Journal Administrative Management, Education and Training (JAMET) Citation:

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1 Journal of Administrative Management, Education and Training (JAMET) ISSN: Volume (13), Special Issue (1), 2017, Available online at Citation: E.Esmaeilpour, Studying the Relationship between Official Communications and the Improvement of Decision Making Process of Office Staff in Payam-E-Nour University in Alborz Province, Journal of Administrative Management, Education and Training, Volume (13), Special Issue (1), 2017, pp

2 Journal of Administrative Management, Education and Training (JAMET) Studying the Relationship between Official Communications and the Improvement of Decision Making Process of Office Staff in Payam-E-Nour University in Alborz Province E.Esmaeilpour ABSTRACT The overall goal of the present research is to investigate about the relationship between official communication systems and the improvement of decision making process among administrative staffs of Payam-e-Nour University in Alborz province. The statistical population of the present research consists of managers, vices, and staffs of Payam-e-Nour University in Alborz province. Regarding the number of managers, vices, and staffs in Payam-e-Nour University in Alborz province we have used census or whole population selection method and all statistical population (70 persons) were selected as our statistical sample. The measurement tools and data collection questionnaire were researcher made. 20 questions were devised to measure the variable of decision making quality and data collection method. The questions were in Likert s five scale format and they were devised after several consultation sessions and precise studies carried out by a group of specialists and scholars in the field. To collect data from statistical sample and to test the hypotheses devised in this research we have used a managers decision making quality questionnaire regarding the dimensions such as speed, precision, appropriateness, timeliness, and economically beneficial. To analyze the data to select our sample we have used descriptive statistics methods. In this study and regarding that the sample is equal to the statistical population, we have used descriptive statistical indexes such as average, standard deviation, variance, minimum, maximum, range, skewness, and pulling to test the hypotheses. Results gained showed that the utilization of automatized office systems has affected increasing the quality of managers decision making in Payam-e-Nour University in Alborz province and fostering the utilization of automatized office systems in different dimensions such as: the speed of decision making, precision in decision making, appropriateness in decision making, timeliness in decision making, and economically useful decision making of managers in Payam-e-Nour University in Alborz province has been beneficial. Keywords: decision making, automatized office works, employees Introduction Since 1960s that more aspects of functions and office and business activities developed, the presence of a proper unitary official system that could involve a great deal of information, communications, and was felt. Such a system was called using different expressions such as office systems, office information systems, final user systems, and final user's calculation systems. But the most common and highly influential type of automatized office systems is called 270

3 office automation. Office automation refers to the use of electronic tools in ledger activities in order to increase efficiency. The increased efficiency results from the completion of information exchange within a firm and between different firms and their surrounding area and as a result by presenting better information for decision making, earning management could be achieved (Beheshtian, 1999; P. 120). Decision making is the thing that managers do in different levels of an organization and permanently work for it and one of the important factors in managers' decision making is information. Having precise, related, in time, and rapid information leads to increase the speed and precision of decision making and it would avoid making many inappropriate decisions (Sarrafizadeh, 2001; P, 56). Research methodology Statement of the problem Often managers consider decision making as an individualized event that occurs within a certain moment in time. But in fact decision making is a process integrated with authority, policies, personal controversies, and organizational history. Those leaders who have a better recognition capability could make much better decisions than those who stress the idea that some of decision making processes are more efficient and more effective than the others (Garvin, 2001; P, 64). Traditional managers try to get information directly through physical presence in organizational environments but this ancient method could not respond the complex situation in current era. New automatized systems that carry out the collection and organization of data and produce and transfer the data to managers are present in all levels in organizations authoritatively and have developed the knowledge range of managers and prepare knowledge for managers to make proper decisions (ibid; P, 64). The overall trend of decision making could be considered regarding the collection and processing the data. When making decisions, access to precise, relevant, proper, and in time data is a very effective factor. The speed of manager in making decisions and the properness of the decisions completely depend on the quantity and quality of the data available for him. The only thing that can make decision making easier and can reduce lack of trust in it is relevant, precise, and in time information. Information quality and the efficiency of its process is represented in properness, relevance, timeliness, and optimality of it. In today's world, one of the appropriate methods to enhance the quality of managers' decision making is official automation and information technology. Thus, the present research is going to investigate and recognize such a major issue regarding whether the utilization of automatized office systems (office automation) affects increasing the quality of managers' decision making in Payam-e-Nour University in Alborz province or not? Significance of the research Official automation software as a part of information management system set can satisfy the needs of managers well. On the whole, the reason to select the topic is the role that automation plays in improving the quality of managers' decision making in organizations by using official automation. The establishment of automation system has a great effect on properness, precision, speed, and timeliness of decision making in Payam-e-Nour University in Alborz province and by improving the procedures, rendering services to the clients has been fostered. Therefore, regarding the increasing development of using office automation in organizations specifically in 271

