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PICMET 2007 Proceedings, 5-9 August, Portland, Oregon - USA © 2007 PICMET

A Framework for Effective Environmental Scanning and Analysis


Cherie Courseault Trumbach1, Greg S. Elofson2
1
University of New Orleans, Dept of Management, New Orleans, LA, USA
2
University of Hawaii, William S. Richardson School of Law, Honolulu, Hawaii, USA

Abstract--Areas such as competitive intelligence and this information, the organization abandons some degree of
environmental scanning are becoming increasingly more its flexibility - as this flexibility cannot be effectively
important business practices, particularly under the intense employed without information with which to make decisions,
competition of the technology industry. However, organizations and flexibility cannot be maintained without some cost. To
are reluctant to search for information which they cannot act on
immediately and are also reluctant to experiment in the absence
further exacerbate the problem, an organization will not
of reliable information; conditions leading to organizational search for information when it cannot act on the findings.
inattention. On the other hand, many organizations are Jervis [21] touched on this issue when writing the following:
spending valuable resources either on projects assessed with “The predisposition to perceive a threat varies with the
insufficient information or on information that they are unable person’s beliefs about his ability to take effective
to internalize. This paper provides a framework, based on counteraction if he perceives the danger...whether they are
environmental turbulence and organizational flexibility, to aid vigilant or defensive depends in large part on whether they
organizations in developing the appropriate strategy for think they can act effectively on the undesired information.”
effective environmental scanning and analysis. On an organizational scale, this idea suggests that there may
be organizations that because they do not perceive a danger,
I. INTRODUCTION are unable to alter their course in an environment that can be
generally characterized as highly turbulent; a condition we
Radical transformations are taking place in organizations refer to as Catch 23:
and markets. These changes are the result of economic, An organization won’t examine the environment if it
technological and social pressures and other direct and doesn’t believe it can adapt to it, and it can’t adapt to it
indirect forces that challenge current modes of organization if it doesn’t examine it.
and operation. The notion that an organization’s design and
impacts must be aligned with its external environment is well On the flipside, organizations may be forced to act,
accepted [24][26]. After all, strategy is defined in terms of spending on projects based on incomplete, inaccurate
this alignment [23]. Therefore, an organization must attend to information or information which they cannot internalize. We
its external environment. A map of the external environment assert, however, environmental scanning and analysis
is necessary and the location of the organization on that map activities within the organization, activities that were once ad
must be determined. Environmental scanning and analysis is hoc and sporadic, can be focused and effective. Thus, the
a means to provide demand-driven, actionable information on questions addressed here are as follows: Are there certain
the external environment. That information should relate to types of information that some businesses should ignore that
the company situation and strategy. It should provide a may be central to the success of others? How should
comprehensive picture of the competitive situation, including organizational flexibility and environmental turbulence affect
the firm and industry’s position in the life cycle [4][16]. an organizations scanning strategy? Are there systems that
Simon [33] was early to note the shift in attention from mere can contribute to overcoming the failures of attempts at
collection to action formulation, “...until now information organizational attention?
systems have been seen as a way of providing additional We address these questions throughout the rest of this
information, but I think they can now be seen as a way of paper. First, we provide a description of organizational
increasing attention...not only as a way of delivering attention, followed by a discussion on the causes of poor
information, but as a way of consuming information...we can attention. Third, we discuss the bases for the environmental
also design organizations so that they are able to consume framework: organizational flexibility and environmental
more information - so that attention is less of a scarce turbulence. And the final element is the presentation of a
resource.” Although many organizations have recently four-quadrant framework for environmental scanning based
formed formal units for gathering and analyzing external on the organizational flexibility and environmental
information, the problem of attending and learning has conditions.
typically been solved by a combination of organizational
slack in the form of continually forming and disbanding II. ORGANIZATIONAL ATTENTION
attention groups so that they can investigate the environment
with renewed interest. This has resulted in sporadic levels of A. What is it?
attention and unreliable information on which the Organizations attend to their environments. In scanning
organization must depend. the environment, participants can identify strategic issues as
Without this information, the organization cannot they seek events, developments, and trends that impact the
respond effectively to changes in the environment. Without

