Business Negotiations and Information Systems

This assignment delves into the crucial aspects of business negotiations, encompassing conflict resolution, relationship building, presentation types, and bespoke document creation. It further examines the significance of information systems within a business environment, outlining their benefits (accuracy, efficient data arrangement, speedy decision-making), limitations (complexity, lack of standardized practices, capital investment), legal requirements (Data Protection Act, Freedom of Information Act), security and confidentiality measures (access control, passwords, policy monitoring), and methods for evaluating system effectiveness (feedback collection, performance reviews, reporting systems).

Business Administration

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1.1 The importance of negotiation in a business environment.................................................1
P1.2 The features and uses of different approaches to negotiation.............................................1
P1.3 Components of Negotiation Tactics....................................................................................2
TASK 2 ...........................................................................................................................................2
P2.1 Different types of presentation and their requirements.......................................................2
P2.2 How different resources can be used to develop a presentation ........................................3
P2.3 Different methods of giving presentations..........................................................................3
P2.4 Best practice in delivering presentations............................................................................3
P2.5 How to collect and use feedback on a presentation............................................................4
TASK 3............................................................................................................................................4
P3.1 Characteristics of bespoke documents................................................................................4
P3.2 Factors to be taken into account in creating and presenting bespoke documents...............5
P3.3 The legal requirements and procedures for gathering information for bespoke documents
.....................................................................................................................................................5
P3.4 Techniques to create bespoke business documents............................................................5
P3.5 How to gain approval of bespoke documents.....................................................................6
TASK 4............................................................................................................................................6
P4.1 The typical stages of information system development......................................................6
P4.2 The benefits and limitations of different information systems...........................................7
P4.3 Legal, security and confidentiality requirements for information systems in a business
environment.................................................................................................................................7
P4.4 How to monitor the use and effectiveness of an information system.................................7
CONCLUSION................................................................................................................................7
REFERENCES..............................................................................................................................10

INTRODUCTION
Business administration is a program to study business management, various theories,
etc. offered by colleges and universities which includes finance, management, marketing, human
resources etc.(Lindber and et. al., 2013) This is a stream which involves many types of
management positions and any business to be successful require skilled administrators. The
report answers a variety of questions pertaining to business communication and information from
negotiation skills to information types.
TASK 1
P1.1 The importance of negotiation in a business environment
Negotiation is a process by which two individuals with different views discusses an issue
and try to come to an amicable solution for the issue involved. In a business negotiation plays an
important role in both informal day-to-day dealings as well as formal commercial transactions,
such as sales, service, other legal aspects etc.
Good negotiating skills helps a business to grow and build contacts, for instance,
negotiation in business helps in building better connections or contacts such as, building better
contacts with the suppliers and distributors, or provide quality solutions, and most importantly
helps in resolving conflicts and prevent future disputes. Therefore, it could be said that
negotiation is a process aiming at developing interactions which result in coming to a solution in
which both the parties are at a win-win position.
P1.2 The features and uses of different approaches to negotiation
There features of negotiation are –
1. Two parties
2. Pre – determined goals of the parties
3. Parties are willing to negotiate and understand the importance of negotiation
There are various different approaches of negotiation and the result of negotiation
depends upon the approach taken by the parties, which are as follows:
1) Win-win approach – this is the best approach of negotiation as both the parties
are satisfied and the result is not conflicting.
1

2) Lose-lose approach – in this approach one of the party under a fear of losing does
everything possible in his power to ensure the other party does not wins. This
approach in undesirable because both the parties end up losing.
3) Win-lose approach – this is a competitive approach and works on the premise that
one party wins at the expense of other party's lose. In this approach interests of
both the parties are conflicting.(Lewicki and et. al. 2011)
4) Compromise approach – this approach is taken when the parties are not able to
convince each other on coming to an amicable decision. The parties often settle
for less than losing.
P1.3 Components of Negotiation Tactics
The tactics which are followed during a negotiation could depend upon the approach used
by the parties.(Ehlich and et. al. 2011) These tactics could involve fair and ethical means or
deceitful or unethical means. The different tactics used while negotiating are as follows:
1. Ethical – the parties should be fair in their dealings while in a negotiation.
2. Unethical – though commonly practised, the parties should avoid unethical
tactics such as dishonesty or bribery while negotiating with one another.
3. Prepare a mental model before going for a negotiation.
4. The party should follow interest – based approach.
5. The party should know when to say – 'no' in a negotiation.
TASK 2
P2.1 Different types of presentation and their requirements
A presentation is a way of presenting an idea, product, work etc. to the audience.
Presentations could be different depending upon the agenda of a presentor. The different types of
presentations are as follows:(Davis and et. al. 2012)
1. Informative Speeches – these are most common types of presentations which are
generally based on the research work of the presentor, such as thesis, of a report of
findings etc.
2. Demonstrative Speeches – these are presentations focusing on teaching a skill which
includes process etc., for instance, how to use a program.
2