4 Journal of Administrative Management, Education and Training (JAMET) insurance company, the effects of such technologies on decision making by managers are being investigated. To do so, serious efforts are made to study whether this issue is highly important or not, in a way that the present research has been designed to study the case. Also the personal interests of the researcher have provoked him to study and do investigations about automated systems and office automation in organizations. Research hypotheses Major hypothesis making quality. Minor hypotheses: making speed. making precision. making appropriateness. making timeliness. making economically. Research method The present research is descriptive-measurement regarding the nature and method used. Data collection was carried out as a field study and using questionnaire (closed-ended questions). Library study through referring to books, magazines, internet, and note taking was carried out to collect materials for literature review. Also based on the goal, the present research is applied research type because this research is an applied one through which the findings can be generalized to other organizations (Sarmad & et al, 2004; P, 82). Data analysis and information Finally the processing, definition, and composition of items were carried out to identify indexes and to estimate variables and test research hypotheses through the use of SPSS software within Windows environment. After encoding and extracting, the data were entered into the computer and data analysis was carried out through the use of SPSS software. In the present study and due to the fact that the sample is equal to the statistical population we have used descriptive statistics indexes such as average, standard error, variance, minimum, maximum, range, pulling, and skewness to test the hypotheses. Also in the present research we have used artificial or symbolic validity to identify the validity of data collection tools. To do so, a primary questionnaire was devised and presented to 10 professors in management field and the specialists to measure the validity of the questionnaire and whether the questions in the questionnaire could measure the thing they were devised to or not. Then, the opinions of professors and scholars were incorporated in questionnaire and the required changes were made in the questions. The reliability of the questionnaire was calculated through the use of Cronbach Alpha Test. Cronbach alpha coefficient 272

5 is used to measure the amount of uni-dimensionality of attitudes, judgments, and other things that are not measured easily. This test whose result is a coefficient called Cronbach alpha could be interpreted in a way that the amount of Cronbach alpha is between 0 and 1 and the more closeness to 1 the reliability will be high and the measurement tool will have a high reliability with the same proportion. In this research Cronbach alpha is equal to and it shows high reliability of the measurement tool. Testing major research hypothesis: "The utilization of automated office systems (office automation) affects increasing managers' decision making quality". The amount of the decision making quality in Payam-e-Nour University in Alborz province was measured through the use of 5 main elements with 20 close-ended questions in distance level and regarding the results in table (1), it is inferred that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making quality (75), has been located on the spectrum of In other words, it can be stated that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making quality has been average to high regarding the respondents' views. Also the skewness of 0.45 showed that most people have achieved a grade higher than the average. Based on the results in table (1), it can be stated that the hypothesis above has been approved. It means that the utilization of automated office systems (office automation) has affected increasing managers' decision making quality in Payam-e-Nour University in Alborz province in an average to high level. Table 1. The descriptive statistics of the utilization of automated office systems (office automation) effects on increasing managers' decision making quality Average: 75 Pulling: Standard error: 8.5 Range: 39 Variance: Minimum: 54 Skewness: 0.45 Maximum: 93 Testing first minor research hypothesis: "The utilization of automated office systems (office automation) affects increasing managers' decision making speed". The amount of the decision making speed in Payam-e-Nour University in Alborz province was measured through the use of 4 close-ended questions in distance level and regarding the results in table (2), it is inferred that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making speed (15.8), has been located on the spectrum of In other words, it can be stated that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making speed has been average to high regarding the respondents' views. Also the skewness of 0.08 showed that most people have achieved a grade higher than the average. Based on the results in table (2), it can be stated that the hypothesis above has been approved. It means that the utilization of automated office systems (office automation) has affected increasing managers' decision making speed in Payam-e-Nour University in Alborz province in an average to high level. 273