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PICMET 2007 Proceedings, 5-9 August, Portland, Oregon - USA © 2007 PICMET

business [24]. As far back as the 1980s companies such as typically in a non-operating department; most often
Frito-Lay, Inc. used information technology to track sales sponsored by a top executive and disbanded when that
figures for specific regions on a daily basis1. Marriott Corp. executive leaves the firm [31]. Clearly, this does not involve
sends its employees out to try its competitors’ hotels2. AT&T all people in the firm, nor does it allow for continuous
sought to make data-gathering part of everyone’s job.3 There monitoring. Additionally, this discourages both tactical and
are numerous examples of the types of external information operational level attention.
that an organization can seek: market trends, competitor
information, political changes, customer behavior, and III. CAUSES OF POOR ATTENTION
technology information. Wellpoint is developing a data
warehouse integrating data from 20 health plans on 80 There are a number of reasons for poor attention by
million patients to facilitate data exchange with the medical organizations. The three discussed in this paper are the lack
community [10]. Merck was able to identify a competitors of fit between the information obtained and the strategic
strategy on an unreleased product, respond to the threat, and needs of the organization, a lack of a communication
force the competitor to delay the product release by over a structure that facilitates the transmission of valuable
year [34]. The use of the internet has only increased the information up and down the organizational hierarchy, and
amount of information available. The internet is a place the disconnect between the organization and it’s external
where information such as competitor information can be situation. There is so much information available that
gathered, and it is a place where information can be organizations may have difficulty determining which
formulated such as from e-commerce activities. Thus, there information is relevant. Therefore, either everything is
has been a corresponding rise in the use of business gathered, the wrong information is gathered, or the
Intelligence tools. A 2006 Gartner study of 1400 CIOs found information has no context in which to make it meaningful.
that BI was a top priority and the spending on related In developing a strategy, the information must provided must
technologies would increase on average by 4.8 percent and be put into the organization’s external context and must apply
an Information Week study showed that 38% of executives to the organization’s business operations [19][23]. Too often
reported that half of their employees would use Business information is driven by what is available rather than what is
Intelligence within 2 years [5]. In fact, the situation is now needed. Management is often overloaded with so much
that t here is so much information that our attention to that information that they are unable to contextualize and thus,
information suffers [8]. As result, though, many companies cannot respond to it. Their interest in the information wanes.
have a competitive intelligence staff, attentional Francis and Herring [16] found companies who had been
responsibilities vary with the organization [22]. These surprised by their competitors so often that they no longer
organizations often attend only inconsistently in both had an interest in Early Warning information.
frequency and skill. While some similarities in attentional On the flip side of too much information is an imbalance
activities exist across organizations, significant differences in information, caused by lack of communication in the
exist between the prescriptions for attention and the organization. While the management may be overloaded with
descriptions of attention. strategic information and the front-line employees may have
access to process information or customer information, the
B. The Ideal Attention front-line employees lack strategic information and
As described in the academic literature, the normative management misses the additional information which they
characterization of an organization attending to its can provide. Organizations must manage the flow of
environment is one of controlled, continuous, and pertinent information. Consider the executive who is
coordinated perceiving. This normative organization would bombarded with strategic information that doesn’t recognize
have a clear purpose [16][28]; comprehensively examine the that negative information, known by subordinates, is missing.
market strategy of its competitors [2][16][22][27]; align its Information often blocked by mid-level managers. On the
attending activities with its strategy [1][9]; involve all people other hand, front-line employees may be unable to discern
in the firm [16]; learn to scan its environments and to important information because they do not have the strategic
context by which to put that information. The executive-level
understand it [3][6][7][13]; employ multiple forms of
must be able to send clear messages of strategic themes by
expertise in diagnoses, or radars [29]; recognize patterns and
which information is framed. Only then, will employees at all
early warnings [16] [27][32], process weak signals [2]; and
levels be able to properly utilize information. The flow of
have continuous monitoring [27]. Interestingly, the empirical
credible, sensible, timely, and relevant information that
descriptions of organizational attention fall far short of this
follows becomes a competitive strongpoint for the
mark. For example, the early warning system group is
organization [23].
Finally, inattention may be caused by a disconnect
1
Business Week, July 2, 1990. between the organization and its external situation. A positive
2
The Washington Post, “Corporate Gumshoes Spy on Competitors,” March result of environmental scanning arises from the ability to
30, 1986, page f1.
3
modify activities at the task level based on an interpretation
The New York Times “Intelligence Experts for Corporations” Sept 27, of information about the environment with resulting positive
1988, pg d23.

