Management Information System, It’s this simple, “positive attitude” leads to distinction;

Characteristics of Management Information System | MIS:

MIS or Management Information System is a planned system of controlling, storing,

organizing information. MIS provides information that an organization needs to manage. So,
an MIS plays a very important role in every aspect of an organization. Basically, MIS
provides a computer-based system which is used for managing 3 primary components. –
Technology, People, Data. But before moving on to the details of management information
system, we have to understand ‘what is a system‘ and ‘what is an information system‘.

What is a system?

The system can be defined as each process which has a group of related components working
together to achieve a common goal.

A system can be of various types like the education system, transport system, political
system… and also the information system. Now, let’s see what is an information system and
what are the role of an information system in an organization.

What is an information system?

An information system is basically a combination of different computer-based tools which is

used to collect data, store data and finally to process data. Businesses and organizations rely
on information systems to carry out and manage their operations, interact with their
customers and suppliers to compete in the market. For example, government use information
systems to provide services cost-effectively to the citizens, manage the economy and also to
collect taxes.

A typical information system basically has 3 components – a database which is a massive

collection of related data of the system, there will be a computer program which helps you to
use or access the data from the database and lastly, the program will have a user interface
where the user issue commands and receive results.

Management Information System:

Management information system or MIS is an information system which is specially

designed for providing information to the management. It is a computer-based system
which produces regular reports on various operations for each and every level of management
in an organization or business. It basically helps the company managers to make a proper
planning about the business and also to control decision.

 The MIS consists of 3 elements- Management, Information and System.

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a) Management:

Management is a process of planning, controlling, organizing all of the people working in an

organization to work together for achieving a common target. Management relies on the 3
functions – Planning, Controlling and Organizing.

In the planning phase, the objectives of the organization are discussed. For example, when to
complete it, how to complete it etc. So, it is an important function of management.

In the organising phase, the manager assigns the objectives or task which are discussed in the
planning phase. The manager also organises the resources to complete the objectives or tasks
of the organization in properly and efficiently.

In the controlling phase, the measurement and correction of activities of subordinates are
done. So it is basically the controlling of all the workers or subordinates in the organization to
work correctly.

b) Information:

It is the next element of MIS which comes after management. Basically, the data and
information both are interrelated to each other. So, data basically is the collection of raw facts
and figures and the data is been processed to obtain information.

For say a student roll number, which is a data. When we enter this roll number into a
computer-based information system like online result system, then the system will process
the roll number and provide us with the details of marks carried by the student along with
his/her details like name, age, class, section, address etc. So, here we entered a data and got
all information regarding the exam of the student.

c) System:

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We have already discussed the system above. It is basically an orderly grouping of

interrelated components that are arranged together to achieve a desired objectives or goal. In
a system the relation among the different components matters. If elements of a system are
added or removed then the behavior of the system changes.

Characteristics of Management Information System:

I hope you have a clear picture of MIS. Now, management information system or MIS has
some important characteristics to be considered. These characteristics of MIS are the building
blocks of MIS. Let’s talk about the important characteristics of MIS in details.

System Approach

It is concerned with the whole of the system and its performance is measured with the
objectives for which it has been made by taking a comprehensive view. It is a step by step
procedure to study the whole system along with its subsystems.

Management Oriented/Relevance

The system should be designed by keeping the organizational objectives in the mind. For
designing of MIS top-down approach should be followed. The top-down approach means the
system development should start from the determination of the management needs and
overall objectives of the business.

Need-Based

The system should be able to serve to a specific needs of managers at different levels that are
strategic planning level, management control level and operational control level. So, it should
be designed accordingly to present that criteria.

Exception Based

MIS should also be exception based. In some abnormal cases, the expected value may vary
beyond the sufferance limits. In those cases, there should be exception reporting to the
decision makers at the required level.

Future Oriented

An MIS also should be future oriented. MIS should also look to the future. In other words, It
should not only provide past or historical information that already exists. It has to provide
information on the idea of projections that are to be initiated in future.

Integrated

A management information system should be integrated. An MIS is a logically integrated

system comprising of subsystems. Where all the activities of each subsystem are inter-related.
Integration is possible by the rotation of the data among those subsystems. Integration is
significant because of its ability to produce more meaningful information. It is important to
have an integrated system because to make an effective decision, information may be
required from different areas or within the different parts of the organisation. In order to

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provide a total solution of the plan, a complete and integrated information is needed which
can only be provided by an integrated system.

Common Data Flows/Common Databases

Common data flow is a logical cost-effective concept of making an MIS more meaningful.
There should be some common data flows in the system in order to avoid data redundancy
and duplicity.

