SOCIO-TECHNICAL FACTORS INFLUENCING
SOCIAL MEDIA ADOPTION IN BUSINESS
A Semiotic Perspective
Sanaa Askool, Aimee Jacobs and Keiichi Nakata
Informatics Research Centre, Henley Business School, University of Reading, Whiteknights, Reading, U.K.
Keywords: Social media, Web 2.0, Technology adoption, Organisational Semiotics.
Abstract: Web 2.0 technologies, commonly referred to as social media (SM), have become important tools within the
growth of information and communication technology (ICT) in the last few years. SM tools such as blogs,
wiki and other services which are widely used by individuals also have an effect on business activities. SM
tools can change the mode and intensity, at which a business connects, collaborates, cooperates and
communicates. However, SM tools have not yet to be fully utilised as value-adding tools in improving
business relationships. Different scholars have proposed various socio-technical approaches to study
organisations and information systems (IS) analysis, modelling and implementation. This paper identifies
the social and technical factors that influence SM adoption in a business environment. The Organisational
Semiotics (OS) approach, specifically the ‘organisational onion’ model and the semiotic framework, has
been used to understand and analyse SM at different abstraction levels and through a scoping study.
1 INTRODUCTION
Social media (SM) tools are a paradigm shift in the
way the Internet is used to provide bi-directional
communication. They involve a more open approach
to the Internet and to user-generated content in
particular. They also offer numerous links to other
websites and sources of information enabling people
to gather information, collaborate with each other
and build relationships. However, despite the
transformation these online tools could provide,
there is a slow rate of adoption of Web 2.0
technologies by businesses (Newman and Thomas,
2009). This slow rate of adoption is due to several
reasons: policies and procedures that inhibit change,
privacy and security issues, and organisational
culture being directly opposed to the open source
and collaborative methods utilised in Web 2.0
(Newman and Thomas, 2009). In addition,
organisations still fail to realise their potential
benefits in developing a sustainable competitive
advantage (Newman and Thomas, 2009).
On the other hand, large organisations such as
Wells Fargo and General Motors have used SM not
only to build strong relationships with customers and
prospects, but also to increase employee productivity
and collaboration (Young et al., 2008). As a result of
SM popularity, organisations noted the power of
these technologies and the considerable customer
involvement and attention (Chui et al., 2009).
Consequently, practicing and installing these tools
internally for a test period becomes a part of firms’
activities (Chui et al., 2009) to offer more user-
centric and effective services (Ala-Mutka et al.,
2009).
Generally, SM tools are found to play a
substantial role in building relationships and
collaboration not only among individuals but also
businesses. The investment in SM tools is estimated
to account for $4.6 billion in 2013 (Young et al.,
2008). In addition, Web 2.0 adoption was considered
as a priority in 2008 for 56 percent of North
American and European companies (Young et al.,
2008). The question is what approaches or methods
one should use to implement these new technologies
effectively. As SM tools focus on people rather than
products, it is essential to find a tool that bridges the
gap between technology and the social factors that
influence the adoption. One way is to investigate SM
by using the organisational semiotics (OS) approach.
This approach focuses on sign systems that are
useful for examining and understanding issues faced
by organisations.
141
Nakata K., Askool S. and Jacobs A.
SOCIO-TECHNICAL FACTORS INFLUENCING SOCIAL MEDIA ADOPTION IN BUSINESS - A Semiotic Perspective.
DOI: 10.5220/0003269801410148
In Proceedings of the Twelfth International Conference on Informatics and Semiotics in Organisations (ICISO 2010), page
ISBN: 978-989-8425-26-3
Copyright
c
2010 by SCITEPRESS Science and Technology Publications, Lda. All rights reserved
This paper aims to identify socio-technical
factors that affect the adoption of SM tools in
business. Despite the impressive popularity of the
SM among individuals, its use in business still
appears immature. Because of limited concrete
scientific studies and the absence of the business
models for SM adoption, this paper takes an
analytical approach to characterise the socio-
technical factors.