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PICMET 2007 Proceedings, 5-9 August, Portland, Oregon - USA © 2007 PICMET

outcomes for the firm. If there is poor understanding of either their environment, choosing assessment and accommodation
the environment or the link between states of the through appropriate organizational design features [14]. They
environment and appropriate task level activities, then there may “improve actions through better knowledge and
will be problems realizing the normative goals of understanding” [15].
organizational attention. For example, while flexibility is
rooted in innovation and change; yet, control prefers stability, IV. THE ENVIRONMENTAL SCANNING FRAMEWORK
order, and predictability. Consider a construction company
which must bid on various government projects. The A. Overview: Mapping Flexibility and Turbulence
company must be able to formulate numerous types of The recommendations for environmental scanning and
contractual arrangements that result in less control by the analysis are based on a four-quadrant framework based on
organization. The firm structure must be sufficiently flexible the degree of organizational flexibility and the degree of
to adapt to each new job [18]. environmental turbulence (Fig. 1). These two concepts
This inattention perspective seems to explain many of represent the degree to how quickly new information is
the scanning issues: required and the organization’s ability to respond to the
a) Environmental scanning rarely succeeds at the information obtained. When the firm’s environmental
corporate-wide level because there is no corporate-wide scanning and analysis efforts are aligned with its internal
agreement on the relationship between environment and capabilities and the external situation, the efforts will be the
task. most effective. These ideas are discussed below.
b) Scanning tends to be organized under a few executive-
champions with control of discretionary resources
adequate for limited scanning who have their own
models that link only part of the environment to only
part of the task domain in the organization. The
champion contracts for limited environmental scanning
in an attempt to confirm his/her model and guide task
activity within the range of tasks under his/her control.
c) Many other executives do not contract for scanning
within their area of expertise because they see such
activity as having low marginal value.
d) Unassigned scanning amounts to little because of the Fig.1. General Environmental Scanning Framework.
general foggy understanding of the environment, and of
how environment and task are related. B. Organizational Flexibility
Reed and Blunsdon [30] define organizational flexibility
Changing the underlying causes of this problem is best as “an organization’s capacity to adjust its internal structures
addressed, then, through increasing the level of knowledge of and processes in response to changes in the environment. The
the organization in its endeavor to attend to the environment. firm can either react to the environment or strategically
While a simplistic view of the nature of the Catch 23 problem engage the environment. In order to be effective, an
would suggest that increasing the organization’s ability to organization must be flexible, specifically have a positive
respond to a greater number of contingencies would prompt attitude toward change and have the ability to manage
the organization to better attend to its environment, the multiple projects [18]. Organizations must be able to manage
organization’s sense-making abilities would not be any better a sufficient number of projects to respond to new threats, or
than before. Thus, increased flexibility would increase costs even new opportunities, at least to the degree that those
without increasing congruence. Alternatively, increasing an threats and opportunities exist [35]. Flexibility enables the
organization's ability to sense and interpret the environment organization to quickly adapt to changes in the environment
would give greater precision to its adaptive moves and result and therefore, gain a competitive advantage [29].
in a successfully flexible organization that could better find Flexibility can be hampered by organizational culture,
congruence in its impacts and structure with the turbulent “the set of beliefs and assumptions held relatively commonly
environment. The question that must be answered, then, is throughout the organization and taken for granted by its
“How can the organization attain higher levels of knowledge members [35]. Flexibility can also be hampered by its own
in attending to the environment?” Information Systems. While Information systems are a strong
While enhancement of performance is common to the factor in enabling flexibility an insufficiently mature
many prescriptions for organizational learning, agreement on information system or inflexible system can actually result in
the methods and practices of organizational learning is organizational inflexibility. A flexible system enables the
largely uncommon. For example, researchers have suggested organization to adapt to the external environment. Also the
that organizations may learn how to attain proper congruence flexible flow of information promotes creativity by bringing
among organizational characteristics such as strategy, in new ideas from outside sources and can increase
structure, and technology [6]. They may learn adaptation to organizational effectiveness. A flexible information system

