DESC:FIELD
The present disclosure relates to information technology and in particular relates to systems for information dissemination in an organization.
DEFINITION
As used in the present disclosure, the following terms are generally intended to have the meaning as set forth below, except to the extent that the context in which they are used indicate otherwise.
The expression ‘artificial neural network’ (ANN) used in the context of this disclosure refers to, but is not limited to, a computational technique used in machine learning, computer science and other research disciplines. The ANN is based on a large collection of connected simple units called artificial neurons, loosely analogous to axons in a biological brain.
The expression ‘syntactic analysis’ used in the context of this disclosure refers to, but is not limited to, a process of analysing a string of symbols conforming to the rules of formal grammar.
The expression ‘semantic analysis’ used in the context of this disclosure refers to, but is not limited to, a process of analyzing syntactic structures, from the levels of phrases, clauses, sentences and paragraphs to the level of the writing as a whole, to their language-independent meanings.
These definitions are in addition to those expressed in the art.
BACKGROUND
The background information herein below relates to the present disclosure but is not necessarily prior art.
In today’s business world, business operations are increasingly becoming complex as each organization requires an increased combined effort of several teams to meet an objective or the overall mission of the organization. An important factor in meeting the objectives in an organization is the effectiveness of internal communication among the various teams within the organization like marketing, human resource, and the like. Each team in an organization shares a lot of information among its team members and to the members of other teams, for example, through emails, messages, web posts, newsletter, blogs, social media announcements, virtual logs and the like and try and collect responses from the team members. However, it is observed that each piece of information may not be of interest to every member of the organization.
On the other hand, the recipients, i.e., the employees, start losing interest in such communications after sometime and there is also observed a tendency among the employees to show apathy to such information. The apathy towards such information leads to ignorance and eventual detachment of the employees from the objective/mission of the organization. Such employees may hinder the overall growth of the organization and therefore one has to address the root cause of this growing apathy towards organizational communication.
There is therefore a long felt need to provide a system that measures the degree of involvement or interest level of employees to the internal communication as received by them with an intent to improve future communication means and ways.
OBJECTS
Some of the objects of the present disclosure, which at least one embodiment herein satisfies, are as follows:
An object of the present disclosure is to provide a computer implemented system for information dissemination to employees in an organization in a directed manner.
Another object of the present disclosure is to provide a system for information dissemination among employees in an organization in an objective manner.
Yet another object of the present disclosure is to provide a system for information dissemination in an organization that intelligently gauges responses of employees to the disseminated information.
Still another object of the present disclosure is to provide a system that provides guidance for the content creators generating the information.
Other objects and advantages of the present disclosure will be more apparent from the following description, which is not intended to limit the scope of the present disclosure.
BRIEF DESCRIPTION OF ACCOMPANYING DRAWING
A computer implemented system and a method for information dissemination to employees of the present disclosure will now be described with the help of the accompanying drawing, in which:
Figure 1 illustrates a schematic block diagram of a computer implemented system for information dissemination to employees in an organization, in accordance with an embodiment of the present disclosure; and
Figure 2 illustrates an exemplary computer implemented method for information dissemination to the employees in an organization, in accordance with an embodiment of the present disclosure.
SUMMARY
The present invention envisages a computer implemented system for information dissemination in an organization. The system comprises a monitoring unit, an analyzing unit, a segregation unit, an assessment unit, and a recommendation unit. The monitoring unit is configured to monitor one or more activities of a plurality of employees within the organization in response to receiving one or more communication messages disseminated over at least one communication channel. The analyzing unit is configured to analyze the one or more communication messages and a response to the one or more communication messages from each of the plurality of employees based on a set of predetermined rules stored in a database. The segregation unit is configured to segregate the responses based on at least one pre-determined factor to provide segregated data. The assessment unit is configured to employ at least one artificial neural network technique on the segregated data to assess an interest level of at least one group of employees to a communication message. The recommendation unit is configured to recommend at least one improvement for the system for future dissemination of information.
