Business Communication and Information Systems

The assignment is a comprehensive guide to business communication and information systems. It covers topics such as negotiation, legal requirements for security and confidentiality, and how to monitor the use and effectiveness of an information system. The solutions provided are detailed and include examples from various fields.

Business Administration

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

INTRODUCTION
Business communication is the process of sharing information among people within and
outside any business organisation carried out for commercial benefits of the organisation.
Business communication can be oral or written. The assignment poses various problems in
related to business communication and the report attempts to understand them in brief.
1.1 Explain the importance of negotiation in a business environment
Negotiation in general terms means reaching to an arrangement to resolve a conflict for
mutual benefits, wherein both the parties try to come to a conclusion which caters his own
interests. In any business environment negotiation is required for resolving conflicts and
disappointments(Stair and Reynolds, 2013). Negotiation is a skill which is necessary for both
informal and formal commercial transactions. The informal transactions comprises of everyday
interactions whereas the formal transactions includes agreements relating to conditions of sale,
lease etc. along with other legal contracts.
And, good negotiation skills helps in growth and success of a business as it builds better
relations and prevents future conflicts.
1.2 Explain the features and uses of different approaches to negotiation
There are four approaches of negotiation and the result of negotiation differs depending
upon the approach followed. The various approaches are –
1. Win – win or integrative approach – is the superior to all the other problem solving
approaches as the interests of both the parties are met in the end. Generally, a solution
satisfying both the parties is only possible if their interests are not in conflict.
2. Win – lose or Bargaining approach – is also known as competitive approach as it is
based on the premises that one party can win at the expense of other. One party loses and
other wins in this approach.
3. Lose – lose approach – is an approach where one party is under the threat of losing
carries on with all the activities to ensure that the results of negotiation serves neither
party's interests. The result of this approach is that all the parties end up losing.
4. Compromise approach – is adopted to avoid the lose-lose approach, as the results of the
later approach are least desirable. In this approach both the parties tries to settle for less
1

rather then pursuing their original goals by coming to a compromise, which is a desirable
when the disputed resources are less(Laudon and Laudon, 2015).
1.3 Identify the components of negotiation tactics
The various components of negotiation tactics are as follows:
1. Preparation: means considering the timescale and resources. The parties are required to
collect facts and data. This also involves reviewing the organisational policies and
procedures and legal and ethical requirements.
2. Negotiation Styles: There are various popular negotiation styles such as competitive,
collaborating, compromise and accommodating, which are used by the parties while
getting into negotiation. The negotiators often use one or mix of more than one to get
onto a result.
3. Negotiation Behaviours: These comprises of behaviours which are important for
negotiation, such as, diplomacy, awareness of body language, effective learning,
questioning skills etc.
4. Exchanging information: This means reviewing the goals set by the parties over the
period of time and considering their proposals.
5. Bargaining: This means coming on to a mutual agreement with the other party while
negotiating.
TASK 2
2.1 Explain the different types of presentation and their requirements
There are different ways in which information can be presented depending upon the
reasons for which the information is communicated. The types of presentations are(Ford and
Riley, 2012):
1. Informative presentation – these are the most common type of presentation which uses
descriptions, definitions, demonstrations, etc. to explain the subject matter. This type of
presentation makes any topic easy to understand by offering a view point.
2. Instructional presentation – this presentation uses a demonstrative approach including
steps and pictures which makes it easy for the audience to understand and follow.
2

3. Inspirational presentation – the main purpose of these presentations is to inspire and
motivate the audience. The presenter use vivid language and tells story to create an
emotional connection with the audience.
4. Persuasive presentation – this type of presentation tries to bring a change in the point of
view of the audience where the presenter starts the presentation with a problem and
throughout talks about how to deal with it.
2.2 Explain how different resources can be used to develop a presentations
To make an effective presentation careful planning is of importance. The various
different resources that can be used to develop a presentation are:
 Use of software: For making a presentation various software tools could be used such as
Photoshop, Microsoft office etc. these help in creation of images, charts etc. which are
important in a presentation.
 Use of audio-video: These techniques make a stronger impact on the minds of audience
and could be used by the speaker while preparing.
 Use of audience handouts: The handouts can be given to the audience in the beginning of
a presentation. This is additional information such as words or definitions, so that the
audience could follow.
2.3 Explain different methods of giving presentations
The method of presentation differs in accordance to various factors, such as venue,
occasion, audiences, etc. The different methods of giving presentation are –
1. Face-to-face: a face-to-face presentation requires the physical presence of both the
speaker and the audience. A presenter can use various techniques while delivering such a
presentation.
2. Webinar: is a workshop where the speaker and the audience are logged in online
including mainly voice and video chat.
3. Video Conferencing: is another way of face-to-face presentation wherein the speaker
delivers the presentation via video camera.
2.4 Explain best practice in delivering presentations
The effective way of delivering a presentation requires:
3

