The System Life Cycle and Business Communication

This assignment provides an overview of the system life cycle, including its different stages and characteristics. It also discusses various business communication techniques, such as written and verbal communication, and their importance in business. The assignment references several books and journals that provide more detailed information on these topics. Additionally, it includes online resources for further learning.

BUSINESS
ADMINISTRATION 3

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.1 Importance of negotiation in a business environment...........................................................1
1.2 Features and uses of different approaches to negotiation.....................................................2
1.3 Components of negotiation tactics........................................................................................2
2.1 Different types of presentation and their requirements.........................................................3
2.2 How different resources can be used to develop a presentation...........................................3
2.3 Different methods of giving presentations............................................................................3
2.4 Best practice in delivering presentations...............................................................................4
2.5 How to collect and use feedback on a presentation..............................................................5
3.1 Explain the characteristics of bespoke documents................................................................5
3.2 The factors to be taken into account in creating and presenting bespoke documents...........5
3.3 The legal requirements and procedures for gathering information for bespoke documents.6
3.4 Explain techniques to create bespoke business documents...................................................6
3.5 How to gain approval of bespoke documents.......................................................................7
4.1 The typical stages of information system development........................................................7
4.2 Analyse the benefits and limitations of different information systems.................................8
4.3 Explain legal, security and confidentiality requirements for information systems in a
business environment..................................................................................................................8
4.4 How to monitor the use and effectiveness of an information system...................................9
CONCLUSION................................................................................................................................9
REFERENCES .............................................................................................................................10

INTRODUCTION
Business communication is a most crucial process which involves invariant flow of
information and messages. It is a mutual concept of exchanging understanding between receiver
and sender. This is a large concept of an organisation which involves various level of employees
to transmitting immediate informations to each others. This report is based on Sainsbury's which
is the second largest supermarkets chain across the United Kingdom. It was founded by John
James Sainsbury's. Along with this it has several subsidiaries such as Sainsbury's Bank Plc,
Sainsbury's Supermarkets Ltd., etc. The report covers importance of negotiation along with
features, and components. In addition it also includes types of presentation, resources, methods,
practices and feedback collection patterns. Moreover, it also comprises of factors of creating and
presenting documents with legal requirement and procedure to collect the information and
techniques. Further, it also consists of information system development stages, benefits, limits,
legal, security, confidentiality and monitoring (Vom Brocke and et. al., 2014).
MAIN BODY
1.1 Importance of negotiation in a business environment
Sainsbury's needs strong negotiation skills that generates profit through solving the
conflicts between two parties. Thus, negotiation is important for the business such as negotiating
condition of sale, lease, service delivery and legal contracts. The negotiation has significance for
the business in several ways that are mentioned below -
 It helps to build a better relationships between two parties through balancing both the
parties on a certain point where they agrees to take a decision for the profit. Sainsbury's
has a strong relationship with it suppliers because the company is cares to maintain a long
relationship. That's why they decide to meet fulfil the requirement of both parties where
they can agree (Cardon, 2014).
 Negotiation delivers quality solutions which satisfies the needs of the involved parties.
 In business, negotiation is also essential to avoid the future problems and conflicts that
can arise due to some unclear issues.
 This helps to achieve the profitable deals that can accelerate the growth of the business in
an appropriate way.
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1.2 Features and uses of different approaches to negotiation.
Features of negotiation: Sainsbury's can consider the following features of negotiation
that can be define as follows -
 A negotiation should be done between minimum two parties.
 Both parties should have a predetermine goals.
 The output of the negotiation should be satisfactory for the both ends.
 Both the parties who are involved in negotiation process should have a desire to change
their position.
 Parties should understand the purpose of negotiation in order to gain a fruitful outcome.
Approaches of negotiation : There are two essential negotiation approaches that can be
opt by Sainsbury's and that are mentioned below -
 Distributive approach – It is also Known as 'calming value', 'zero – sum 'and 'win lose'.