In an embodiment, the set of predetermined rules includes rules defined by policymakers, rules relating to language analysis and message handling rules.
In another embodiment, the language analysis rules include a combination of semantic and syntactic analysis.
In yet another embodiment, the at least one pre-determined factor is selected from the group consisting of a hierarchical set up, roles and responsibility, a trait of a communication message, and any combination thereof.
In still another embodiment, the system is communicatively coupled to the database, wherein database is configured to store an output of at least one of the assessment unit and the recommendation unit in the form of a dataset.
In a still further embodiment, the recommendation unit is configured to update the database.
In an embodiment, the monitoring unit is configured to monitor said one or more activities of the plurality of employees in real-time.
In another embodiment, the at least one improvement relates to at least one of a content of the disseminated information, a mode of sharing the disseminated information, a format of the disseminated information, frequency of the disseminated information to at least the monitoring unit and any combination thereof.
A computer implemented method for information dissemination in an organization, wherein the method steps comprises:
• monitoring one or more activities of a plurality of employees within the organization in response to receiving one or more communication messages disseminated over at least one communication channel by a monitoring unit;
• analyzing the one or more communication messages and a response to the one or more communication messages from each of the plurality of employees based on a set of predetermined rules by an analyzing unit;
• segregating the responses based on at least one pre-determined factor to provide segregated data by a segregation unit;
• assessing an interest level of at least one group of employees to a communication message by employ at least one artificial neural network technique on segregated data by an assessment unit; and
• recommending at least one improvement for the system for future dissemination of information by a recommendation unit.
LIST OF REFERENCE NUMERALS USED IN THE DESCRIPTION AND DRAWING
Reference Numeral Reference
100 System
102 Processor
104 Memory
106 Monitoring Unit
108 Database
110 Analyzing unit
110a Extraction module
112 Segregation unit
114 Assessment Unit
116 Recommendation Unit

DETAILED DESCRIPTION
Embodiments, of the present disclosure, will now be described with reference to the accompanying drawing.
Embodiments are provided so as to thoroughly and fully convey the scope of the present disclosure to the person skilled in the art. Numerous details are set forth relating to specific components, and methods, to provide a complete understanding of embodiments of the present disclosure. It will be apparent to the person skilled in the art that the details provided in the embodiments should not be construed to limit the scope of the present disclosure. In some embodiments, well-known processes, well-known apparatus structures, and well-known techniques are not described in detail.
The terminology used, in the present disclosure, is only for the purpose of explaining a particular embodiment and such terminology shall not be considered to limit the scope of the present disclosure. As used in the present disclosure, the forms "a,” "an," and "the" may be intended to include the plural forms as well, unless the context clearly suggests otherwise. The terms "comprises," "comprising," “including,” and “having,” are open ended transitional phrases and therefore specify the presence of stated features, integers, steps, operations, elements, modules, units and/or components, but do not forbid the presence or addition of one or more other features, integers, steps, operations, elements, components, and/or groups thereof. The particular order of steps disclosed in the method and process of the present disclosure is not to be construed as necessarily requiring their performance as described or illustrated. It is also to be understood that additional or alternative steps may be employed.
When an element is referred to as being "connected to" or "coupled to" another element, it may be directly on, connected or coupled to the other element. As used herein, the term "and/or" includes any and all combinations of one or more of the associated listed elements.
In today’s business environment, internal communication of information among various teams of an organization is of paramount importance in order to meet the objectives of the organization. The information shared over various channels with employees can either be related to their projects or of their general interests or may not be related to them in anyway. For example, a development happening in the legal team may not be of interest to the R&D team of the organization and vice versa. In such a case, the employees who are not interested in the information generally mute the channel completely for any future communication of importance.