2 BACKGROUND
2.1 Social Media (SM) and Web
Technologies
SM and Web 2.0 are two terms (often used
interchangeably) which refer to highly interactive
technologies that emphasise human interaction,
collaboration and connectivity (Burns, 2008). Blogs,
microblogging, wikis, podcasts, social networking
websites, video and RSS feeds are the most common
types of SM. The term Web 2.0 was introduced in
2005 by O’Reilly who defined it as “a network as
platform, spanning all connected devices” (O'Reilly,
2007, p. 17), which quickly evolved to “a set of
economic, social and technology trend that
collectively form the basis for next generation of the
Internet – a more mature, distinctive medium
characterised by user participation, openness and
network effects.”(Musser et al., 2006, p. 4) This
change in definition shows the complexity and
fluidity of Web 2.0, and explains why there is no
clear definition of Web2.0.
Recently, the use of Web 2.0 technologies has
grown rapidly (Newman and Thomas, 2009). Over
the past few years, these SM technologies have
spread widely among people (Chui et al., 2009) and
have drawn more attention by practitioners and
researchers. The main reason for this widespread
attention could be that Web 2.0 has attracted
millions of people who use it as their preferred
communication channel. Figure 1 shows the global
rise of social networking sites (SNS) from December
2007 to December 2008 (Nielsen_Online, 2009,
P.2). According to this the SNS have attracted close
to 67 percent of the total online global population,
up from 61 percent the previous year.
SM tools also could have more far-reaching
effects on firms than technologies that were
implemented in the 1990s, such as enterprise
resource planning (ERP), customer relationship
management (CRM) and supply chain management
(SCM) (Chui et al., 2009). The reasons for this can
be due to the bottom-up involvement from frontline
employees to senior executives, the contribution of a
wide range of people, the requirement of different
mind-set and the high degree of participation (Chui
et al., 2009). Where most users of ERP or CRM
systems are simply processing information or
executing transactions, SM are bi-directional tools
that give users or participants the ability to create
new information and content or edit the work
published by others (Chui et al., 2009).
SM are useful tools that have the potential to
bring benefits to organisations. The main advantage
of Web 2.0 is the linkage among people, ideas,
processes, systems, contents and other organisational
activities. In addition, as Web 2.0 offers services and
not a product, people can contribute, and collaborate
with others, share information and reuse Web
content. These tools can be used internally amongst
employees or externally with customers and
suppliers, which could increase knowledge sharing,
collaboration efforts and new innovations.
Figure 1: Percentage of rise in population for Social
Networking sites of Total Online population (Adopted
from (Nielsen_Online, 2009, P.2) ).
A wide range of technologies are coming under
the list of SM tools. The following are tools which
are most common and potentially useful for
business:
Blogs/Microblogging: Blogs are online journals
(Mayfield, 2006) offering many different messages
such as long essays, personal diaries or links to other
websites. The various types of blogs include
(Mayfield, 2006): 1) Personal Blogs 2) Political
Blogs 3) Business Blogs and 4) Mainstream Media
Blogs. Microblogging is a new type of real-time
communication publishing that combines social
networking with bite-sized blogging where messages
are limited to less than 200 characters. Short
contents are distributed online, by email, Instant
ICISO 2010 - International Conference on Informatics and Semiotics in Organisations
142
Messenger (IM) or over the mobile network (Java et
al., 2007).
Social Bookmarking: Social bookmarking are
services that allow users to classify online resources
by using ‘folksonomies’ or keyword categorisations,
to tag and share frequently used or interesting online
resources. del.icio.us is a popular bookmarking site
(Yanbe et al., 2007).
Social Networking Services (SNS): SNS are
personal web pages that focus on building online
communities and interacting with others in order to
share information, interests and activities (Josef and
Hermann, 2006). It is a new way to communicate
and share information that is used regularly by
millions of people. Popular social networking
websites are MySpace, Facebook and LinkedIn.
Wikis: Wikis enable a group of people to co-
author and interact by adding or editing articles
online (Josef and Hermann, 2006). Wikipedia, a
widely known online encyclopaedia, is perhaps the
most famous example, edited by users globally
(Ebersbach, 2008). It is a simple virtual
collaboration platform (Ebersbach, 2008) and can
be a source for information and knowledge.