6 Journal of Administrative Management, Education and Training (JAMET) Table 2. The descriptive statistics of the utilization of automated office systems (office automation) effects on increasing managers' decision making speed Average: 15.8 Pulling: -0.7 Standard error: 2.22 Range: 9 Variance: 4.9 Minimum: 11 Skewness: 0.08 Maximum: 20 Testing second minor research hypothesis: "The utilization of automated office systems (office automation) affects increasing managers' decision making precision". The amount of the decision making precision in Payam-e-Nour University in Alborz province was measured through the use of 4 close-ended questions in distance level and regarding the results in table (3), it is inferred that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making precision (15.47), has been located on the spectrum of In other words, it can be stated that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making precision has been average to high regarding the respondents' views. Also the skewness of 0.21 showed that most people have achieved a grade higher than the average. Based on the results in table (3), it can be stated that the hypothesis above has been approved. It means that the utilization of automated office systems (office automation) has affected increasing managers' decision making precision in Payam-e- Nour University in Alborz province in an average to high level. Table 3. The descriptive statistics of the utilization of automated office systems (office automation) effects on increasing managers' decision making precision Average: Pulling: Standard error: 2.5 Range: 10 Variance: 6.27 Minimum: 10 Skewness: 0.21 Maximum: 20 Testing third minor research hypothesis: "The utilization of automated office systems (office automation) affects increasing managers' decision making appropriateness". The amount of the decision making appropriateness in Payam-e-Nour University in Alborz province was measured through the use of 4 close-ended questions in distance level and regarding the results in table (4), it is inferred that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making appropriateness (16.63), has been located on the spectrum of In other words, it can be stated that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making appropriateness has been average to high regarding the respondents' views. Also the skewness of 0.38 showed that most people have achieved a grade higher than the average.based on the results in table (4), it can be stated that the hypothesis above has been approved. It means that the utilization of automated office systems (office automation) has affected increasing managers' decision making appropriateness in Payam-e-Nour University in Alborz province in an average to high level. 274

7 Table 4. The descriptive statistics of the utilization of automated office systems (office automation) effects on increasing managers' decision making appropriateness Average: Pulling: Standard error: 2.18 Range: 8 Variance: 4.75 Minimum: 12 Skewness: 0.38 Maximum: 20 Testing fourth minor research hypothesis: "The utilization of automated office systems (office automation) affects increasing managers' decision making timeliness". The amount of the decision making timeliness in Payam-e-Nour University in Alborz province was measured through the use of 4 close-ended questions in distance level and regarding the results in table (5), it is inferred that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making timeliness (16.66), has been located on the spectrum of In other words, it can be stated that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making timeliness has been average to high regarding the respondents' views. Also the skewness of 0.71 showed that most people have achieved a grade higher than the average. Based on the results in table (5), it can be stated that the hypothesis above has been approved. It means that the utilization of automated office systems (office automation) has affected increasing managers' decision making timeliness in Payam-e- Nour University in Alborz province in an average to high level. Table 5. The descriptive statistics of the utilization of automated office systems (office automation) effects on increasing managers' decision making timeliness Average: Pulling: Standard error: 2.21 Range: 10 Variance: 4.92 Minimum: 10 Skewness: 0.71 Maximum: 20 Testing fifth minor research hypothesis:"the utilization of automated office systems (office automation) affects increasing managers' decision making economically". The amount of the decision making economically in Payam-e-Nour University in Alborz province was measured through the use of 4 close-ended questions in distance level and regarding the results in table (6), it is inferred that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making economically (15.81), has been located on the spectrum of In other words, it can be stated that the amount of effectiveness of automated office systems (office automation) on increasing managers' decision making economically has been average to high regarding the respondents' views. Also the skewness of 0.79 showed that most people have achieved a grade higher than the average. Based on the results in table (6), it can be stated that the hypothesis above has been approved. It means that the utilization of automated office systems (office automation) has affected increasing managers' decision making economically in Payam-e- Nour University in Alborz province in an average to high level. 275

