Organizations handle a large amount of information that they manipulate on a daily basis, which is frequently incomplete or with a certain degree of uncertainty; but that does not prevent it from being used, causing the need to soak up knowledge to understand that information. It is natural to ignore information in a field, since it is always common for information to be abundant, unclear and not precise when received; this leads to the term diffuse.
When a mass of diffuse information is presented, it is necessary to give it shape, coherence, and validate its authenticity, etc. as it is important to monitor and organize the information to create a true message. This leads to pointing out that in an organization the information takes great value helping to make decisions and achieve the objectives. These need to resort to external sources such as primary, secondary, internal and external; exposed to taking unclear and imprecise information, diffuse information, which becomes a double-edged sword.
In the process of handling diffuse information, it should be used from the top management of the company, since it is in charge of proposing the needs (information); up to the hierarchical level, so that there is correct communication.
General
Before knowing the main topic of this article, the diffuse information, it is important to know related concepts that will serve for the correct understanding and understanding of it.
information
According to Idalberto Chiavenato, the information “consists of a set of data that have a meaning, in such a way that they reduce uncertainty and increase the knowledge of those who come to contemplate them. These data are available for immediate use and serve to clarify uncertainties on certain issues ”(2004). So the information is relative to a group of data that builds a message based on a certain situation, house or entity. Information allows solving problems and making decisions, since its correct use and rational understanding is the basis of knowledge. It is a resource that gives meaning or meaning to reality.
The data that make up the information can be perceived through the senses in a way that integrates them, generating information and producing knowledge. Specialists claim that there is an inherent link between information, data, knowledge, thought, and language.
Types and sources of information.
There are several types of information, for example according to its nature, there are two types:
Qualitative: This is generated through description and observation. Includes detailed descriptions of the situations, events, people, and behaviors that can be observed. Includes data on attitudes, thoughts, and reflections; that is obtained through participant observation, visits or perceptions of the person who investigates. The data obtained are based on the conclusions obtained.
Quantitative: These are numerical data, obtained through surveys and statistics; where percentages can be obtained since the information obtained can be accounted for.
Another classification that can be given is based on the availability of the information, such as:
Internal: It is the one that is in motion and that is generated within an organization, is stored within it and is spatially directed to the individuals who make decisions. In the business environment, internal information can be operational, which results daily from the operation of the organization; and knowledge, the result of the analysis of the information and the creative capacities of the members.
External: This comes from the organizational environment or context. This is captured by the organization and participates directly in daily activities such as the market to which it is directed, technological information, customers, suppliers, competitors, among others.
Now, to acquire the information, "sources" are used and this is divided into:
Internal sources: It is found within the organization, it is stored so that it can be taken by the decision maker. They are internal databases, financial statements, records, etc. Here the primary sources that are generally more expensive are immersed and are used when the information is inadequate, scarce, confusing; contributing to conduct surveys, interviews or polls.
External sources: They are outside the company where information regarding trends, preferences, status, etc. is obtained. derived from the internet, the competition, suppliers, distributors, clients, publications, among others. These secondary sources provide information or data already published and collected, are inexpensive and are obtained quickly. They are generally databases of commercials, government entities, statistical institutes, universities, chambers of commerce, libraries, newspapers, magazines, books, publications, etc.
Diffuse concept
In developing the term fuzzy information, it is vitally important to be clear about what the word "fuzzy" means. The diffuse can be defined as “that which does not present defined contours. It is presented with little clarity, certainty, very long and with imprecise features ”(DeConceptos.com, s / f). That is, when the information, object, thing, etc. It is not specified, it cannot be easily understood and it can be confused with something else or a situation. We are faced with the concept of diffuse or diffuse, which comprises that group of vague or ambiguous characteristics, difficult to understand and understand.
Diffuse logic
This is a concept applied to define when a computer analyzes common real information, on a binary or true or false scale; this being a branch of artificial intelligence. Currently, it has had many applications since it has allowed engineers to build apparatus and devices that can understand difficult-to-define information, that is, fuzzy information.
Fuzzy logic is a tool that can control and describe fuzzy information based on common sense rules that refer to undefined quantities. Systems for deciphering and understanding fuzzy information and quantities often take rules imposed by experts; however, they can also adapt themselves.
What is Fuzzy Information?
After conceiving the above concepts, it is easier to understand and deduce that it is fuzzy information. This is a set of data that constitutes a message, about a situation or thing, but which, as an entity, has the characteristic of being unclear, precise and uncertain; The fact that the information is imprecise prevents a friendly and easy understanding of it, which can block the innate meaning of the information.
It is from here that knowing how to handle and control this type of information takes priority for its correct handling and destination, since in an organization information is essential for the proper functioning of its processes; therefore, it cannot be missed. It is difficult to determine when the information that is handled is perfectly and undoubtedly optimal; however, it can be approximated or have a high confidence index that allows decision-making. Managing diffuse information in organizations is vital due to the large amount of data that moves in the environment, so if it cannot be processed clearly, managers, leaders and departments will be exposed to making incorrect decisions.