All of these tools can be used within an
organisation to support or replace their current
communication, cooperation, collaboration and
connections efforts. Each of the various types of SM
tools should be matched to the medium that best
suits a specific business purposes; however, there
will be some overlapping (Cook, 2008). For
instance, blogs can be used as a communication tool
to spread information organisational wide and
keeping track of projects; Social Bookmarking can
encourage cooperation by allowing tagging and
categorisation, which can be used to capture implicit
knowledge and identify knowledge experts (Cook,
2008). For collaboration, wikis are the most
commonly used for information collection and
document creation by multiple authors. SNS can be
used to connect geographically dispersed and cross-
functional employees for purposes of team-based
projects and knowledge transfer/sharing (Cook,
2008).
3 FACTORS INFLUENCING
SOCIAL MEDIA ADOPTION
This section will discuss the factors that influence
SM adoption in a business environment. First,
approaches in organisational semiotics will be
described, in particular the ‘organisational onion
model and the semiotic framework. This is followed
by the exploration of factors based on the
‘organisational onion’ model. Finally, these factors
are analysed using the semiotic framework.
3.1 Organisational Semiotics Approach
There are numerous approaches to business analysis
and modelling. While some researchers classify
business analysis and modelling based on process,
behaviour and data, others apply four views:
functional, behavioural, data and system architecture
(Wieringa, 1996). However, semiotics perspective
concentrates on the relations among the IT system,
business process and organisation (Liu, 2000). It is
an approach that focuses on signs and sign systems.
Organisational semiotics (OS) applies semiotic
concepts to the analysis and design of organisations
and information systems (IS). It also offers a range
of methods and frameworks to analyse and design
firms (Liu, 2000). Here we introduce two concepts
in OS, the ‘organisational onion’ model and the
semiotic framework, which we apply later in our
analyses.
The ‘Organisational Onion’ model: According
to Liu (2000), an organisation can be recognised as
an IS and can be modelled as a structure of three
aspects: informal system, formal system and
technical system. Culture, beliefs, values, habits and
individual behaviour are determinants in the
informal layer. The middle layer is the formal IS,
which contains bureaucratic forms and rules guiding
the individual action—“how work should be
done”—which can replace meaning and intention in
the informal system with codified systems. The
technical layer is where information and
communication technology (ICT) are used to
automate some parts of the formal system, which in
turn support the informal systems. This model forms
what is often called an “organisational onion”
(Stamper, 1992).
The Semiotic Framework: Also known as the
Semiotic Ladder (SL), the Semiotic Framework
provides a way to analyse IS based on six layers of
semiotic analyses (Liu, 2000). The traditional
semiotic layers of syntactic, semantics and
pragmatic were extended by Ronald Stamper to
include other three layers of social world, physical
world and empirics (Liu, 2000). The semiotic
framework characterises IS from two views: Human
Information Functions (the top three layers of social
world, pragmatics and semantics) and IT platform
(the bottom three layers of syntactics, empirics and
physical world).
SOCIO-TECHNICAL FACTORS INFLUENCING SOCIAL MEDIA ADOPTION IN BUSINESS - A Semiotic
Perspective
143
Because OS offers a method to analyse IS in
different levels, we believe that it is a useful method
for investigating SM in a business environment. As
SM contains some factors that can be found in the
semiotic ladder, we use it to clarify some important
issues related to SM adoption in different levels.
3.2 Analysis based on the
‘Organisational Onion’ Model
Here we attempt to identify the factors that influence
the adoption of SM in a business environment from
the three layers in modelling organisation as
information systems: informal, formal and technical.
Informal Layer: Through SM, people’s activities
shifted from a static environment of writing
documents via computer applications to a more
dynamic environment: living life online, searching
and sharing information, watching video on
YouTube, buying and selling products through
eBay, and building relationships using Facebook or
LinkedIn.
Regardless of whether it is the evolution of SM
that has changed user behaviour or the evolution of
user behaviour that has caused the evolution of SM,
customers and employees have come to embrace the
culture of SM tools. Employees, as part of this
society, have seen the benefits of using SM in their
personal lives to communicate, cooperate,
collaborate and connect with others. These same
employees have begun to adopt these familiar SM
into their work life (Cook, 2008). As the younger
generation moves into the workforce they will
increasingly expect to use the same participatory
tools.