Mostly, an information overload on employees leads to an apathy in their behavior towards such information, which may be vital to the team members. Such apathy leads to eventual detachment of an employee from the objective/mission of the organization, which eventually hinders the overall growth of the organization.
A system for dissemination of information in an organization in accordance with the present disclosure is a smart communication system that ensures effective dissemination of information in the form of effective communication through messages, mails and other forms of communication in an organization. The system as disclosed analyzes how users receive, perceive, and react to the messages delivered across various teams in the organization. The system assesses the effectiveness of the messages/disseminated information by considering factors such as time-to-open a message/mail, vitality factor, response, nature of impact, and the like. The system facilitates building a knowledge base to be used by authors who prepare the content to be disseminated for effective dissemination. The system of the present disclosure also guides the authors at the very beginning, the kind of messaging/communication that is required for consumption by a large group(s) within the organization. The system continuously measures the level of information absorption by monitoring behavior shown by the users once the message or communication is received.
A computer implemented system (hereinafter referred as “system”) 100 for information dissemination to employees in an organization of the present disclosure, will now be described with reference to Figure 1 of the accompanying drawing. In an embodiment, the system 100 includes a processor 102, a memory 104, a monitoring unit 106, a database 108, an analyzing unit 110, a segregation unit 112, an assessment unit 114, and a recommendation unit 116.
In an implementation, the memory 104 is configured to store a set of predetermined rules. The memory 104 may include, for example, any computer-readable medium known in the art including, for example, volatile memory, such as static random access memory (SRAM) and dynamic random access memory (DRAM), and/or a non-volatile memory, such as read only memory (ROM), erasable programmable ROM, flash memories, hard disks, optical disks, and magnetic tapes, and/or a cloud based storage (cloud storage). In an embodiment, the set of predetermined rules includes rules to allow content extraction from the database, hierarchy of users in the organization, and the like. In one embodiment, the hierarchy of users is based on the position of a user in the organization, number of years spent in the organization, department, and the like.
The processor 102 is configured to cooperate with the memory 104 to receive and process the pre-determined set of rules for obtaining a set of system operating commands. The processor 102 may be implemented as one or more microprocessors, microcomputers, microcontrollers, digital signal processors, central processing units, state machines, logic circuitries, and/or any devices that manipulate signals based on operational instructions. Among other capabilities, the processor 102 is configured to fetch and execute the set of predetermined rules stored in the memory 104 to control modules/units of the system 100.
The monitoring unit 106 is configured to monitor activities of a plurality of employees within the organization in response to receiving communication messages disseminated over various communication channels. In an embodiment, the messages are disseminated over communication channels including but not limited to emails, internal messenger, broadcasts, chat tools, discussion forums and the like. In an embodiment, the communication messages include, but are not limited to, announcements, newsletter, emails, organizations’ website posts, meeting reminders, discussions, internal messenger messages/posts, events, comments on live feed and the like. In a further embodiment, the activities of the plurality of employees that are monitored include, but are not limited to, opening the message, duration for which the message is opened, replying to the message, time taken to open, vitality factor, responses, nature of impact, posting a picture, not opening the message, uninstalling the feed, not opening similar message type for a pre-defined time, muting the channel and the like. In yet another embodiment, the monitoring unit 106 is configured to monitor the activities of the plurality of employees in real-time. In one embodiment, the monitoring unit 106 is configured to monitor information of any format, which may include text, clip, audio, video, images and the like.
In an implementation, the monitored information is stored in a database 108. In an embodiment, the database 108 is a data library for storing monitored information according to various predefined parameters.
Further, the analyzing unit 110 is configured to analyze the communication messages and a response to each of the communication messages from each of the plurality of employees based on a set of predetermined rules. In an embodiment, the analyzing unit 110 includes an extraction module 110a configured to crawl and extract the monitored information from the database 108. In another embodiment, the set of predetermined rules includes rules defined by policymakers, rules relating to language analysis and message handling rules. In an embodiment, the language analysis rules include a combination of semantic and syntactic analysis. In an implementation, the analyzing unit 110 is configured to communicate a result of analysis of the communication messages and the related responses to the segregation unit 112.
