Not all the information generated in the world is useful. There is information that can delay decision-making processes. However, a good handling of it can help turn it into relevant information.
To the extent that a manager or the person using the information knows how to use the diffuse information to his benefit, he may have more elements to be able to make his decisions. From this decision-making, organizations will be able to develop strategies that allow them to outperform their competitors.
In today's world, information leads to knowledge and knowledge is a competitive advantage. Hence, organizations are concerned with improving their information systems that provide speed, truthfulness and opportunity to their decision-making and therefore place them in front of the competition.
THESIS PROPOSAL
Implementation of an information system in a medium-sized company in the area
OBJECTIVE
Analyze the management of internal and external information to which the company has access and be able to establish a strategy for managing it
Bibliography
AUMATELL, C. (2003). AUDIT OF INFORMATION SYSTEMS. BARCELONA: UOC.
CHIAVENATO, I. (2004). INTRODUCTION TO THE GENERAL THEORY OF ADMINISTRATION. COLOMBIA: MCGRAW-HILL.
DECONCEPTOS.COM. (sf). DEFINITION OF DIFFUSE. Obtained from
DEFINITION OF. (sf). INFORMATION CONCEPT. Obtained from
HAMPTON, D. (1990). ADMINISTRATION. MEXICO: MCGRAW-HILL.
LUNA, N. (OCTOBER 15, 2015). DIFFUSE INFORMATION. A WORLD OF UNCERTAIN DATA.
Obtained from http://www.gestiopolis.com/informacion-difusa-un-mundo-de-datos- uncertain /
LUNA, X. (MARCH 2, 2016). ELIMINATION OF DIFFUSE INFORMATION IN ORGANIZATIONS. Obtained from http://www.gestiopolis.com/eliminacion-la-informacion- diffusa-las-organizations /
POLO, A. (2016). DIFFUSE INFORMATION.
RAMON, D. (NOVEMBER 21, 2013). MANAGEMENT OF DIFFUSE INFORMATION IN THE ORGANIZATION. Obtained from http://www.gestiopolis.com/manejo-de-informacion-difusa- en-la-organizacion /
WIKIPEDIA. (sf). INFORMATION. Obtained from
Amisaday Huerta Zamora. Bachelor of Administration from the Instituto Tecnológico Superior de Tierra Blanca
Student of the Master in Administrative Engineering at the Technological Institute of Orizaba
With thanks to the National Technological Institute of Mexico for being able to belong to him and to Dr. Fernando Aguirre y Hernández for the motivation for preparing these articles for the subject of Fundamentals of Administrative Engineering.
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