However, managers have some concerns because
they believe by introducing SM into the workplace,
productivity and profits will be lessened, as it will
take the place of the “water cooler” and only
encourage gossip and waste valuable employee time
(Cook, 2008). Consequently, organisational culture
can influence the adoption of SM (Newman and
Thomas, 2009) because technology itself cannot
change organisations’ culture. In Web 2.0,
information and knowledge are built and shared
through social interaction. Therefore
, for SM to be
adopted, communication, cooperation, collaboration
and connections
with SM must be a norm, not
expectations, as they are a key factor in Web 2.0
technologies usage.
If the use of SM is adopted as a norm in the
informal layer, it provides the basis for it to be
introduced into the formal layer as more employees
adopt the technologies and demand to use them in
the workplace. Subsequently, organisations may see
the benefits of interactions supported by SM in the
business process.
Formal Layer: According to a McKinsey Global
Survey (McKinsey&Company, 2008), the rate of
organisation that were experimenting with SM
between 2007 and 2008 has increased;
approximately 60 percent of participants were
satisfied with Web 2.0 initiatives and 87 percent of
organisations were using them in customer
relationship. An impact of SM can be highlighted in
organisations across sectors. It can be used for
improving internal work process, recruitment,
product design and quality, and customer
relationship (Ala-Mutka et al., 2009).
Because of the success of SM use in an informal
environment, early adapters are using SM internally
and externally for business purposes. Dresdner
Kleinwort Wasserstein (DrKW), an investment
bank, is an example of a company applying SM to
internal business processes (Klobas and Beesley,
2006). At DrKW, the user-centred team started to
use wikis to help with interaction among their 6,000
geographically dispersed employees. DrKW
“adopted the wiki as a communication tool, a
collective discussion tool, as a repository for
documents and information and as a project
management tool” (Klobas and Beesley, 2006, p
105).
For external outreach, some organisations are
building online SNS websites for business
innovation, engaging customers (Newman and
Thomas, 2009) and outsourcing intelligence. This
approach was proposed by Procter and Gamble who
developed a program called “Connect-and-
Develop”. This program aims at connecting external
sources like universities, government labs, web-
based talent markets, and suppliers with the P&G
innovation team in an effort to create new products
which meet worldwide consumer performance and
costs needs (Huston and Sakkab, 2006). Through
this program, P&G produces over 35 percent of their
innovations which saves billions of dollars in
revenue (Huston and Sakkab, 2006).
However, there are some concerns regarding the
published information such as type of information,
information quality, information credibility, and
reliability. As the organisation needs authentic,
reliable information to make their decisions, a
framework for information evaluating process has
been developed to control this issue (Huston and
Sakkab, 2006). Another concern is that many
customers use SM to assess products and services
delivered by companies Therefore, organisations
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144
should be careful in maintaining their brand image
through SM. In order to manage these concerns,
organisations can create guidelines for SM usage by
employees.
Although SM tools generate a medium for
reaching out to customers, organisational change
may occur or have to occur. According to Smith and
Fingar (2003), there are many reasons why change
in business process may occur, such as, business
requirements, government regulations, environment,
improved technology and resources. In particular,
front-end processes such as transactional and
operational processes of organisation may be
affected by SM.
Technical Layer: The growing of social
engagement results from the developing of Web 2.0
infrastructure and architectures and its ability of
participation systems. Web 2.0 platform is built
based on current protocols and computer languages
in a unique way that generate a user-friendly
application (Josef and Hermann, 2006) and
encourage people to communicate and add value to
their conversations (Newman and Thomas, 2009).
On the other hand, the demand for ICT
connectivity such as broadband and mobile
networks, software and hardware, by both
organisations and individuals has increased (Ala-
Mutka et al., 2009). This resulted from the rapid
growth of SM users. In the US and Europe, more
than 12 million customers accessed a social network
site using their mobile in June 2007 (Bearne, 2007).
The technical layer has not fully evolved, as SM
is currently only a set of tools to enable these
interactions. There is potential for SM automation.