As the parties who participates in negotiation, divides the fixed resource between them
such as the money and assets (Eaves and Leathers, 2017). While these parties are
dividing the sum of assets and money at that time one of them get more and the other one
gets the less amount of assets, money and resources. For an example, a customer can
bargain in a supermarket to purchase the product on less price against the printed cost. In
this situation the customer is gaining more profit and the retailer is loosing its profit.
Thus, it is the most important use and feature of distributive approach where one can
acquires the profitability and others sacrifices their benefits.
 Integrating approach – This can be referred as cooperative, problem solving, and win-
win bargaining because Sainsbury's is using this approach to negotiate with the suppliers.
As they both are cooperating each other to gain the benefit by integrating an agreement.
The organization and suppliers both are agreed on a fix price without any compromise.
They both satisfies their needs and profitability that why it is also known as win – win
approach. No one is sacrificing their profits due the understanding and coordination
attributes. Thus, these are the most important feature of it to agree on certain point where
both parties can earn profit.
1.3 Components of negotiation tactics.
There are four basic components of negotiation tactics that are as follows -
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Preparation – Sainsbury's should prepare for the negotiation in order to get the success
with considering all the necessary work (Nicholas and Steyn, 2017).
Objectivity – There is a need to analyse the strength, weaknesses and goals so that
Sainsbury's can reach towards a positive point.
Strategy – Sainsbury's needs to establish strategy which is based on the preparation and
objective. A strategical plan executes a negotiation in an appropriate way so that they can get the
benefit of the negotiation.
Technique – It combines skills, experience and self discipline for negotiation. These
techniques are required to pursue an impactful negotiation with the other party.
2.1 Different types of presentation and their requirements.
There are different types of presentation that are explained below -
Informational presentation – These presentations are prepares to convey the
information about some particular topic. The informational presentation is prepared with a facts
without any complication so that the audience can understand it easily (Mister, 2014) . The
major requirement of this presentation is to break the large information into small slabs that can
be understand by the viewers and it is usually used to provide the information in business
meetings.
Persuasive presentation – The core purpose of this presentation is to convince the
audience to accept the proposal. It prepares with a technique to influence the people because it
contains everything that changes the behaviour, attitude and thoughts of others. They have to be
agreed and convinced by the displaying proposal which solves the problems and controversies
that can create issues. It also includes the suggestions to overcome the future hurdles. Persuasive
presentation is used by Sainsbury's to deal with various business and they convinced to accept
their proposals which shows them benefits.
2.2 How different resources can be used to develop a presentation
The presenter should ensure an effective presentation resources before give a
presentation. (Vaishnavi and Kuechler, 2015) . There are several resources of the presentation
such as the equipments like laptops, speakers and whiteboards, etc. There are several other
resources that can be used to develop a presentation that are mentioned below -
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Google Docs – It provides a clean and easy interface from which anyone can create an
effective presentation with same features of PowerPoint. The leaders of the Sainsbury's can share
their presentation among a group in order to manage their business meetings.
Prezi – It is ranked among the most innovative presentation software by PC World in the
year 2018. It is a dynamic and unique presentation sharing tool that can be purchase for $7 per
month charge. It is best for such presentor who are good in story telling with special effects.
Slidebean – This one is the best alternative of PowerPoint among the new presentation
tools. It is offering some new and innovative templates but it does not have a do – it – yourself
presentation as it seems to be. A business presentation can be prepare on it in a effective way.
2.3 Different methods of giving presentations.
There are different methods to give an presentation because according to the situation and
time these methods are adopted by the presentor. These methods are given below -
Electronic – This is the most convenient way to give a presentation. Email is the major
source to give electronic presentation because it is available for 24/7. Thus, it is the default
methods to give a presentation. Sainsbury's leaders can use this pattern to send their proposal to
their business partner and they can access it anytime even located at across the sea.
