Evaluating IT System Implementation for Business Operations at Toyota

This report provides a comprehensive analysis of the implementation and impact of Information Technology (IT) systems within Toyota, a multinational automotive manufacturer. It explores the various roles and uses of IT systems across different functions, including human resources, marketing, finance, and problem-solving, highlighting how these systems contribute to smoother operations and improved decision-making. The report delves into how IT supports Toyota in achieving its objectives, such as gaining a competitive advantage, effective people management, enhancing its brand image, and improving customer relations. Furthermore, it evaluates how IT systems facilitate value-added changes in business operations through data management, streamlined business processes, and enhanced communication. The study also examines different methods used by IT systems to store and process data for knowledge management, customer relationship management, and communication management, providing practical recommendations for IT solutions to common business problems. The report concludes by emphasizing the significant role of IT in transforming and optimizing Toyota's business processes.

Business Information
Technology System
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Table of Contents
Table of Contents.............................................................................................................................2
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
Uses and roles of IT system in different functions of organization.............................................3
How IT system help in achieving objectives of an organization.................................................4
Evaluation as how IT system used to support value added change for improving business
operations.....................................................................................................................................6
Different ways as IT system store data and process data for knowledge, customer relationship
and communication management................................................................................................7
Recommendations of IT practical solutions for common business problems.............................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10
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INTRODUCTION
Business information technology can be defined as an approach or system which is being
designed for making expert to students, people and companies in making use of computer
systems and developing informations for making better decision (Tworek, Tworek and Rauscher,
2019). This present study is based on Toyota which is Japanese multinational automobile
company. It was founded by Kiichiro Toyoda in the year of 1937. Toyota make use of IT system
but still it wants to know more uses of this system and make simplifies to all business processes.
This study will show all roles and uses of IT system played in making all functions easier and
smooth. It will also show that how IT system allows company in making best decision by solving
problems and attracting customers as well. Further, it will discuss roles of some software of IT
system in improving and managing knowledge, communication and data management.
MAIN BODY
Uses and roles of IT system in different functions of organization
In the context of roles and uses of IT software it can be said that it plays an important role
in making all functions and operations of company smoother. With the help of IT system,
employees and HR of Toyota find easier in performing their functions in an effective manner.
Toyota: Toyota is a Japanese multinational automotive manufacturer whose headquarter is in
Japan. It can be said that for this company that it is the 2nd largest company in the world with
having around 359,542 employees. It operates worldwide so, it is important for this company to
make use of effective software and IT system.
Some important functions include:
Human resource: It is one of the important departments of this company because it plays
several functions and roles which are employees centric. In this context it is stated that there are
several challenges which this department face while performing functions such as making people
influence to retain with the company, reducing conflicts, managing them etc. But now by making
an effective use of IT system, this department has changed its way of thinking and performing
and now it is using more effective approaches of recruitment, training and motivation which
encourage employees to stay with the company (Liu and et.al., 2017). It also makes employees
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influence or motivate to support company to meet their goals. E HRM also made this company
able to solve all problem in an effective manner and performing functions in a timely manner.
Marketing: Marketing is one of the main and important functions of Toyota and it is the most
beneficial department by IT system. With the help of computer system and other software,
marketing manager finds easy to interact with customers any time. It also allows customers to
connect with company, share their queries, get immediate answers online. It saves time of both
company and customers and also motivates customers to retain with the company.
Finance and accounting: Main role of IT is collecting data and store them in an effective
manner. For making annual report there is requirement for finance manager to have all
informations of business like operating cost, profit etc. With the help of IT system which stores
data, finance manager to produce information reports and present them to top management and
stakeholders as well. It makes their functions easier as they do not have to go to different
departments for acquiring informations.
Role in problem solving/decision making: Rather, playing effective roles in all functions and
making them smooth, IT system Help Company in increasing their skills of problem solving and
making this process easy. There are some software are available in this system such as google
calendar and others which help company in storing informations and prioritizing of all important
tasks for reducing procrastination. All stored information he Toyota in improving this decision
making process and solving problems in an effective manner (Pongsakdi and et.al., 2019).
So, it can be said that IT system has made Toyota able to save their time by helping them out in
performing functions in easier manner.
How IT system help in achieving objectives of an organization
Information technology system which consists of computer system, software and others
help company in accomplishing their goals. In the context of Toyota it can be said that it makes
an effective use of it. There are some objectives of this company which can be accomplished by
IT system such as:
 To become the best services provider and taking competitive advantages.
 To manage all employees in an effective manner for motivating them.
