Importance of Business Administration and Information Systems

The assignment highlights the significance of business administration in day-to-day operations, utilizing information systems effectively, and leveraging presentations to engage audiences. It also emphasizes the role of negotiation in resolving conflicts and making agreements in a business setting.

BUSINESS ADMINISTRATION
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Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.1 Explaining importance of negotiation in a business environment........................................1
1.2 Explaining features and uses of different approaches to negotiation....................................1
1.3 Identifying components of negotiation tactics......................................................................2
2.1 Explaining different types of presentation and requirements in business.............................2
2.2 Explaining how various resources can be used to develop a presentation............................2
2.3 Explaining methods of giving presentations.........................................................................2
2.4 Discussing the best practice in delivering presentations.......................................................3
2.5 Explaining how to collect and use feedback on a presentation.............................................3
3.1 Discussing characteristics of bespoke documents.................................................................3
3.2 Explaining factors for taking into consideration while creating and presenting bespoke
documents...................................................................................................................................4
3.3 Explaining legal requirements and procedures for bespoke documents...............................4
3.4 Discussing techniques for creating bespoke business documents.........................................4
3.5 Discussing how to gain approval of bespoke documents......................................................5
4.1 Explaining stages of information system development........................................................5
4.2 Analysing benefits and limitations of different information systems...................................5
4.3 Discussing legal, security and confidentiality requirements for information systems..........6
4.4 Explaining how to monitor the use and effectiveness of an information system..................6
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Business administration is important for enhancing daily operations of business. Present
report deals with importance of administration in firm by reflecting on significance of
negotiation. Report will discuss about different types of presentation and resources for making it.
While, characteristics of bespoke documents and factors related to it will also be explained.
Moreover, stages of information system development along with benefits and limitations will
also be enumerated in report. Legal, security and confidentiality requirements and monitoring of
information systems will be discussed.
MAIN BODY
1.1 Explaining importance of negotiation in a business environment
The importance of negotiation in business can be explained below-
Negotiation for success in deals-
The business is enhanced by providing benefits to its shareholders in the best way
possible. It can be said that stakeholders such as suppliers can be entailed by buying raw
materials from them at lower prices or giving discounts. Thus, negotiating for better deal saves
money of firm.
Resolving conflicts-
Many employees work in the organisation which comes from different backgrounds. This
might lead to certain situation of conflicts when opinions does not match. Thus, negotiation play
crucial role in the business so as to resolve conflicts by reaching at better agreement.
1.2 Explaining features and uses of different approaches to negotiation
There are various approaches to negotiation and result of the same depends on approach.
It includes distributive negotiation or win-lose approach, lose-lose approach, compromise
approach and win-win approach (Approaches to Negotiation. 2018). The features of win-lose
approach is that it is favourable to both parties involved in conflicts. On the other hand, use and
feature of lose-lose approach is that in this both parties led to conclusion and no one win the
situation. While, feature of compromise approach is that parties partially sought their situation
and as a result, they compromise the situation. Win-win approach is that when parties arrive at
winning situation and value is created.
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1.3 Identifying components of negotiation tactics
Different components which can be ascertained in negotiation from the business point of
view is that incentives. This could lead to include bigger shares or product information. While
incentives in terms of financial can also have much influence on company as employees feel
motivated with bonuses. Another tactic is bribery which could lead to corruption in government
bodies up to a major extent (Heald, 2018). If cracking a deal, one tactic is allowed to think about
potential possibilities for discussing opportunities and further, negotiation becomes successful.
2.1 Explaining different types of presentation and requirements in business
The types of presentation and their requirements in firm are listed below-
Imparting information-
This type of format gives regular update on the future product or an forthcoming event.
Informative presentation are brief in nature and also factual. This is required in firm as product
information can be ascertained with ease.
Decision-making-
The decision-making presentation are required in firm as it suggests action which needs
to be taken by intended audience. It provides clarity in making decisions.
2.2 Explaining how various resources can be used to develop a presentation
Hand-outs is an effective resource for preparing presentation by taking notes by audience.
Moreover, it gives presenter for giving technical and detailed information about the topic. On the
other hand, another resource is laptop for developing presentation, speakers and whiteboard so
that audience may be explained about topic in a better way (Thompson, 2017). For avoiding any
shortcomings, electronic presentation suits the best in case machine is faulty. Thus, these
resources are used for presentation making.