Print – It is widely used to share the message with audience in hard copy. Sainsbury's
can utilize the print presentation through brochures, fliers, ads, catalogues, reports, memos or
letters. This attracts the attention to the reader in an immense way because they will read the
message and keep it with them for the future use (Pearson, 2017) .
Visual aids : This is the best way of presentation while addressing a huge crowd. It
creates a curiosity in the audience to engage in the presentation through the images, graphs ,
charts and informational graphics. It is used to emphasize on the information in an organized
way.
2.4 Best practice in delivering presentations.
In order to deliver an effectual presentation there are six steps that should be considered
by a presenter whole giving a presentation. These steps are as follows -
Reading : A presenter should be familiar with their material in order to increase the trust and
confidence of the audience. In order to deliver a prese ntation they should read their stuff to be
prepare and learn from their mistakes to deliver an effective presentation (Cheney and et. al.,
2014) .
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 Manuscript – It is a word by word speech in which the presentor speaks from a written
information. The advantage of this is that they never miss a line or figure during the
presentation. They conveys the exact information to the audience.
Memorization :In order to deliver a speech it becomes tough for the orators. Although, they can
learn many things to communicate with the audience with focus. The major advantage of this is
that the audience involved in the communication and the equally enjoys the presentation. That's
why memorizing a presentation is a good habit while addressing a huge crowd.
2.5 How to collect and use feedback on a presentation
Sainsbury's leaders can take the feedback after their presentation through following ways:
 Observing viewer reaction – The presenter should observe the reaction of the
audience while delivering the presentation. They can get the feedback according
to the responsiveness of the audience during the presentation.
 Checklist – They can prepare a checklist feedback form in order to get the rating
from the audience (Ju&arez, 2014) .
 Verbal feedback – It is the most crucial to take the feedback because of the open
end questioning. Verbal communication is most effective because audience
directly relate with the person who is giving a presentation. The presentor is also
able to gain the lots of ideas from people.
3.1 Explain the characteristics of bespoke documents.
A bespoke document refers to a customized document which serves specific requirement
and purpose within Sainsbury's. There are certain characteristics of bespoke documents that are
as follows -
 LOGO – The document should have a logo of the organization because it is an identity
of the organisation.
 Profession Style – A bespoke document should be in formal style in order to catch the
attention of the audience.
 Fit for purpose –Sainsbury's should see that the document fits to the purpose for which it
is created.
 Appeal to the potential customers – The document should attract to the potency
customer so that they can enhance the purchasing.
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 Distinct from the competitors – Sainsbury's should create a quite different document
from others. The document should not looks like a replica of the other organization
because it can harm the image of the company (Reilly and Hynan, 2014) .
3.2 The factors to be taken into account in creating and presenting bespoke documents.
While creating and presenting a bespoke documents there are three factors which should
be take into account that are as follows -
 Corporate factors – In this the document should have a professional images by keeping
in mind this can increase the brand value of Sainsbury's. The appropriate text should be
used that can attract the audience. If there is no text then an effective information
graphics can be used (Hermann, Pentek and Otto, 2016) .
 Resources available – The availability of the resources should be ensure by the
Sainsbury's such as the software, hardware, staff, costs and paper. As without these
resources a bespoke document cannot be created neither it can be presented without the a
deserving staff.
 Ease of use - One of the essential aspect for it, is the layout and style that used to allure
the audience. It defines the needs of the users which can satisfy by the Sainsbury's with
consistency.
3.3 The legal requirements and procedures for gathering information for bespoke documents.
Sainsbury's should consider the legislation while gathering the information to create a
bespoke document. These legal requirement as mentioned below -
Data Protection Act, 1998 – This act protects people from the misuse of their personal
information which is stored on the computers of Sainsbury's. The organization needs to ensure
that their information should be secured and there is no adversary can attack on their systems. It
is the first priority of the organization to protect their customer and employees from any
inconvenience. In order to protect the data the government established rules that has to be
followed by the Sainsbury's.