Long-Term Planning

Long-term planning is another important characteristic of MIS that should have. It should not
get obsolete very soon. At the time of designing of MIS, the system analyser should keep in
mind that the design should be a future-oriented and future effectiveness.

Sub System Concept

Subsystem concept is another characteristic of MIS which says that the system must be
broken down into subsystems so that the work can be completed easily and on time. Although
a system is considered as a single entity, a big system should be divided into subsystems so
that one subsystem can be implemented at a time for better effectiveness.

Flexibility

Flexibility also important for an MIS. A system must be able to adopt changes and should
also be dynamic. It should be designed in such a way that it can be modified to changing
circumstances. It must be capable of expansion, accommodate, growth or a new type of
processing activities.

Reliability & Accuracy

Reliability and accuracy is another key point of an effective MIS. MIS whole improves the
efficiency of the complete organisation. So, the information provided should be reliable and
accurate in all aspects. Inadequate or incorrect information generally leads to the decision of
poor quality.

Complete

An incomplete or partial presentation of data will result in a call that doesn’t have the
expected results. Information should be complete and contain all the facts that are necessary
for the decision makers to satisfactorily solve the problem.

The Features of an Information Management

An information management system collects and manages data that is stored in a variety of
formats and makes it accessible to the people who need it. Often, a small business needs only
to manage office documents and spreadsheets and make them available to employees. Others
may need to collect and manage detailed information on customer data. Still other

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information management systems make data available to large organizations or even the
public at large through a website.

Regardless of an organization's requirements, a good information management system should

be able to collect and store and manage data in the formats you require and deliver
information as needed on suitable platforms to the people who need it.

Understanding Information Management Systems

Rather than a single software package, think of an information management system as a

system of rules set by your company to determine how employees collect, store and access
information. If your business currently uses lots of different products that don't communicate
with each other, you may need the assistance of an expert, like a value-added reseller, to
integrate your data before you can put an information management system in place.

Information Must Be Collected and Stored

Most companies have information in a variety of different formats stored in more than one
place. Some files may be stored on a company server, while others are stored locally on
desktops and laptops, while still others are stored in the cloud, with services like Google
Drive or Microsoft OneDrive. Specialized tools, like a Client Relationship Management
(CRM) software or an inventory-management software may keep information independent of
these other systems.

An information-management system centralizes the information so it is not duplicated in

different places or in different formats, which often leads to slightly varied versions of
documents being accessible to different people at various times.

Example: If you have a CRM software, all client information should be stored there and not
duplicated in other places. Documents and spreadsheets should be either on the company
server or in a cloud solution, where they are accessible to everyone, backed up and secured.

Information Must Be Manageable

Managers should have access to all of the company information required by their
departments. They should be able to approve or deny changes to current documents as well as
the creation of new documents. Data should backed up so that if a file is deleted or
compromised, it can be restored. Data access should also be restricted so that only those who
need it are able to use it.

Example: If an employee makes a change to a standard letter sent to customers, the manager
is able to review and approve the change, or to revert the document back to an earlier version.
This is a standard feature in systems like Google Drive, OneDrive and Microsoft SharePoint,
where the owners of documents are able to approve or deny changes as well as to limit
editing abilities and the ability to access information to specific people.

Information Must Be Accessible

For some small businesses, having information accessible only on company computers is all
that is needed. But today, more and more businesses require information to be accessible off-

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site, as well as on tablets and smartphones. This can be achieved by making the information
accessible over a secure web server and, in many cases, through a mobile app.

Example: Using Microsoft Sharepoint, you can set up a company portal website used only
by employees. Managers can set up workflows for projects to ensure everyone contributes
when required. Managers can also set approval requirements for pages published on the
company portal and set permissions to specific employees or groups to ensure that changes
are made only by people authorized to do so. Everyone can access the information through a
web browser or through the SharePoint app on their tablets and smartphones.

What are Management Skills?

Management skills can be defined as certain attributes or abilities that an executive should
possess in order to fulfill specific tasks in an organization. They include the capacity to
perform executive duties in an organization while avoiding crisis situations and promptly
solving problems when they occur. Management skills can be developed through learning
and practical experience as a manager. The skills help the manager to relate with their fellow
co-workers and know how to deal well with their subordinates, which allows for the easy
flow of activities in the organization.

Good management skills are vital for any organization to succeed and achieve its goals and
objectives. A manager who fosters good management skills is able to propel the company’s
mission and vision or business goals forward with fewer hurdles and objections from internal
and external sources.