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PICMET 2007 Proceedings, 5-9 August, Portland, Oregon - USA © 2007 PICMET

facilitates a continuous exchange of inputs and outputs with reflects a firm that is in a turbulent environment and that
the external environment. Adaptable information systems firm is readily able to respond to information provided.
result in increased organizational experience and learning, as For such firms, environmental scanning and effective
well as force the organization to modify its behavior [29]. analysis are critical. This firm needs the right information
While the organization must have a degree of flexibility, it is for both survival and competitive advantage at the same
possible to have too much. The degree of flexibility should time. There are wide range of possibilities for information
match the environment, if flexible reaches beyond with the gathering and formulation for this firm. Most of the
environmental situation warrants then the result can be chaos. literature on information gathering and analysis is geared
Organizations must balance between change and preservation toward firms in this situation. For these firms, the primary
[35]. factors in their scanning efforts include considerations of
the business objectives, organizing extensive amounts of
C. Environmental Turbulence outside information, and ensuring the right information is
A number of researchers have considered issues of communicated succinctly to the right people. This
environmental turbulence. Nahm [26] offers a model in organization should consider the factors that influence the
which the external environment has 4 sub-divisions: market firm and their innovation direction such as regulations,
internationalization, the driving force for manufacturing, enabling technologies, functionally related technologies,
length of the product life cycle, and number of customer and the competition. These areas are all defensive
requirements. Each of these sub-dimensions can be classified methods of scanning. This organization also has the
as turbulent or stable. An organization in a more turbulent ability to scan for offensive capabilities such as using
environment is more difficult to manage. However, many technology mining to identify early stage research which
industries are facing extremely turbulent environments. In can be acquired for its own product development. This
alignment with Nahm, Djelic and Ainamo [12] note the type of scanning can be incorporated into a program for
effects of globalization, acute competition, the information Accelerated Radical Innovation (ARI). In the high
technology revolution, and increasing customer turbulence environment, rapid development and the
sophistication as drivers of radical changes in the ability to quickly understand and respond to market
environment. changes are requirements for success. ARI is “an
Not all industries,, however, are hyper-turbulent. information enabled methodology for accelerating the
Burkhart [4] suggests that knowledge of the stage of the firm sequential phases of discovery, commercialization, and
or industry in the products life cycle is important for diffusion.” This organization is in the best position to use
assessing the competitive environment. Particular industries environmental scanning to affect its environment.
and even individual elements of the business have their own Scanning efforts can link to Activity-Based
life cycle speeds. The computer industry, of course, would be Roadmapping, which is the development of a long range
an example of a turbulent industry, with product life cycles business model based on an assortment of external
ranging from a few months to a few years, as are a wide information needs including where new opportunities are
range of “fad” products. However, the furniture, automobile, present, where challenges may arise, information on
and airline industry are all given as examples of stable needed core technologies, and scientific and engineering
industries with long maturity stages in their life cycle. research [11].
b) Catch-Up: Organizational Flexibility is Low-
D. Environmental Scanning Framework by Quadrant Environmental Turbulence is High: These organizations
These considerations lead me to propose the following are in desperate need of external information for a number
environmental scanning framework (Fig. 2). It receives of reasons. First, their environment requires more efficient
detailed discussion in the sections that follow. and more effective decision-making. In such an
environment organizational flexibility is required in order
to compete. Secondly, they require the type of
information that can improve their flexibility. First and
foremost, this firm must determine the cause of their
organizational flexibility. Inflexibility may be due to poor
communication, inflexible information systems, or lack of
the appropriate knowledge. The determined causes should
be the driver behind environmental scanning efforts. The
goal of this organization is to improve its flexibility.
There is no point in obtaining significant information
geared toward external decision-making until flexibility
Fig. 2. Environmental Scanning Framework Quadrants. can be proved. The organization would simply not be able
to act on it.
a) Consume and Organize: Organizational Flexibility is If an organization has poor communication, the company
High- Environmental Turbulence is High: This situation should seek external information and package it in a