The segregation unit 112 receives the analyzed communication messages and the related responses. Further, the segregation unit 112 is configured to segregate the responses based on pre-determined factors to provide a segregated data. In an embodiment, the pre-determined factors is selected from the group consisting of a hierarchical set up, roles and responsibility, a trait of a communication message, and any combination thereof. In another embodiment, the segregation unit 112 creates group(s) of employees having similar interests. For example, the employees interested in taking up responsibility apart from their work are placed in one group and employees not interested in doing so in another. Further, the segregation unit 112 is configured to subgroup the specific interests of employees. For example, a group is created for employees interested in attending conferences; a subgroup of the employees based on subject of the conferences can be created.
In yet another embodiment, the segregation unit 112 is configured to create a profile of each employee of the organization based on their interests. For example, an employee can be interested in receiving updates related to internal vacancy in a specific department, change in management, and the like.
In an implementation, the segregation unit 112 is configured to segregate the information based on behavior of the employees towards the communication messages, such as an employee may mute the channel completely. In another implementation, the segregation unit 112 is configured to communicate segregated data to the assessment unit 114.
The assessment unit 114 is configured to receive the segregated data and to employ an artificial neural network technique on the segregated data to generate an assessment data. The assessment unit 114 is configured to assess an interest level of group of employees towards a communication message. In an embodiment, the assessment unit 114 predicts the acceptance and understanding of each communication message by each of the employees of the organization. In another embodiment, the assessment unit 114 is configured to communicate assessment data to the recommendation unit 116.
The recommendation unit 116 is configured to receive the assessment data and recommend improvement(s) for the system 100 for future dissemination of the information. In an embodiment, the improvements relate to content of the disseminated information, such as communication messages, a mode of sharing the disseminated information, a format of the disseminated information, frequency of the disseminated information to the monitoring unit 106 and any combination thereof. The recommendation unit 116 is configured to update the database 108 with the recommend improvements.
In an embodiment, the system 100 is communicatively coupled to the database 108 for storing an output of the assessment unit 114 and the recommendation unit 116 in the form of a dataset.
In operation, for example, the system 100 may communicate a web application downloaded by an end user, such as a system administrator, content editor or content author, of the system 100 for initiating the process of information dissemination within the organization as explained above.
Figure 2 illustrates an exemplary computer implemented method for information dissemination to employees, in accordance with an embodiment of the present disclosure.
The order in which the method is described above is not intended to be construed as a limitation, and any number of the described method blocks can be combined in any order to implement the methods, or an alternative method. Furthermore, the method can be implemented in any suitable hardware, software, firmware, or combination thereof.
At step 202, activities of a plurality of employees are monitored within the organization in response to receiving communication message(s) disseminated over various communication channels. In an embodiment, the activities of the plurality of employees are monitored by a monitoring unit 106. In another embodiment, the monitored activities are stored in a database 108. In a further embodiment, the activities of the plurality of employees that are monitored include, but are not limited to, opening the message, duration for which the message is opened, replying to the message, time taken to open, vitality factor, responses, nature of impact, posting a picture, not opening the message, uninstalling the feed, not opening similar message type for a pre-defined time, muting the channel and the like. In yet another embodiment, the activities of the plurality of employees are monitored by the monitoring unit 106 in real-time.
At step 204, the communication messages and a response to the communication messages from each of the plurality of employees are analyzed. In an embodiment, the analysis is done based on a set of predetermined rules by an analyzing unit 110. In another embodiment, the set of predetermined rules includes rules defined by policymakers, rules relating to language analysis and message handling rules. In yet another embodiment, the language analysis rules include a combination of semantic and syntactic analysis. In still another embodiment, a result of analysis of the communication messages and the related responses is communicated to a segregation unit 112.
