When studying Systems Theory or Information Systems, one important concept to understand is system objectives. Every system exists for a reason, and its objectives explain what it is expected to achieve.
In this article, we will explore system objectives, their wider context, and how they are created using simple, real-world examples.
1. What Are System Objectives?
System objectives are the goals or targets that a system aims to achieve.
In an organisation, different departments may have different objectives, but these objectives should contribute to the overall organisational goal.
For example, in a supermarket:
- The sales department aims to increase sales.
- The finance department aims to control expenses.
- The customer service department aims to improve customer satisfaction.
Although these departments have different objectives, they all contribute to the supermarket's overall success.
Characteristics of Good System Objectives
Effective system objectives should be:
- Achievable: They should be realistic, even when challenging.
- Clear: Everyone involved should understand what the system is expected to accomplish.
- Coordinated: Individual objectives should support the overall system goal.
- Prioritised: Important objectives should be given appropriate attention.
2. Objectives in a Wider Context
A system is often part of a larger system. This means its objectives should align with the objectives of the larger system.
For example, a university is a larger system made up of departments such as:
- Academic departments
- The library
- The finance department
- The ICT department
If the university's overall objective is to improve student performance, each department should establish objectives that support this goal.
The library could improve access to learning materials, while the ICT department could maintain reliable online learning platforms.
Why Is This Important?
Alignment: Subsystem objectives should support the goals of the larger system.
Communication: Management should communicate overall objectives to the relevant departments.
Coordination: Departments should work together rather than pursue conflicting goals.
Planning: Understanding the higher-level objectives helps departments set appropriate priorities.
3. How Are System Objectives Created?
Creating system objectives involves identifying possible goals, evaluating them, and deciding which ones are most important.
The process can be explained in five steps:
- Identify possible objectives: List the goals the system could achieve.
- Identify conflicts: Determine whether some objectives compete with one another.
- Prioritise objectives: Rank the goals according to their importance.
- Resolve conflicts: Find a balance between competing objectives where possible.
- Select achievable objectives: Choose goals that are realistic and support the overall purpose of the system.
Practical Example
Imagine a business that wants to reduce operating costs while improving product quality.
These objectives may conflict because better materials or quality-control processes can increase expenses.
Management must therefore evaluate the available options and decide how to maintain acceptable product quality while controlling costs.
This demonstrates why objectives must be prioritised and balanced.
4. Quick Revision Notes
For students preparing for examinations, remember these key points:
- System objectives: Goals a system aims to achieve.
- Wider context: The objectives of a subsystem should support those of the larger system.
- Communication: Higher-level objectives should be communicated to lower-level systems.
- Conflicting objectives: Some goals may compete and require prioritization.
- Creating objectives: Identify, evaluate, priorities, and select achievable goals.
Conclusion
System objectives provide direction and help systems achieve their intended purpose. In an organisation, individual departments may have different goals, but these goals should contribute to the overall objective.
Understanding the wider context and prioritising competing objectives helps organisations coordinate their activities and use their resources effectively.
Key takeaway: A successful system needs achievable objectives that are clearly communicated, properly prioritised, and aligned with the goals of the larger system.
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