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PICMET 2007 Proceedings, 5-9 August, Portland, Oregon - USA © 2007 PICMET

manner that can provide basic business knowledge to that flexibility, the firm must hire multi-skilled personnel.
front-line employees. If employees do not have the Additionally, the organization should look to ensure that
business context in which to put the external information the mechanisms are in place to improve the learning and
to which they are exposed daily, then that information is flexibility of existing employees in the prior paragraphs.
irrelevant. The business strategy and business information c) Protect Market: Organizational Flexibility is Low-
should become part of the organization’s efforts. The Environmental Turbulence is Low: In a market deemed
organization must also analyze and disperse front-line stable, this firm is in an environment near the end of the
information to the higher levels of the hierarchy. This growth stage. Product innovation is less radical and
organization’s problem may not be one of scanning but of improving efficiency for economies of scale result in an
analysis and of having the appropriate processes in place increase of process innovations. Since this organization
to ensure that all levels of the organization have access to has a low organizational flexibility, the incremental
the needed information. It is important that the innovations that are a part of this type of environment are
communication issue is dealt with at all levels. According more likely to come from internal rather than external
to Volberda [35] if management improves its flexibility sources. Intelligence gathering should focus developing
and the organization as a whole does not follow, chaos core competences and on maintaining market share [4].
will result, as the organization is unable to respond to External searches on incremental innovations that are
frequent changes made by management. However, if that consistent with their existing knowledge will most benefit
business context information enables the front-line organizations in this quadrant. However, this firm has lost
employees to respond to the environment, yet flexibility in its productivity gains. It runs the risk of
management does not have all the information that it missing the turn of market events that lead to greater
needs to make decisions, the firm will remain inert. turbulence. Hall [17] states that many industries in the
If the organization is plagued with inflexible information 1960s were stable and by the 1980s were turbulent. The
systems, the environmental scanning and analysis efforts fashion industry is an example of such an industry
should focus on identifying support technologies that will environmental change [12]. Companies that were more
provide long-term flexibility to the organization. flexible were the companies deemed the winners. In this
Palanisamy [29] identifies for IS enablers that create situation, the organization should at least passively scan
organizational flexibility: IS flexibility, IS enablement of the environment for indicators that the market is
organizational change, IS enablement for organizational becoming more turbulent. Globalized markets and market
learning, IS maturity. The organization should scan for saturation are two factors that would lead to market
advanced technologies that will allow the organization to change. This organization should also scan for substitute
integrate with future system developments, that are products being developed that could render its products as
modular for increased flexibility, and that can be modified obsolete. This organization fits with its existing
to support changes in the organization. Changes to data environment but must also prepare for change.
management may enable greater flexibility. The simple Fortunately, for this organization, preparation for change
act of implementing more flexible systems may enable is not immediately necessary and the organization can
organizational change. The systems should also enable take a more methodical approach to developing new
organizational learning in that the organization can at the capabilities.
appropriate level, use the information to improve d) Change Market: Organizational Flexibility is High-
processes, understand the customer and market. The Environmental Turbulence is Low: Although it may seem
information should be provided in a form from which the like an advantage for an organization to have a high
organization is able to learn. The more that the flexibility in a low turbulence environment, there is the
organization can learn, the more absorptive capacity the possibility for hyperflexibility. There must be a balance
organization has in order to respond to additional outside between flexibility and stability in the organization [25].
information. Volberda [35] provides a significant amount of insight
If the organizational inflexibility is due to lack of into the challenges and opportunities for such an
knowledge, then the organization should take a short-term organization. This organization is more likely to overreact
and long-term approach. While communication and or react to quickly for the environment, which can result
information have immediate possibilities for action, in chaos. Additionally, there is a cost to obtaining
obtaining knowledge takes time. However, an information and this organization may waste resources on
organization has two short-term possibilities that must be excessive scanning. Yet in this type of environment,
supplemented with long-term solutions. The firm can efforts spent on generating flexibility are wasted.
form alliances. If the firm has developed core Volberda states that information gathering efforts should
competencies that need to be supplemented in order for it focus on the primary functions of the organization.
to compete, the company can continue to do so while still However, this organization may scan for another type of
having access to additional resources. Additionally, information. Volberda does acknowledge that the firm is
contract employees may allow for increased short-term capable of driving the environment. The flexible
flexibility. However, in order to maintain and strengthen organization in the stable environment has the ability to

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