One of the most difficult things for any organisation, particularly for-profit businesses which must always keep a eye on cost, is to discern the appropriate priority in a swirling sea of possible priorities. This is especially true in information technology (IT), where it can seem that security, efficiency and functionality are locked in a never ending game of rock-paper-scissors.
Here we offer a method that will help to clarify these priorities for your organisation by separating out major functions, and assigning appropriate priorities to each one. So that when you determine the purpose of an IT process, you will have a guide for applying priorities. (You can download this in our free booklet: Turning IT into GOLD.)
The competing priorities for IT are:
Each of these priorities can be competitive with the others, and your job as an executive manager is set the appropriate order, and provide clarity when there is confusion.
The key to setting appropriate priorities is to determine the nature of the process in question.
Every organisation can sort it’s activities into three categories:
Once you have determined which of those categories the process in question falls into, you can set the appropriate priority when there are competing demands.
Of course, all three priorities still have a place in the order, and placing them in an order does not negate something that falls below the top priority.
Administrative: Efficiency, Security, Functionality
Administration is always a cost, a necessary and vital cost, but a cost nevertheless. The appropriate priority for an administrative process is to promote efficiency first. The output of an administrative process, its function, will always be a baseline driver of the process, but how it is delivered will also be determined by the quality standard you set for the output. The output of an administrative process needs only to be as good as is necessary to administrate, and too many organisations waste resources on increasing the quality of administrative processes beyond the point at which they can inform a good decision.
Focus on efficiency first.
Operational: Functionality, Efficiency, Security
The essential purpose of effort is output. The operational aspects of any organisation must focus on the delivery of its intended output, which means that there is little or no leeway in the functionality of an operational process.
Cost must be managed around function, which means that efficiency is the secondary priority.
Proprietary: Security, Functionality, Efficiency
Where the viability of the organisation is at stake, either in a competitive market or in its duty to its stakeholders, security must be the first priority. For businesses this can mean information about proprietary processes, customers, and vendor relationships, incorporating aspects of sales, marketing and business management. For any organisation this will also include private information about stakeholders.
It is important to distinguish between what is proprietary financial activity and administration, as these different activities are commonly lumped into a single department. You need to avoid adding unnecessary cost to what is purely administrative on the one hand, or allowing insecure handling of what is critical financial data on the other hand.
As there will inevitably be decisions that need to be made at an executive level to keep IT focused on delivering GOLD, this grid of priorities can guide you to make the appropriate calls in tight situations.
Get your own copy of this method with more details and explanations, download this free booklet: Turning IT into GOLD.