Already there are integrations among technologies,
for example automatically updating multiple
platforms at the same time, e.g., TweetDeck.
Another example is chatbox technology being used
to integrate chat embedded into a website. However,
there are some issues related to information security
and privacy control (Dinev et al., 2009) due to the
risk of misuse, viruses, hacking and stalking
personal information.
3.3 The Semiotic Framework
In a business environment, a SM tool can be
recognised as a sign that signifies the act of online
interaction within organisation or with clients. Based
on specific factors within business culture, this sign
can be interpreted in different ways by different
people. For instance, a customer may consider a
presence of SM (a sign) on an organisation website
as a communication tool; a salesperson may view it
as a tool for building strong relationship with
customers; a marketing person may think it is a way
to understand customers’ preferences; and a
manager may consider it as wasting resources.
Because of the different interpretations of the SM
and its purpose, different views and behaviours are
likely to exist.
The major concept behind the semiotics
approach is the link among the multi-layers that
represent the organisations or IS. It represents the
mapping and rules of associations between the
various layers. Here we attempt to analyse the
adoption of SM in a business environment using the
semiotic framework.
The physical world would comprise the data
that are stored or generated in the SM (and the
machines and servers that host SM—but this is
outside our interest). The empirics layer is
concerned with the network connections and
communication protocols that enable the
transmission of data linking interface devices of
users. The syntactic layer focuses on the features of
SM. For instance, microblogging enables users to
interact in different forms such as text, IM, and RSS
(Power and Forte, 2008). Wikis offer easy adding,
editing, versioning capabilities (Ebersbach, 2008),
and content discussions. However, SM may or may
not be appropriate in terms of business functions and
in some cases could be considered an ineffective
tool in such a function.
The semantics layer focuses on the meanings,
validity and truth. The semantics layer shows how
the various areas within a business interpret the use
of SM. For example, the sales department can use
SNS as a customer relationship tool, Marketing can
use sites such as Twitter and Facebook and chat to
connect with customers and gain insight to customer
preferences. Internally, employees can use SM, such
as SNS to transfer knowledge amongst other
employees. Additionally, a blog can be created for
knowledge management and FAQ.
The pragmatic layer concentrates on what
specific SM has been adopted for what specific
purpose or objective. The purpose of adopting SM
within an organisation can be innovation of new
products, technologies and processes. A second
purpose may be to provide familiarity, care, and
sharing information with customers. This familiarity,
caring behaviour and sharing information can are
due to the increase of use in personal lives of
customers and employees. In addition, being open
with customers about products and innovations
could help build trust with customers.
SOCIO-TECHNICAL FACTORS INFLUENCING SOCIAL MEDIA ADOPTION IN BUSINESS - A Semiotic
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145
Figure 2: The Semiotic framework and its links to the socio-technical factors that influence SM adoption.
In the social world layer, stakeholders including
clients are influenced by the SM usage, such as
creation and discussion of ideas, and gaining the
sense of familiarity. This in turn contributes to
building meaningful relationships, maintaining
customer loyalty and commitment, and acceptance
according to their social norms. If a company
chooses a wrong medium to release their message it
may be misinterpreted and change the users’
perspective. For example, choosing blogs instead of
email could influence the effect of the message
contained, such as its seriousness. Figure 2
summarises how the factors that influence SM
adoption relate to the semiotic framework.
3.4 Scoping Study
To obtain general information about the current
situation of SM implementation in business, a small
survey was conducted. Screening data was gathered
from a group within a large international IT
consulting firm. The responses came from people in
the following roles: Technical Architecture,
Solutions Architecture, Service development lead,
Senior Executive (VP), Innovation Portfolio &
Strategy manager and Enterprise Architect. The
purpose of the questionnaire was to obtain a general
picture about how knowledge-intensive firms are
currently communicating with external and internal
clients with a particular focus on the use of SM. A
scoping study was carried out to collect preliminary
data as to how firms are using SM. The
questionnaire included general questions on what
type of communication channels are being used for
internal and external communication followed by
other questions such as the benefits of using SM,
and their concerns about using SM.