At step 206, analyzed responses are received and segregated based on pre-determined factors to provide segregated data. In an embodiment, the analyzed responses are segregated into segregated data by a segregation unit 112. In another embodiment, the pre-determined factors is selected from the group consisting of a hierarchical set up, roles and responsibility, a trait of a communication message, and any combination thereof.
At step 208, an interest level of group of employees to a communication message is assessed by employing an artificial neural network technique on the segregated data. In an embodiment, the interest level of group of employees to a communication message is assessed by an assessment unit 114. In another embodiment, the assessment includes predicting the acceptance and understanding of each of the communication messages by each of the employees of the organization.
At step 210, an improvement for the system 100 is recommended for future dissemination of information. In an embodiment, the improvement(s) is recommended by a recommendation unit 116. In another embodiment, the improvement(s) relates to content of the disseminated information, such as communication messages, a mode of sharing the disseminated information, a format of the disseminated information, frequency of the disseminated information to the monitoring unit 106 and any combination thereof.
The functions described herein may be implemented in hardware, software executed by a processor, firmware, or any combination thereof. If implemented in software executed by a processor, the functions may be stored on or transmitted over as one or more instructions or code on a computer- readable medium. Other examples and implementations are within the scope and spirit of the disclosure and appended claims. For example, due to the nature of software, functions described above can be implemented using software executed by a processor, hardware, firmware, hardwiring, or combinations of any of these. Features implementing functions may also be physically located at various positions, including being distributed such that portions of functions are implemented at different physical locations.
In addition, any disclosure of components contained within other components or separate from other components should be considered exemplary because multiple other architectures may potentially be implemented to achieve the same functionality, including incorporating all, most, and/or some elements as part of one or more unitary structures and/or separate structures.
The functions described herein may be implemented in hardware, software executed by a processor, firmware, or any combination thereof. If implemented in software executed by a processor, the functions may be stored on or transmitted over as one or more instructions or code on a computer- readable medium. Other examples and implementations are within the scope and spirit of the disclosure and appended claims. For example, due to the nature of software, functions described above can be implemented using software executed by a processor, hardware, firmware, hardwiring, or combinations of any of these. Features implementing functions may also be physically located at various positions, including being distributed such that portions of functions are implemented at different physical locations.
In addition, any disclosure of components contained within other components or separate from other components should be considered exemplary because multiple other architectures may potentially be implemented to achieve the same functionality, including incorporating all, most, and/or some elements as part of one or more unitary structures and/or separate structures.
TECHNICAL ADVANCEMENTS
The present disclosure described herein above has several technical advantages including, but not limited to, the realization of a system and a method for information dissemination to employees, which system is configured to provide the following technical advantages:
• disseminates information to employees in an organization in a directed manner;
• disseminates information among employees in an organization in an objective manner;
• gauges responses of employees for effective information dissemination in an organization; and
• provides guidance for the content creators for generating the effective information.
The embodiments herein and the various features and advantageous details thereof are explained with reference to the non-limiting embodiments in the following description. Descriptions of well-known components and processing techniques are omitted so as to not unnecessarily obscure the embodiments herein. The examples used herein are intended merely to facilitate an understanding of ways in which the embodiments herein may be practiced and to further enable those of skill in the art to practice the embodiments herein. Accordingly, the examples should not be construed as limiting the scope of the embodiments herein.
The foregoing description of the specific embodiments so fully revealed the general nature of the embodiments herein that others can, by applying current knowledge, readily modify and/or adapt for various applications such specific embodiments without departing from the generic concept, and, therefore, such adaptations and modifications should and are intended to be comprehended within the meaning and range of equivalents of the disclosed embodiments. It is to be understood that the phraseology or terminology employed herein is for the purpose of description and not of limitation. Therefore, while the embodiments herein have been described in terms of preferred embodiments, those skilled in the art will recognize that the embodiments herein can be practiced with modification within the spirit and scope of the embodiments as described herein.
