Answer: before going further for discussion we need to have idea about the System Approach. System Approach: A system is an interrelated part of an organization or a society that interacts with everyone related to that organization or society and functions as a whole. Within the organization people uses technology in performing the task that they are responsible for, while the structure of the organization serves as a basis for coordinating all their different activities. The systems view emphasizes the interdependence of each of these elements within the organization, if the organization as a whole is to function effectively.
The other key aspects of the systems view of organization is its emphasis on the interaction between the organization and its broader environment, which it operates. Organizations are dependent upon their surrounding environment in two ways: First, the organization requires inputs from the environment in the form of raw material, people, money, ideas and so on. The organization itself can be thought of as performing certain transformation processes, on its inputs in order to create outputs in the form of products or services.
Secondly, the organization depends on environment such as, public to accept its output. The systems view of organization thus emphasizes on the key interdependencies among people, tasks, technology and structure in order to perform their transformation processes effectively and efficiently. Organizations must also recognize their interdependence with the broader environments (social, economical, cultural and political) within which they exist. Interpersonal Communication and its effects on System Approach: Interpersonal communication is exchange of information between two or more people.
During interpersonal communication there is message sending and message receiving. This can be conducted using both direct and indirect methods. Successful interpersonal communication is when the message sent by the sender is understood by the receiver. System approach may be greatly effected by interpersonal communication. Because by inter personal communication the people of a system interacts with each other, and share ideas which can be considered as input. Based on the interpersonal communication the efficiency of the system varies.
We should also consider that the organization is not defined by a few individuals, rather the many individuals that interact in an organization. And these interactions help them to achieve their goals. Examples: in an organization if the employees do not interacts properly then there will be no interdependencies, sharing of ideas so the input for new products will not be present as for system approach we have seen that it emphasizes on the interaction, interdependencies and ideas as input. Like teacher giving lectures to students. This is input for them which they process and uses it later on.
Channel Richness and its effects on System Approach: Channel Richness is being able to communicate effectively and understanding information between organizations. It is getting important information out to others as efficient and clear as possible. The amount of information that can be transmitted during a communication episode. We have discussed that communication is important for system approach its one of the sub-elements. And channel richness is connected to communication. If the channel richness is not good enough then the goal of communication will not be achieved.
We have said that system approach emphasizes on the interaction between the organization and its broader environment, which it operates. If the channel of communication fails to provide information to its broader environment then the organization may face problems to operate and achieve its goal. Example: suppose, organization XY is going for niche marketing for their new product. And they are using mass media for promoting their product. But if in the promotions they are not giving enough ideas about their product (advertisement for perfume but not mentioning the gender, etc) so here they fail to interact with its potential customers and faces loss. Emotions and its effects on System Approach.
Emotions is how a receiver feels at the time a message is received will influence how the message is interpreted. Employees’ emotion towards organization or peers can have effects on the dependence on them, interaction, and message interpretation. Negative emotion may result low job satisfaction and loyalty towards organization. Employee may not give his/her best to achieve organization goal or give any sort of input to get it. Managers’ direction can be interpreted in a wrong way.
Whereas positive emotion can work as motivation and make employees give their best to achieve goals. Emotions can be effected by the level of motivation, incentives and other facilities Examples: An employee with positive emotions (triggered by the facilities or the motivation he had been given) will give his best to achieve goals. Give ideas for new product development or new marketing techniques. But all these can be hard if the employee is not happy with the work life balance or the work environment. The Monitoring Skills of the Leaders/Manager and its effects on System Approach:
If a leader/ manager do not have monitoring skills then he will be unable to recognize the dependency the organization have on its environments. If he fails to initiate interaction with and between employees then he will fail to achieve success. The leader / manager have to monitor whether the process of turning input as output is running appropriately or not. Example: the manager of company X is really introverted but he has skills that the company can use to achieve goals. As a result the employees won’t be able to follow his lead or to understand his methods to achieve goals.
So in here lack of interaction the employees won’t be able the work efficiently. Cultural Diversity within the Organization and its effects on System Approach: Cultural diversity can have a great amount of influence on system approach. It also creates sub groups in an organization. Culture can influence how an employee will interact with others. Also this rich variety can help the organization o gather more ideas and KSAOs. With more diverse people the organization can interact with its customers more appropriately. Examples: a multinational company can deal with Bangladeshi people more appropriately if it hires local people.
If in an organization there are British employees they are expected to interact less than more people. Chinese people are innovative if they are properly motivated. Middle eastern employees specially female employees will follow a specific dress code in the work place (hijab, niquab) as its their culture. These are the effects of cultural diversity. In this discussion we saw that any little element can have bigger effects. So it is important for the organization to emphasize on every aspect not only few areas. Knowing it’s all potential weaknesses can be turned in to strength. Because we all know that knowing is owning.