 To improve image of the company by satisfying needs of customers.
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 To improve customers relations.
Competitive advantages: For being in the competition it is important for this company to make
changes in its process and making it innovative and also provide unique features of products and
services to customers. By making an effective use of It system which includes smart phones, it
can develop its research and development skill and it is one of the main features of IT system
that it allows companies to bring innovation. So, with the help of computer system, different
software it can make its processes and products innovative and attract customers to the great
extent.
Managing people: Managing people is one of the main objectives of Toyota as it operates in
different countries so it is important for this company to manage all people of different culture. It
is stated that IT system allow people to align their plans and by using effective communication
system, encouraging team working and providing training to employees company can acquire the
best talent at workplace and within organization (Bhatti and et.al., 2019). It overall helps it out in
improving image and retention rate of employees as well.
Improving image:. IT system software and hardware’s like computers, Smart phones. IT
department of the company make sure that all networks are running smoothly and with the help
of making use of computer and other system, employees focuses on research and development
by which they bring creativity and innovation in the company. This innovation allows employees
to perform their function in an easier and effective manner. This innovation ability are also being
used in production and others departments. It helps company in reducing errors and improving
quality of products. By getting innovative and qualitative products customers retain with the
company for the long run which improves image of the company. So, it can be said that an
effective use of IT system help this company to meet all goals.
Maintaining customer relation: IT system plays an important role in managing as well as
improving customers’ relations. There is several software which allow company in identifying
human behaviours as well as needs of customers. By making an effective use of computer
system and website, it provides opportunity to customers to give feedbacks and share their views
as what they think about company and in what areas it needs to make improvement. By making
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use of CRM software and solving problems of their immediately company can improve relation
(Tahir and et.al., 2019).
So, from above discussed all roles of IT it can be said that companies find easier to meet
their goals with this help.
Evaluation as how IT system used to support value added change for improving business
operations
In the context of importance of IT system it can be said that one of the main roles of this
system is to process all informations from company input in order to generate informations.
Generated informations by this system allow manager to manage their daily operations and for
adding value or increasing effectiveness, manager can add more data for making accurate
information and making use of them in an effective manner. There are several functions which
are being played by this system and which support value added change for improving business
operations include:
Data management: With the help of IT systems, Toyota has made itself able to make use of
sophisticated and comprehensive databases that can contain all imaginable pieces of data about
the company rather having hard copy formats. Information technology system not only store
and update data but also analyze and manage them in a way which can be used by company
directly to pinpoint solution to all problems (Gilani, Kozak and Innes, 2018). So, it can be said
that with this role of IT system, all departments of this company make themselves aware and
up to date with internal performance and external threats and opportunities as well. It also
allows them to make changes accordingly and adding value in their products and services.
Assist with business processes: There are several companies who make use of IT system and
some of its software in its manufacturing process. It allows them to make sure that quality of
output from manufacturing process is maintained and it complies with all requirements of quality
management standards. When customers get qualitative products then it increases value. So, it
can be said that this IT system reduces work load and simplifies business processes. This system
has controlling ability by which it can make sure to manager that only authorized users with
rights can perform some tasks (Three Fundamental Roles of Information System in Businesses,
2019).
Improving communication: Information technology does not only store, analyse and manage
data but also it manages communication and increases its efficiency within organization.
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Improving and management of communication is the main keys of value added change and
improvement in operational functions. With the help of some hardware and software like
computer system and others, storing and managing if data has become easier. IT network is one
of the important systems which has allowed people to interact and communicate with other
person in any part of the world. BY sharing informations and interacting with anyone any time,
employees can increase productivity by performing all functions in an effective manner.
Employees also have an access to all stored and managed data which help them in improving
decision making process and reducing miscommunication situation. The advanced knowledge is
made accessible today itself with this help.
In addition, it is also identified that IT system makes Toyota able to eliminate repetitive works
which save time, increases accuracy, add value and improve overall performance.
Different ways as IT system store data and process data for knowledge, customer relationship
and communication management
Data processing is one of the main roles of IT system and it is the reason that many
companies are making use of this system. It makes able company in creation of valuable and
valid informations from collected data. BY making use of computer system and some software,
IT system transform input data into meaningful form. These transformed informations are being
used in knowledge, customers and communication management which are discussed below:
Knowledge management: IT system increases productivity of knowledge workers via
knowledge reuse. Knowledge is one of the important key and resources of the company which
can help them out in improving performance. IT system or tool develops knowledge creation,
transfer and searching which helps in communication, transfer and storage. Knowledge
management refers a process of gaining; shaping and connecting tacit as well as explicit
knowledge of HR. IT system allow companies in sharing, gaining and storing of organizational
knowledge which allows employees to focus on their tasks and completing them in an effective
manner (Role of IT in Knowledge Management, 2020). This system is comprised of some
guidelines and software which help in managing knowledge in an organization. Web portal is
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one of the main examples where employees can contribute and share their tacit and explicit
knowledge and discuss for managing knowledge.