Management and leadership skills are often used interchangeably as they both involve
planning, decision-making, problem-solving, communication, delegation, and time
management. Good managers are almost always good leaders as well. In addition to leading,
a critical role of a manager is to also ensure that all parts of the organization are functioning
cohesively. Without such integration, several issues can arise and failure is bound to happen.
Management skills are crucial for various positions and at different levels of a company, from
top leadership to intermediate supervisors to first level managers.

Types of Management Skills

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According to American social and organizational psychologist Robert Katz, the three basic
types of management skills include:

1. Technical Skills

Technical skills involve skills that give the managers the ability and the knowledge to use a
variety of techniques to achieve their objectives. These skills not only involve operating
machines and software, production tools, and pieces of equipment but also the skills needed
to boost sales, design different types of products and services, and market the services and the
products.

2. Conceptual Skills

These involve the skills managers present in terms of the knowledge and ability for abstract
thinking and formulating ideas. The manager is able to see an entire concept, analyze and
diagnose a problem, and find creative solutions. This helps the manager to effectively predict
hurdles their department or the business as a whole may face.

3. Human or Interpersonal Skills

The human or the interpersonal skills are the skills that present the managers’ ability to
interact, work or relate effectively with people. These skills enable the managers to make use
of human potential in the company and motivate the employees for better results.

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Examples of Management Skills

There is a wide range of skills that management should possess to run an organization
effectively and efficiently. The following are six essential management skills that any
manager ought to possess for them to perform their duties:

1. Planning

Planning is a vital aspect within an organization. Planning is one’s ability to organize

activities in line with set guidelines while still remaining within the limits of the available
resources such as time, money, and labor. It is also the process of formulating a set of actions
or one or more strategies to pursue to achieve certain goals or objectives with the available
resources. The planning process includes identifying and setting achievable goals, developing
necessary strategies, and outlining the tasks and schedules on how to achieve the set goals.
Without a good plan, little can be achieved.

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2. Communication

Possessing great communication skills is crucial for a manager. It can determine how well
information is shared throughout a team, ensuring that the group acts as a unified workforce.
How well a manager communicates with the rest of his team also determines how well
outlined procedures can be followed, how well the tasks and activities can be completed, and
thus, how successful an organization will be.

Communication involves the flow of information within the organization, whether formal or
informal, verbal or written, vertical or horizontal, and it facilitates smooth functioning of the
organization. Clearly established communication channels in an organization allow the
manager to collaborate with the team, prevent conflicts, and resolve issues as they arise. A
manager with good communication skills can relate well with the employees and thus, able to
achieve the company’s set goals and objectives easily.

3. Decision-making

Another vital management skill is decision-making. Managers make numerous decisions,

whether knowingly or not, and making decisions is a key component in a manager’s success.
Making proper and right decisions results in the success of the organization, while poor or
bad decisions may lead to failure or poor performance. For the organization to run effectively
and smoothly, clear and right decisions should be made. A manager must be accountable for
every decision that they make and also be willing to take responsibility for the results of their
decisions. A good manager needs to possess great decision-making skills, as it often dictates
his/her success in achieving organizational objectives.

4. Delegation

Delegation is another key management skill. Delegation is the act of passing on work-related
tasks and/or authorities to other employees or subordinates. It involves the process of
allowing your tasks or those of your employees to be re-assigned or re-allocated to other
employees depending on current workloads. A manager with good delegation skills is able to
effectively and efficiently re-assign tasks and give authority to the right employees. When
delegation is carried out effectively, it helps facilitate quick and easy results.

Delegation helps the manager to avoid wastage of time, optimizes productivity, and ensures
responsibility and accountability on the part of employees. Every manager must have good
delegation abilities to achieve optimal results and accomplish the required productivity
results.

5. Problem-solving

Problem-solving is another essential skill. A good manager must have the ability to tackle
and solve the frequent problems that can arise in a typical workday. Problem-solving in
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management involves identifying a certain problem or situation and then finding the best way
to handle the problem and get the best solution. It is the ability to sort things out even when
the prevailing conditions are not right. When it is clear that a manager has great problem-
solving skills, it differentiates him/her from the rest of the team and gives subordinates
confidence in his/her managerial skills.

6. Motivating

The ability to motivate is another important skill in an organization. Motivation helps bring
forth a desired behavior or response from the employees or certain stakeholders. There are
numerous motivation tactics that managers can use, and choosing the right ones can depend
on characteristics such as company and team culture, team personalities, and more. There are
two primary types of motivation that a manager can use, which includes intrinsic and
extrinsic motivation.

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