System Theory and Its Relevance to Organisations

Introduction
A system is a composition of several components (units or subsystems) working together to accomplish a set number of objectives. Typical examples of systems include music system, transport system, computer system, fuel injection system, garbage disposal system and a business or organization etc. System theory provides a framework by which groups of elements and their properties may be studied jointly in order to understand outcomes. System thinking focuses on causes, rather than events or occurrences around organizations in solving problems effectively.

Any of the above-mentioned systems depict the following characteristics. There is
a) an orderly way in which things worked and operate (organization)
b) There is a number of goals or objectives to be accomplished (central objective)
c) a way in which things are tied together (integration)
d) a way in which the components interact (interaction)
e) a way in which the various components depend on each other (interdependence)

Elements of a system
Any system will comprise of the following elements
a) Input – This is the element that initiates an activity e.g. the data entry of data through the devices such as keyboard, mouse and scanners etc.
b) Processor – this element transforms or manipulates the input into results form the central processing unit within a computer system
c) Output- This is the ultimate result or product after processing e.g. information for decision making
d) Control – This element synchronizing the various activities within the given system e.g. the control unit within the (central processing Unit) CPU
e) Feedback – This element measure performance by comparing the inputs and output. Negative feedback necessitates the need for action to reverse the performance that is unsatisfactory. Positive feedback enhances performance since the results are in line with the anticipated results. Feed forward is the putting of measures well in advance to alleviate possible future dismal performance
f) Boundary – this element determines the limitations of what defines what is within and without the systems e.g. the human computer interface (HCI) determines the interaction between the end-user and the computer.
g) Environment- this the surroundings of a given system e.g. the end-user

System terminologies
a) Coupling – this is close working together of subsystems such that there is close coordination. Decoupling is the reduction of the close interaction between the various components (subsystems). When there is coupling there is no need of stores hence the Just-in-time (JIT) system in Japan where there is no need of warehouses. Since the purchasing and supply systems are closely coupled, such that goods ordered are sufficient enough to go through the assembly units and be ready for shipment i.e. no stockholding or waste (muda ). Decoupling necessitates the need for warehouses since the various systems are working without consultation e.g. since the CPU is faster than the printer, there is need for the job to be taken to a buffer in order for the printer to print at its pace.
b) Sub-optimality – this is a situation in a system where a subsystem pursues objectives that are contrary to the overall objectives of the entire system
c) Synergy (holism) – this is a situation in a system where the product of two or more subsystems exceed the sum of the individual components
d) Redundancy – this is a situation in system where a subsystem is removed for a system and the system is unaffected with its removal as a result of the existing duplication. Symbiosis is the opposite where a subsystem in removed and the entire system grinds to a halt.
e) Entropy – This is a measure of randomness or disorderliness in a given system. There is need to apply negative entropy in order to bring the system to a state of equilibrium or stability or homeostatic
f) Filtering – Is the removal of impurities for a given output
g) Factoring – This is the breaking of the system into its constituent components or subsystems
h) Differentiation- Its situation in a system where the different subsystems perform specialized tasks
i) Stress – The amount of pressure exerted on subsystem by the main system so as to be consistent with overall aim of the main system

Types of systems
a) Open system – this is a system that interacts with the environment e.g. an end-user with computer. A closed system does not interact with the environment since it does not give output to the environment nor does it accept any input form the same.
b) Adaptive system (self organizing system or cybernetic system) – this is a system that responds to external stimuli from the environment e.g. a plant or human- being
c) Physical system- this is a system that is tangible and can be described using physical quantities such as location time, distance, volume, medium. . Non-physical systems (abstract, conceptual or logical) are intangible and can only be expressed in terms of the steps or formulae or diagrams.
d) Deterministic system- this is a system in which you can predict the results with certainty e.g. a computer system. A Probabilistic system (stochastic system) works on probability i.e. the results remain uncertain e.g. weather system
e) Open Loop system – is a system that has no control and hence does not monitor the input and the output. A closed loop system is a system that has a control and feedback since the input and output are constantly being monitored
f) Natural system- this is a system that exists in nature made by God. An artificial system is man-made e.g. computer, a dam etc.
g) Mechanistic system- is a system with a rigid structure and is designed on the basis of standardized rules and regulations. It does not flex itself to changes imposed by the environment. Organistic systems respond or are influenced by environment and are constantly redefining its objectives according to the prevailing circumstances
h) Information system- this is a system that is made up of people, using equipment following laid out procedures (processes) to gather data, manipulate and disseminate information in organizations.
i) Management information system- this is an information system that provides relevant information to the different levels of management to facilitate in the planning, monitoring, controlling coordination and communication and decision-making.

An organization as a system
An organization is indeed an open system that brings together people to undertake activities for purposes of achieving an objective and therefore could be profit-oriented (business) or charity-oriented e.g. local authority. It is evident that indeed any organization is thus a system as it has the following characteristics i.e. interaction, central objective, interdependence, integration and organization. These organizations are made up of people in different departments that are governed by known policies and procedures that have been developed overtime. For as long as there is close working together among the different departments, the organization is bound to enjoy synergism in its operations, in seeking to achieve the anticipated future aims. It is on this regard that a typical organization will take in raw materials, energy and labour and through it production or factory systems transform or add value to these in order to produce goods or services. It is incumbent upon the management to control the various operations by gathering feedback from customers in order to remain relevant and where necessary it may have to enhance performance or take corrective action especially if the results are below expectations or are contradicting the set standards such as Kenya Bureau of Standards (KEBS) or International standards organization (ISO) etc. Each an every department and the entire organization have a boundary of activities or business it can engage in and each department as the boundary of functions that it performs.

Conclusion
It is imperative that any organization worth its salt should have a systematic way or approach in which it should respond to challenges or problems it faces in the hostile business environment. It can no longer think linearly but adopt a holistic approach hence the system thinking that would bring about the factoring of the various problems in order to derive solutions that will dynamically maintain its sails even in turbulent times such as the entry of a powerful competitor. It has to strive to bring the system back into equilibrium. In case the organization wishes to introduce new information systems it has to thoroughly assess the impact to the key stakeholders e.g. customers, shareholders, suppliers, competitors and statutory organizations. A thorough assessment has to be done owing to cultures that have solidified, which people may be unwilling to change. The organization should be agile in responding to customer changing demands and leverage its information technology by aligning it to the business strategy. System theory is indeed relevant to our organizations and should be an area of study to any professional doctor, lawyer, engineer, accountant and teacher et al.