2.3 Explaining methods of giving presentations
The methods of giving presentations are electronically with the help of projectors. Paper-
based presentation utilising hand-outs in effective manner. Another method is via video link. In
this, international conferences are conducted and that too at face to face discussion. On the other
hand, presentations have different categories such as informative, instructional, persuasive and
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for educational purposes. Hence, each of these methods can be used for displaying content
depending on aim and purpose of the presentation in a better manner.
2.4 Discussing the best practice in delivering presentations
Practise is key to success for delivering presentations with ease. It can be analysed that
creating cue cards and seeing those while giving presentation is quite useful as speaker tends to
know what points are to be covered in an step-by-step manner. Voice is the best practice to
provide presentation for gathering attraction of listeners. On the other hand, gestures are another
useful for communicating to audience as gestures speak louder than words. Visual aids in
presentation also leads to stimulate interest of listeners by emphasising on idea and
demonstrating concept in effective manner. While, inaccuracies in spelling and grammar should
be emphasised as it gives wrong impression on audience.
2.5 Explaining how to collect and use feedback on a presentation
The best means of collecting and using a feedback is produce questionnaire in which
shortcomings or positives can be effectively evaluated in a better way (Bower, 2018). It can
include questions such as what best you like about presentation?, were you aware of topics
discussed?. For educational motives, short quiz can be made and focusing on important points
and thus, assessing knowledge of audience is made. Next method for collecting feedback is to
self-evaluate. One of the simplest way is to film presentation for watching the same later.
Performances of others can be assessed and areas of improvement can be made with ease. Thus,
this will help individual for enhancing performance in the future.
3.1 Discussing characteristics of bespoke documents
Bespoke documents are useful and are designed specifically for department. It includes
letterheads, leaflets, brochures, business cards and catalogues. The main aim of creating bespoke
documents is to give better impression to others. Main characteristics of such documents are they
need to be made in same theme, same format and style. Furthermore, company logo should be of
same colour and texture. Fonts must be readable and headings should be incorporated for perfect
visibility in effective manner. Deadline need to be set for preparation of good posters, leaflets
serving the purpose of documents.
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3.2 Explaining factors for taking into consideration while creating and presenting bespoke
documents
Different factors should be taken into account for designing styling which are as follows-
House style-
It is the format being used by company particularly in creation of documents and written
communications. The main reason for implementing house style is to effectively ensure that
brand is easily recognised by stakeholders and also good impression is given to them by
following business ethics.
Message to audience-
Documents such as posters, flyers, leaflets are produced with the aim of giving
information to the audience so that intended message is being delivered to them. Thus, font style,
size and colour should be readable (Kritzinger and et.al., 2017).
3.3 Explaining legal requirements and procedures for bespoke documents
Legal requirements and procedures should be followed. Letterheads must include
registered name in full of company, VAT registration number, permanent address and postcode
must be included. On legality basis, documents should be commercially sensitive and comply
with rules of law. In relation to this, Data Protection Act 2018 repealed by Data Protection Act
1998 and information should remain confidential and without access given to others. While,
Equality Act 2010 are required to be complied with document and no discrimination should be
made. Moreover, copyright is also required especially when creating posters so as to protect
images may not be used.
3.4 Discussing techniques for creating bespoke business documents
The techniques to be used for preparation of bespoke business documents are listed
below-
Initiating research-
Research has to be conducted for gathering desired information in the best way possible.
From various sources, information must be collected for making bespoke documents (Campbell
and Park, 2017).
Design options-
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The design of documentation must be made by taking into account all legislations are
complied with. Use of appropriate type of document and optimum use of resources. Further,
combining information in lucrative way.
Approving document-
Proofreading skills and checking whether everything is going in effective manner or not.
Initiating editing document and consulting with colleagues. Taking feedback and making
approval after making necessary changes.
3.5 Discussing how to gain approval of bespoke documents
Senior management gives approval of bespoke documents after checking the same.
Moreover, house style which was agreed must also be checked and is the responsibility of top
management (Bouranta, Psomas and Pantouvakis, 2017). Letters which are made also approved
by line managers in certain organisations. Spelling errors, grammar and punctuation errors are
rectified. Furthermore, to check dates, amount or time if any should be cross-checked in a better
way. This is really essential for promotional posters as amount and dates requires to be imbibed
perfectly. Hence, up-to-date information should be passed by gaining approval from concerned
authorities.