According to the respondents, the
communication tool/method used the most
frequently with external clients was email, followed
by face-to-face and telephone, then by Twitter. The
tools/methods used internally on a continuous basis
were face-to-face, email and telephone, followed
closely by Chat, IM and Twitter. Blogs, wikis, and
SNS were also used by some participants. It was
also commonly stated that when used, SM met their
communication expectations.
We also analysed the respondents’ concern for
each of three layers of the “organisational onion”
model, Informal, Formal and Technical. In relation
to the Informal layer, respondents state that using
SM as internal communications tools have helped
them meet their business objectives by improving
communication and increasing productivity. Other
respondents agreed that SM offered a way to transfer
knowledge, increase innovation, and teambuilding.
These responses can be associated to the Formal
layer as they mention that although traditional
communication channels are the norm the use of SM
tools are increasing. However, accountability, lack
of control and SM usage policies are concerns that
were mentioned. In terms of the Technical layer, the
tools used are internet and mobile technologies. It
also revealed that security and privacy are the main
issues when using SM. The analysis of the
respondents’ view is presented in Figure 3.
Figure 3: Respondents’ concerns related to SM usage.
Human Social World: Influences on Organisational Culture,
Meaningful Relationship, Customer Loyalty and Commitment,
Acceptance behaviour
Information Pragmatics: Intention of SM use in business, e.g., Business
Objectives, Sharing information, Innovation, Familiarity, Caring
Behaviour, Trust
Functions Semantics: Meanings associated with the use of various SM Tools,
interpretation of the use of SM in Business, Familiar Interfaces,
Information Collection, Knowledge Management/Sharing and Transfer
The IT
Syntactic: Social Media Tool features, functionality, interfaces
Platform Empirics: ICT Infrastructure, Internet, Mobile networks
Physical World: Data, Web 2.0 Platform (Hardware) and Software
ICISO 2010 - International Conference on Informatics and Semiotics in Organisations
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Table 1 presents the analysis of responses that
address social, pragmatic, and semantic levels of the
semiotic framework.
4 DISCUSSIONS
The socio-technical factors that contribute to
adoption of SM by a firm are analysed. These
factors can be considered as enablers or inhibiters to
adopt SM. We found that while SM adoption within
a business environment can produce the benefits of
enhanced communication, collaboration, cooperation
and connections that increase productivity and
profit, factors such as business objectives, sharing
information, innovation, familiarity, caring
behaviour, and trust can influence its use. Some of
these views are supported by the scoping study
mentioned earlier (see Figure 3).
The Semiotics framework demonstrates that
there should be a focus on the social interactions
level when analysing SM tools. This is due to the
fact that SM is more about human rather than
technological aspects. In addition, the syntactic level
of IT platform also requires attention because it is
essential to choose an appropriate medium that suits
both business and user needs, in order to gain
organisational wide acceptance and usability.
The analysis of business users’ concerns based
on the scoping study provided an insight into how
SM is expected to affect organisational activities.
Although SM essentially a communication tool, a
further analysis based on organisational morphology
involving substantitive, communication, and control
activities in organizations (Stamper et al., 1994)
would enable us to understand the ways in which
SM is used in firms.
5 CONCLUSIONS
The aim of this paper was to identify the socio-
technical factors that influence the SM adoption in
business using a semiotic approach. The
“organisational onion” model and the semiotics
ladder provide a framework of analysis for these
factors. Based on the analysis, SM tools show
considerable opportunities as well as risk for
business. SM can benefit the internal and external
process, such as knowledge management, business
innovation, engaging customers, and outsourcing
intelligence. Thus, engaging with SM and
understanding how to cope with these tools can be
seen to open opportunities for a more effective
business strategy. The current analysis will aid
system designers in designing systems that integrate
SM with traditional systems in a way that meets
employee and customer preferences. This could lead
not only to better understanding of customer needs
and requirements but also to a successful adoption.
The scoping study provides insight about using SM
in a business environment. However, in order to
validate the findings of this paper, semi-structured
interviews with organisations and customers are
ongoing. The focus of these explorations is to
discover current and potential use of SM in terms of
communication and collaboration. Future work will
include a more research into the effects of SM
within a business environment, the use of SM with
various business areas, such as customer relationship
management (CRM) and business process
management (BPM).
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