The use of the expression “at least” or “at least one” suggests the use of one or more elements or ingredients or quantities, as the use may be in the embodiment of the disclosure to achieve one or more of the desired objects or results.
Any discussion of documents, acts, materials, devices, articles or the like that has been included in this specification is solely for the purpose of providing a context for the disclosure. It is not to be taken as an admission that any or all of these matters form a part of the prior art base or were common general knowledge in the field relevant to the disclosure as it existed anywhere before the priority date of this application.
The numerical values mentioned for the various physical parameters, dimensions or quantities are only approximations and it is envisaged that the values higher/lower than the numerical values assigned to the parameters, dimensions or quantities fall within the scope of the disclosure, unless there is a statement in the specification specific to the contrary.
While considerable emphasis has been placed herein on the components and component parts of the preferred embodiments, it will be appreciated that many embodiments can be made and that many changes can be made in the preferred embodiments without departing from the principles of the disclosure. These and other changes in the preferred embodiment as well as other embodiments of the disclosure will be apparent to those skilled in the art from the disclosure herein, whereby it is to be distinctly understood that the foregoing descriptive matter is to be interpreted merely as illustrative of the disclosure and not as a limitation.
,CLAIMS:WE CLAIM:
1. A computer implemented system (100) for information dissemination in an organization, said system (100) comprising:
• a monitoring unit (106) configured to monitor one or more activities of a plurality of employees within said organization in response to receiving one or more communication messages disseminated over at least one communication channel;
• an analyzing unit (110) configured to analyze said one or more communication messages and a response to said one or more communication messages from each of said plurality of employees based on a set of predetermined rules stored in a database (108);
• a segregation unit (112) configured to segregate said responses based on at least one pre-determined factor to provide segregated data;
• an assessment unit (114) configured to employ at least one artificial neural network technique on said segregated data to assess an interest level of at least one group of employees to a communication message; and
• a recommendation unit (116) configured to recommend at least one improvement for the system (100) for future dissemination of information.
2. The system (100) as claimed in claim 1, wherein said set of predetermined rules includes rules defined by policymakers, rules relating to language analysis and message handling rules.
3. The system (100) as claimed in claim 2, wherein said language analysis rules include a combination of semantic and syntactic analysis.
4. The system (100) as claimed in claim 1, wherein said at least one pre-determined factor is selected from the group consisting of a hierarchical set up, roles and responsibility, a trait of a communication message, and any combination thereof.
5. The system (100) as claimed in claim 1, wherein said system (100) is communicatively coupled to said database (108) configured to store an output of at least one of said assessment unit (114) and said recommendation unit (116) in the form of a dataset.
6. The system (100) as claimed in claim 5, wherein said recommendation unit (116) is configured to update said database (108).
7. The system (100) as claimed in claim 1, wherein said monitoring unit (106) is configured to monitor said one or more activities of said plurality of employees in real-time.
8. The system (100) as claimed in claim 1, wherein said at least one improvement relates to at least one of a content of said disseminated information, a mode of sharing said disseminated information, a format of said disseminated information, frequency of said disseminated information to at least said monitoring unit (106) and any combination thereof.
9. A computer implemented method (200) for information dissemination in an organization, said method (200) comprising:
• monitoring (202) one or more activities of a plurality of employees within the organization in response to receiving one or more communication messages disseminated over at least one communication channel by a monitoring unit (106);
• analyzing (204) said one or more communication messages and a response to said one or more communication messages from each of said plurality of employees based on a set of predetermined rules by an analyzing unit (110);
• segregating (206) said responses based on at least one pre-determined factor to provide segregated data by a segregation unit (112);
• assessing (208) an interest level of at least one group of employees to a communication message by employ at least one artificial neural network technique on said segregated data by an assessment unit (114); and
• recommending (210) at least one improvement for the system (100) for future dissemination of information by a recommendation unit (116).