4.1 Explaining stages of information system development
The information system mainly utilised for collect, organise and store data. The different
ways for storing information are electronic databases, paper based system etc. The procedures
have been developed such as waterfall and fountain model. The waterfall is an step-by-step
process for developing systems of information. It offers interactions among design and
distribution for software to work more appropriately (Bock, Iansiti and Lakhani, 2017). Fountain
model is an updated version of waterfall model allowing from and return to stages of software
development despite of whether tasks are completed before reaching it or not.
4.2 Analysing benefits and limitations of different information systems
Street League is an effective information system which helps to generate information in
effectual manner. The benefits of information systems are that electronic system allows intended
user to quickly access information and also most accurate way of getting information.
Decentralisation is another benefit as tasks can be allocated within department in a better way.
While, limitations of information systems are technical fault in electronic system may ruin
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information. Customer satisfaction is lost due to failure of providing accurate information.
System breakdown may occur leading to minimise quality of output up to a high extent.
4.3 Discussing legal, security and confidentiality requirements for information systems
The legal requirements must be followed such as Data Protection Act and Freedom of
Information Act. These acts are applied to the businesses and is required to be complied with.
Data Protection Act gives right to protect data from unauthorised access (Lee and Mitchell,
2017). On the other hand, Freedom of Information Act gives right for disclosing desired
information by the corporations. For example, if there might be threat to national security, it
must be disclosed within stipulated time. While, for security and confidential reasons, password
should be changed within 90 days so as to keep security in the best way possible. Thus, security,
legal and confidentiality requirements are important for information systems.
4.4 Explaining how to monitor the use and effectiveness of an information system
There are various information systems being used by company. It is required to monitor
the same in effective manner even after its integration so as to make sure that no issues may
prevail regarding storage and retrieval of data. It becomes possible to manage and monitor
effectiveness of an information system so that tasks are quickly carried out and quality output is
produced in a better manner (Baur, 2017). For monitoring purpose, simple random sampling
method is the simplest method for analysing and checking product for quality and accuracy
purpose quite effectively. All products can get equal chance of being included and thus,
monitoring of quality can be made with ease. Thus, it can be said that with the help of
monitoring, deviations or shortcomings occurring in information system could be improved and
better outcome can be delivered quite effectually.
CONCLUSION
Hereby it can be concluded that business administration is crucial for effective
functioning of day-to-day operations. The use of information system, benefits and legal
requirements provide good results for storing information in effective way. On the other hand,
presentations are visual aid for audience by which there interest and attention can be made to
presenter with ease. While, negotiation and importance of the same in business environment is
much as with the help of it, agreements are made and conflicts are resolved as well.
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REFERENCES
Books and Journals
Baur, A. W., 2017. Harnessing the social web to enhance insights into people’s opinions in
business, government and public administration. Information Systems Frontiers. 19(2).
pp.231-251.
Bock, R., Iansiti, M. and Lakhani, K. R., 2017. What the companies on the right side of the
digital business divide have in common. Harvard Business Review”, January 31st.
Bouranta, N., Psomas, E. L. and Pantouvakis, A., 2017. Identifying the critical determinants of
TQM and their impact on company performance: Evidence from the hotel industry of
Greece. The TQM Journal. 29(1). pp.147-166.
Bower, D. J., 2018. Company and campus partnership: supporting technology transfer.
Routledge.
Campbell, J. M. and Park, J., 2017. Extending the resource-based view: Effects of strategic
orientation toward community on small business performance. Journal of Retailing and
Consumer Services. 34. pp.302-308.
Heald, M., 2018. The social responsibilities of business: Company and community, 1900-1960.
Routledge.
Kritzinger, S. and et.al., 2017. A unified framework for routing problems with a fixed fleet
size. International Journal of Metaheuristics.6(3). pp.160-209.
Lee, T. W. and Mitchell, T. R., 2017. Control turnover by understanding its causes. The
Blackwell Handbook of Principles of Organizational Behaviour. pp.93-107.
Thompson, J. D., 2017. Organizations in action: Social science bases of administrative theory.
Routledge.
ONLINE
Approaches to Negotiation. 2018 [Online] Available Through:
<https://www.managementstudyhq.com/approaches-to-negotiation.html>
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