Fuzzy information is found in situations where data is interrelated and cannot be measured for analysis; For example, when the source of internal information is measured and understood by a specific department (apparently clear information) and passes to a different department that analyzes its own parameters, that information becomes diffuse, perhaps having subjective aspects when perhaps it focuses on the objective.
Tracking of fuzzy information.
To follow up on diffuse information, it must be processed in the top management of the organization, the following aspects can be considered to clarify and manage this type of information (Escobar, 2013).
- Knowledge concern: This may be regarding the internal and external environment of the organization, organizational interests and objectives, Clients, production or operation systems, technology, among others. Information search: Information needs must be taken into account. In this part, it is important to develop a schedule of activities that considers the tasks to achieve the organizational objectives, the logical order of action, consider the resources and means to be used and the execution time Obtaining diffuse information: Obtain a large amount of information, no matter that it is unclassified, disorganized, unstable and with the appearance of lacking substance and form. In order to determine if the information that has been obtained is diffuse, the following should be considered:Is it adequate to the business needs of the companies? Is it accurate and complete? Is it reliable? Is it accessible to the members of the organization? Use of tools: It will serve to locate and obtain clear information, with the need to facilitate the understanding of information. The tools that can be useful for managing fuzzy information are: quantitative data analysis, qualitative data analysis, generating an ideal solution and relying on Fuzzy logic. Information Evaluation. Define how to respond or react to the objectives or information needs. Before evaluating it is necessary to: establish evaluation objectives; distinguish from the general to the particular; apply the appropriate criteria to attract, select, integrate and organize; provide consistency to information;distinguish facts from opinions; find different points of view on the information and discuss them; provide feedback on actions; see the evolution of information work; and between primary and secondary sources. Processing and Production Control. It seeks to understand, signify, locate and differentiate in time and space, what benefits the organization and achieves its success. They synthesize, organize and represent information; an analysis and synthesis of the information is carried out; reflect and conclude; master basic written expression techniques; make reports, diagrams, integrate paraphrase and transform information in some way; use tables and graphs. Decision making: Having clearer, more accurate and timely information, this can be handled better and at a higher quality to make a good decision.
Importance of treating diffuse information.
An outstanding and relevant factor in any organization for solving problems and managing information is communication, since it is the way in which information is transferred between the different units that make it up. This can occur horizontally when individuals are considered of the same status and information flows in a chain manner; and vertical when it is hierarchically between superiors and subordinates.
To facilitate the understanding and what the information wants to communicate, it is necessary that it is already clear, organized and concise; in other words, transform diffuse information into clear and reliable information. This will facilitate the communication process, since otherwise difficulties will be created in the processes, wrong decisions will be made and activities will be delayed.
The handling of diffuse information in decision-making is of special care, since it can have a negative impact and can undoubtedly be detrimental. The basic instrument for a good decision making is accurate and timely information, it is the raw material for management and bosses; Regarding its determination, we can say that the higher the quality of information and the lower the uncertainty (fuzzy data), the better the quality of decision-making.
Conclusion.
As could be understood in the following article, diffuse information is information that should be treated and that should not be left that way, as it will create a series of problems within an organization affecting its communication and decisions; it is therefore necessary its timely treatment and transfer, to optimal and accurate information.
Correct information integrates the units that make up an organization, hence the usefulness of avoiding diffuse environments and information; to make an organization more competitive regarding the exploitation of the information it obtains from its environment. The importance of information lies in increasing knowledge and reducing uncertainties. In this sense, the information will allow individuals to make good decision-making and to have correct communication, which leads to achieving the objectives and goals proposed within the organization.
Bibliography.
- Chiavenato, I. &. (2004). Introduction to the general theory of Administration. Colombia: McGraw-Hill.com. (s / f). Diffuse concept. Retrieved on October 4, 2015, from http://deconceptos.com/general/difuso#ixzz3nc1wSMcxde. (s / f). Definition, Meaning and What it is. Retrieved on October 4, 2015, from Concept of information: http://definicion.de/informacion/#ixzz3ncEhXgAXEscobar, D. d. (2013). Management of diffuse information in the organization. Retrieved on October 4, 2015, from Gestiopolis: http://www.gestiopolis.com/manejo-de-informacion-difusa-en-la-organizacion/(s/f). Diffuse logic. Retrieved October 4, 2015, from http://www.neurogenesis.com.mx/logica-difusa.html Sánchez, LR (2014). The use of fuzzy information in business decision making. Retrieved October 2015, from Gestiopolis: http: //www.gestiopolis.com / the-use-of-fuzzy-information-in-business-decision-making /