1. Planning – While planning a presentation the speaker should focus on the audience and
the information which is to be delivered(Antaki, 2011).
2. Preparation – While preparing for a presentation the speaker can prepare cue cards,
handouts etc. which makes it easy to give a presentation.
3. Practice – The speaker should practice for the presentation, such as practising the stances.
Speech etc.
4. Effective Communication – The speaker should use the voice modulations, body
language and gestures to make or stress a point. The speaker should also be make eye
contact with the audience.
2.5 Explain how to collect and use feedback on a presentation
A feedback is any information received by the speaker relating to the presentation or
himself. While collecting a feedback the speaker should collect the information by using various
ways, which are as follows:
 The speaker can observe the non-verbal feedback while making the presentation.
 The speaker can gather information by paying attention to the questions during the
presentation.
 The speaker can collect the feedback by providing a leaflets or handouts containing a
questionnaire etc.
TASK 3
3.1 Explain the characteristics of bespoke documents
Bespoke documents are organisation specific documents or materials which are
specifically designed to create a corporate image and increase brand awareness. These
documents are factually correct and accurate. The purpose of these documents is to build a
professional image of an organisation in order to attract potential customers and keep the current
customers interested(Rollinson, 2014). The main purpose of these documents is to maintain the
reputation of the organisation which helps in achieving the organisational targets and goals. The
types of bespoke documents are – handbooks, database, presentations, etc. The characteristics of
bespoke documents are logo, professional style, consistent house style etc.
4

3.2 Explain the factors to be taken into account in creating and presenting bespoke documents
The factors which should be considered while creating bespoke documents are as
follows:
 Corporate factors: These focus on the brand and professional image of the
company such as logos, etc.
 Available resources: This is using the resources available, such as various
software.
 Other consideration: This means considering other factors such as proof reading
the text.
While presenting the bespoke documents spelling and grammar, quality of document, etc.
should be checked to ensure that it meets the organisational standards.
3.3 Explain the legal requirements and procedures for gathering information for bespoke
documents & 3.5 Explain how to gain approval of bespoke documents
The legal requirements for preparing bespoke documents are complying with the
following legislations and regulations:
 Data Protection Act, 1998
 Copyright, Designs and Patents Act, 1988
 Common law
The procedures for gathering information is to make sure that accurate information is
collected and the legal requirements are complied with.
There are various methods for gaining approval, such as face-to-face meetings, online
meetings, conference calls, telephonic discussions, etc. There are different stages involved –
initial proposal, drafts, edited versions, agreements to change and final approval.
3.4 Explain techniques to create bespoke business documents
The different techniques considered while creating the bespoke documents are as follows:
 Research: The factors which should be considered while conducting research are sources
of information, planning and conducting the research, organising and recording the data.
 Design options: This includes providing the knowledge and application of legislation and
regulations. There is a need of use of software and resource along with considering the
type, size and style of the document.
5

 Approval of document: This is the final specification which requires checking,
proofreading, editing, taking feedbacks, consultations etc. before the document is finally
approved.
TASK 4
4.1 Explain the typical stages of information system development
An Information system is a system consisting of people and computers which collects,
processes, interprets the information and stores it. There are two types of information systems –
manual which includes card index, filling systems etc. and electronic which covers office support
systems etc.(Ehlich and Wagner, 2011).
Typical Stages –
 Analysis – involves collection of all the business requirements.
 Feasibility study – involves study by the information analyst.
 Design – specifies detailed features and operations.
 Development & Testing – developing the system to identify the needs of the user.
 Deployment – the project is finished and passed by the operations team.
 Evaluation – involves analysis and testing.
 Maintenance – is the final stage where monitoring is done.
4.2 Analyse the benefits and limitations of different information systems
The benefits and limitations of manual and electronic information system are:
Benefits of Manual system Limitations of Manual system
This system is simpler. Speed
It reduces the information overload. Time
It has relevance to user Efficiency
Benefits of Electronic system Limitations of Electronic system
Storage capacity Capital investment
Efficiency Technological advancements
Addition and Deletion of data Data loss through technical error
6

4.3 Explain legal, security and confidentiality requirements for information systems in a business
environment
Legal Requirement Security and Confidentiality Requirements
Data Protection Act, 1989 states that the
personal information used by the organisation,
business or government should be fair and
protected.
Ensure levels of access are secured
Freedom of Information Act, 2000 provides
provisions for disclosure of information held
by public.
There should be lockable security facilities
Copyright, Designs and Patents Act, 1988 Use of passwords
Use of policies and procedures to monitor
systems.
4.4 Explain how to monitor the use and effectiveness of an information system
The effectiveness and use of the information system can be monitored in following ways:
(Depledge, 2013)
 Having timescales to review and implementation of the system
 Collect feedback from the users
 Gain early knowledge of faults and defects
 Identifying the user training requirements
CONCLUSION
It can be concluded that business communication is crucial for the growth and success of
an organisation. The assignment consisted of various problems pertaining to business
communication ranging from negotiation to importance of information system, which are briefly
explained in the report.
7

REFERENCES
Books and Journals
Antaki, C. ed., 2011. Applied conversation analysis: Intervention and change in institutional
talk. Springer.
Depledge, J., 2013. The organization of global negotiations: Constructing the climate change
regime. Routledge.
Ehlich, K. and Wagner, J. eds., 2011. The discourse of business negotiation (Vol. 8). Walter de
Gruyter.
Ford, R. and Riley, G., 2012. The bespoke framework generator. In Earth System Modelling-
Volume 3 (pp. 55-67). Springer, Berlin, Heidelberg.
Laudon, K. C. and Laudon, J.P., 2015. Management information systems (Vol. 8). Prentice Hall.
Rollinson, H. R., 2014. Using geochemical data: evaluation, presentation, interpretation.
Routledge.
Stair, R. and Reynolds, G., 2013. Principles of information systems. Cengage Learning.
Online
Bespoke. 2018. Available through <https://whatis.techtarget.com/definition/bespoke>
8