Copyright, Design and Patents act, 1998 – This act was developed by the UK
government. It gives an authority to defend the literary, dramatic, musical and artistic work that
can be used by others. For an example, the logo of Sainsbury's cannot be used by others if they
uses then the organisation can sue them (Owen, 2014) . For an example, if Sainsbury's is creating
a bespoke documents (business card) for their employees. Then, they need to gather some
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specific information about the people who are working in the organisation. In order to collect
their personal information the firm can use the employee's information form which includes
name, designation, department, etc. then the business card can be created with the company
logo.
3.4 Explain techniques to create bespoke business documents.
There are some specific techniques that can be used by Sainsbury's in order to create a
bespoke business documents. These techniques are mentioned below -
 Brief of the document – In the initial stage of the document it should include the
requirement of the document such as the hardware, software and other resources.
 Research – It is the crucial part through which the strategies are formed such as the
sources of information from which an effective plan get shaped. Conducting a research is
the most difficult task because it needs to analyse various factors and methods to carry
out a fruitful result.
 Design - The presentation of a bespoke document should be formal and attractive as
well. It should have a limited font size that does not cover more space. It can use
minimum three font styles with a simple layout. The colour of the document should unify
the document.
 Checking and Printing – After designing the document will be checked and printed
finally.
These are the crucial requirements to create a bespoke document with considering the effective
software, document type, size, style, and exact data input and quality.
3.5 How to gain approval of bespoke documents
In order to approve a bespoke document there is need to check the document after the
printing in order to ensure the consistency and integrity. There are certain methods to gain the
approval of the bespoke documents that are given as below -
Face to face meeting – The approval can be gain in the face to face meeting because
both parties can share their views on the documents. So the decision can be taken on the spot
with making some alterations (Gretzel and et. al., 2015).
Online meetings – Bespoke documents modification can be share through online
meetings. After a thorough discussion about the requirements and designing of the bespoke
document the approval can be gain on online meeting.
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Use of technology – This is a way to share the document over the internet and share the
opinions. So that the editing of the document can be done within time and changes can be
tracked in an effective manner.
4.1 The typical stages of information system development.
An information system is composed with the computers and people who operate the
system in an appropriate way. The interprets the information to the other end in a specific
process. It has some stages that are described below -
 Analysis – It embraces what in kind of data is going to be managed such as the employee
or customer records (Babe, 2018).
 Feasibility study – It analyse the potential to gain the success through analysing the
strength and weaknesses.
 Design – In the third stage it caters the detail about the features and operations. For
example, systems requirement that includes input, output, storing and processing
hardware.
 Testing – It is examines the previous stages for fulfilling the purpose of the system
development in terms of accuracy and reliability.
 Deployment – This is the implementation stage which takes place after the acceptance of
system (Gretzel and et. al., 2015).
 Evaluation and maintenance – It analyse the testing with various factors and monitors
the functions of the system in an effective way.
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Illustration 1: The System Life Cycle
(Source : The System Life Cycle, 2018)

4.2 Analyse the benefits and limitations of different information systems.
There are several benefits of limitation of the information system that is given below -
Management information system
Benefits
 Integrating system – In this system computer related work manage in a sinvgel
integrated system. It allows communication among the department senior such as
executives, managers, department heads and employees (Vom, 2014).
limitation
 Organizational data is confidential and that's why the hackers can attack on it to steal the
data such as vendor information, bank records, and private data on company
management.
Knowledge Management Systems (KMS)
Benefits
 It enables better faster decision making with relevant information. This is used to search
the information which support the decision making.
Limitation
 It is used to manage the information by human resource it cannot be maintained by the
machine.
4.3 Explain legal, security and confidentiality requirements for information systems in a business
environment
The information system plays an important role in business as it maintains every record
and provide required knowledge to people as per actual requirements which is useful to make
correct decision. It is essential to collect overall information and maintain ]its records in proper
manner along with sharing it with only with authorised individuals. Thus, it is observed and
analysed that some of legal, security and confidentiality needs should be followed in an
appropriate manner. In case of Sainsbury's, they are required to accept certain requirements
which are explained further :
Legal Requirements: This can be described as several laws or regulations which are
legally established by government authorities in order to share and collect private or public
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information. It includes several acts like data protection, freedom of information, licensing
arrangements and accuracy of information (Cardon, 2014).