8 Journal of Administrative Management, Education and Training (JAMET) Table 6. The descriptive statistics of the utilization of automated office systems (office automation) effects on increasing managers' decision making economically Average: Pulling: 0.11 Standard error: 2.6 Range: 13 Variance: 6.76 Minimum: 7 Skewness: 0.79 Maximum: 20 Conclusion Today office systems are global systems whose main duty is to create communication and to improve communications. Communications is highly important regarding business information in managers' decision making quality and is considered as the secret to survive in organizations and to continue their activities they should equip themselves with competitive tools of information era like communication. This means that they should be able to exploit information and information technology. There is no doubt about the positive effects of automation systems, but the amount of achievement of the results is considered to be important. Based on results gained from the present research the amount of the effect of using automated office systems (office automation) on increasing the quality of managers' decision making has been average to high regarding the ideas of respondents. This means that the more increase in utilizing automated office systems (office automation) will affect the quality of managers' decision making positively. Results gained from this research regarding the timeliness of managers' decision making and the appropriateness of managers' decision making of Payam-e-Nour University in Alborz province accord with the research results of Eslami (1996), Hosseinpour (1995), Rahmani (1999), Ranji Jifroudi (2009), Mohammadhassanzadeh (2005), and Aleghemandan (2006). Results gained in the present study regarding the precision of managers' decision making of Payam-e-Nour University in Alborz province accord with the research results of Tavakkolizadeh-e-Davoudi (1996). Also Results gained in the present study regarding the precision, speed, cost reduction, and economical benefits of managers' decision making of Payam-e-Nour University in Alborz province accord with the research results of Kai (2004), and Delpasand (2002). Also the results gained in the present study regarding the precision of managers' decision making of Payam-e-Nour University in Alborz province accord with the research results of Galster (2003), Spernaza (2007), Ajaei, A. & Omran Ghadkhami, F. (2007), and Bashkan, Azjan, and Ecott (2007). Regarding the average number gained from testing the research hypotheses for each of the variables of the quality of managers' decision making we can mention the following priorities considering the effect of using automated office systems (office automation) on increasing the quality of managers' decision making: Timeliness of decision making of managers in Payam-e-Nour University in Alborz province appropriateness of decision making of managers in Payam-e-Nour University in Alborz province Economical benefit of decision making of managers in Payam-e-Nour University in Alborz province Speed of decision making of managers in Payam-e-Nour University in Alborz province Precision of decision making of managers in Payam-e-Nour University in Alborz province Regarding the experimental results of the present research and the previous researches in the field and theories related, it can be stated that: using automated office systems (office automation) has affected increasing the quality of managers' decision making in Payam-e-Nour University in Alborz province. Also fostering utilization of automated office systems (office automation) in different dimensions like, speed, precision, appropriateness, timreliness, and economical benefits of decision making of Payam-e-Nour University managers in Alborz province will be useful. 276

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