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Management Toolkit

Using IT to improve your workplace culture

Ramon Padilla Tech Republic

Published: 01 Jun 2005 10:45 BST

What is IT's role in shaping workplace culture?
IT often plays a lead role in bringing a new form of communication technology to the workplace. Whether IT is the early adopter or just the one who pushes the technology out on a wide scale, it is our function that puts these tools into play.

Unfortunately we are usually so caught up in making sure the technology works as advertised and is managed properly, that we forget something pretty important: How to communicate to the users the effective use of the new technology and the etiquette involved with its use. We just make an assumption that if they can use the tool properly (hallelujah!), be it email, IM, a handheld device, etc., they will instinctively use it in the proper manner. But for many of the new users, the tool is as foreign to them as a device dropped from an alien spaceship.

This is an oversight on the part of IT, and one that we can play a role in correcting. For those tools that we have in place or are about to roll out, we should work with the organisation to explain proper use of the tool. Coordinate with HR to help create the training materials necessary to teach users about the new technology, related company policies regarding its use, and even points of etiquette. If you don’t have a separate training department, use the communication vehicles that you do have, such as the intranet or email, to get the information out and define policies. You can also add this type of information to the packet of information we give new users when they get an account. Another good time to train users remind them of policies is when you gear up for maintenance or roll outs of replacements for tools/equipment.

The point is, as providers of communication services, IT has an obligation to help ensure proper use of the tools it provides. IT already does this in regard to safety and security practices (don’t open email attachments from strangers, don’t provide passwords in requests to email, etc.), so policy and etiquette training should be a natural extension of these duties. Contributing to a more productive workplace and a more positive culture is definitely an IT goal worth achieving.