Customers’ relationship management: CRM is an effective strategy and software which allow
company to interact and manage company’ relation with their customers. One of the main
reasons behind using this software is to improve business relationship and encourage customers
to stay with the company for the long run. With this software and technique, Toyota has made
itself able to gain an insight into the behaviors of their potential customers and modify business
operations as per their needs and satisfy them. One of the main examples of this technique or
software which is the most used by several companies is mobile CRM. It has become the
standard for CRM software. It allows real time data access to companies which benefit from the
efficient handling of diffuse consumer touch points. So, it can be said that with CRM or IT
system or E-mail, live chat and Telephone Company can manage customers relation with and
stay them with the business.
Communication management: Effective communication is also considered as the key of the
success and vital for managers for performing their functions and making decision. For an
effective communication management company needs to find some answers and focus on some
elements like types of informations which is required, who require informations, what type of
format for information will be suitable etc. There are some software are available which makes
companies able to monitor and revision of all channels of communication. It also helps
companies out in identifying requirement of type of informations and requirement of
improvement in some areas. By taking effective actions they manage and improve
communication process (Invernizzi, Locatelli and Brookes, 2018).
Recommendations of IT practical solutions for common business problems
It can be recommended to Toyota that it should make an effective use of spreadsheet which is
one of the effective we based software which include several services like Google Docs, Word
processor and others. By making an effective use of this software as practical IT solutions, it can
edit as well as create files online which contain data. One of the main reason of suggesting and
recommending for this software is it can allow company to reduce errors in data management
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and making annual report accurate for presenting it to top management and stakeholders for
making effective decision.
In addition, content discovery is other main tool and software which I recommend to this
company. This offers high level of knowledge on finger print of employees. By making ise of
digital applications they can mange customers relationship and it can also identify and calculate
the traffic on its website and the most searched products by people. It can help them out in
satisfying needs of customers by providing them same and valued products and services.
CONCLUSION
From the above study, it has been summarized that information technology system played
a vital role in increasing efficiency of all functions, operations and informations. It allows
companies to make better decision and dealing with any type of problem. This present study has
discussed roles and uses of IT system in different functions or department of an organization as
how it makes them able to simplify all business processes and functions of company as well.
Further, it has also discussed importance of IT system and its all software in communication
management, improving efficiency of communication and adding value for customers which
help companies in improving image. Lastly, it has shown uses and ways as how It system allow
companies in managing customers relationship and knowledge management which directly leads
to increase opportunities for company.
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REFERENCES
Books and journals
Bhatti, M.A. and et.al., 2019. The Impact of Social CRM Capabilities and Customer Engagement
on the Firm Performance: Mediating Role of Social Media Usage. Pakistan Journal of
Humanities and Social Sciences. 7(3). pp.313-324.
Gilani, H.R., Kozak, R.A. and Innes, J.L., 2018. A Change Management Model for the Adoption
of Chain of Custody Certification in the British Columbia Value-added Wood Products
Sector. Journal of Change Management. 18(3). pp.240-256.
Invernizzi, D.C., Locatelli, G. and Brookes, N.J., 2018. The need to improve communication
about scope changes: frustration as an indicator of operational inefficiencies. Production
Planning & Control. 29(9), pp.729-742.
Liu, D. and et.al., 2017. Human resource systems, employee creativity, and firm innovation: The
moderating role of firm ownership. Academy of Management Journal. 60(3). pp.1164-
1188.
Pongsakdi, N. and et.al., 2019. The role of beliefs and motivational variables in enhancing word
problem solving. Scandinavian Journal of Educational Research.63(2). pp.179-197.
Tahir, D. and et.al., 2019. Accomplishment of goal levels in multi team systems: Role of
leadership skills and multicultural teams.
Tworek, K., Tworek and Rauscher, 2019. Aligning IT and Business. Springer International
Publishing.
Online
Three Fundamental Roles of Information System in Businesses. 2019. [Online]. Available
through <https://smallbusiness.chron.com/three-fundamental-roles-information-
systems-business-23681.html>
Role of IT in Knowledge Management. 2020. [Online]. Available through
<http://www.allkm.com/km-basics/km-it.php>
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