Security and confidentiality Requirements: The security and confidentially is
mandatory to preserve personal information of business by implementing certain strict policies.
There is a need to protect the management and business information because there is huge data
which can steal by the hackers so it is important to secure the data by using algorithms.
4.4 How to monitor the use and effectiveness of an information system.
There are various information systems through which Sainsbury's can utilize information
system in an effective manners. ERP (Enterprise Resource Planning ) is one of the effective
information system, which has a wide utilization in the organization because it manages the
entire operations and functionality. This can be define as follows :
Time – Before the implementation of ERP systems it was hard to manage the activities
through only using the computers. But, as there are various functions are introduce in the the
system then it becomes easy to manage the activities related to human resource planning. The
managers can assist to increase the control over the different sections. There are many several
innovative features are included in it which decreases the time of utilizing the resources.
Security – There was a time when the system data can be steeled by the hackers but now
after the upgradation of security algorithms the information systems are protected. SHA - 3
(Secure Hash Algorithms, version 3) is keeping the the data secure. Hence, ERP system also has
a security algorithm to protect the data.
Therefore, by using the ERP system it can be analyse that monitoring the system gives an
effective output through reducing the time and protecting the information.
CONCLUSION
From the above report it can be summarized that negotiation plays an important role in
the success of a business. In addition, a bespoke document requires to target the audience in an
effective way and to gain the profit. Presentation also has significance to attain the audience
attention and present business proposal. Information system is used to share the information and
store it on the network that can be access whenever required.
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REFERENCES
Books and Journals
Vom Brocke, J and et. al., 2014. Ten principles of good business process management. Business
process management journal, 20(4), pp.530-548.
Cardon, P.W., 2014. Business Communication: Developing Leaders for a Networked World (3e).
McGraw-Hill.
Eaves, M. and Leathers, D.G., 2017. Successful nonverbal communication: Principles and
applications. Routledge.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Mister, S.J.M., Entrust Ltd, 2014. Method and apparatus for protecting communication of
information through a graphical user interface. U.S. Patent 8,769,433.
Vaishnavi, V.K. and Kuechler, W., 2015. Design science research methods and patterns:
innovating information and communication technology. Crc Press.
Pearson, R., 2017. Business ethics as communication ethics: Public relations practice and the
idea of dialogue. In Public relations theory (pp. 111-131). Routledge.
Cheney, G and et. al., 2014. Worker cooperatives as an organizational alternative: Challenges,
achievements and promise in business governance and ownership. Organization, 21(5),
pp.591-603.
Ju&arez, F., 2014. Review of the principles of complexity in business administration and
application in financial statements. African Journal of Business Management, 8(2),
pp.48-54.
Reilly, A.H. and Hynan, K.A., 2014. Corporate communication, sustainability, and social media:
It's not easy (really) being green. Business horizons, 57(6), pp.747-758.
Hermann, M., Pentek, T. and Otto, B., 2016, January. Design principles for industrie 4.0
scenarios. In System Sciences (HICSS), 2016 49th Hawaii International Conference
on (pp. 3928-3937). IEEE.
Owen, J.E., 2014. Teaching Naked: How Moving Technology Out of Your College Classroom
Will Improve Student Learning by José Antonio Bowen. Journal of College Student
Development, 55(7), pp.751-753.
Gretzel, U and et. al., 2015. Conceptual foundations for understanding smart tourism
ecosystems. Computers in Human Behavior, 50, pp.558-563.
Babe, R.E., 2018. Communication and the Transformation of Economics: Essays in information,
public policy, and political economy. Routledge.
Online
The System Life Cycle, 2018. [Online].Available through <https://revisionworld.com/gcse-
revision/ict/system-life-cycle>
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