3. Persuasive Speeches – these focus on creating or changing the views of audiences on a
particular topic or subject, such as presentation on fitness regimes, etc.
4. Inspirational Speeches – these are motivational speeches which impacts the audiences to
follow their goals, etc. In these presentations an emotional connect is build up between
the audiences and the presentor.
P2.2 How different resources can be used to develop a presentation
The effectiveness of a presentation depends upon the fact how resourceful is a
presentation and how well the audience connected with the topic, which is ensured by effective
designing of the presentation. For designing the presentation the presenter should consider the
objectives, audience and venue wisely. The main points could be stressed by using various soft
skills and secondary information.
The other resources which could be used are distributing leaf-lets or handouts
highlighting the main points of the presentation. Or using other materials such as screens,
speakers or white board, etc. which leaves a lasting impact on the audience. The presenter should
ensure while making an electronic presentation that the content is appropriate, legible and
understandable.
P2.3 Different methods of giving presentations
There are varied methods in which a presentation could be given depending upon the
scenario in which a presentation is to be made, for instance, occasion – formal or informal,
personal understanding and preferences, audience – large or small, etc.(Jolles, 2017) The various
ways of giving a presentation are –
 Electronic presentations by using audio – visual means
 Paper based presentations
 International presentations with the help of conferencing
P2.4 Best practice in delivering presentations
An effective presentation is one which makes an impact on the audience, for which the
presenter needs to ensure that apart form the content and his understanding on the topic other
gestures are also used while delivering the presentation. The speaker or the presenter needs to be
can use following aids while giving a presentation:
3

1. Voice: The volume, pitch and pace of a speaker's voice makes an impact while delivering
a presentation.
2. Gestures: While making a presentation the presenter or speaker make hand gestures etc.,
the speaker should ensure that the gestures are appropriate and precise.
3. Visual aids: The visual presentations always help in making a lasting effect. The
electronic presentation helps the speaker to emphasize on the topic, and present in a
lively, stimulating and interesting way.
The speaker should also practice, make an eye-contact and should be able to use humour
while making the presentation.
P2.5 How to collect and use feedback on a presentation
A feedback is a piece of information which the presenter gets pertaining to the speech or
presentation. A feedback could be in any form such as, verbal, non-verbal, spoken or written.
The presenter could collect the feedback of the audience by following methods:
 Firstly, a speaker could self evaluate by observing the reactions of the audience during
the presentation.
 Secondly, the speaker could distribute a questionnaire at the end posing various questions
pertaining to the presentation.
 And, lastly the speaker could give out a handout which could be collected in the end, in
which the viewer or audience could rate the aspects of the presentation.
TASK 3
P3.1 Characteristics of bespoke documents
The term bespoke is used for an individual or custom–made product or service in Britain.
The bespoke documents are personalised or tailor made documents for a particular business,
purpose or agreement to cater the needs of business, such as invoices, letterheads, leaflets,
business cards etc.(Perera and et. al. 2012) The bespoke documents should be thoughtfully
designed to create a good impression on the customers and other businesses.
The documents should be made –
1. company logo
2. legible standardised font,
3. coordinated colour schemes,
4

4. consistent formatting
Also, it should clearly convey the message to the intended audience. This is known as the
'house style' which is a format or set rules of the company used in the formation or creation of
bespoke document, such as the fonts, colour schemes etc., and other rules such as the headings
should be larger than the text body, etc.
P3.2 Factors to be taken into account in creating and presenting bespoke documents
The bespoke documents are created on the basis of purpose of the document. While
making the documents one should keep in mind the house style which is the format to be
followed pre-designed by the company. Another factor to be kept in mind is the message to be
delivered and the audience through posters or flyers by using the company's colours, font and
format in order to ensure customer recognition. The another factor which should be considered
while creating a bespoke document is the compliance of legal requirements, which is explained
below.
The presentation of the documents depend upon the type of document, for instance, a
while designing a business card one should keep in mind the size and quality of the paper etc., as
it is a first document of the company to the potential customers.
P3.3 The legal requirements and procedures for gathering information for bespoke documents
While making the bespoke documents apart from designing other legal requirements need
to be adhered by a company. The laws such as, Data Protection Act, 1998 and the Equality Act,
2010 should be kept in mind while creating the documents. Personal information should not be
made part of the document without consent, for instance, personal contact details or address
should be avoided. There documents should not be reflective of discrimination and it should be
made with considerations to equality laws. The other laws which are considered are the
Copyright, Designs and Patents Act, 1988 while designing the document and other registration
numbers which are to be mentioned on the letterheads etc., such as GST or VAT identification
numbers.
P3.4 Techniques to create bespoke business documents
While making a bespoke business document various techniques are involved such as
word processing, image editing etc.
5

 Firstly, the creation of bespoke document requires planning and one should decide
before how to go about the document and involves making a brief.
 Secondly, research is required for making a document involving collection of
information and data.
 After that the design options are chosen for the document, and
 Finally the document is approved through feedbacks, proof-reading, editing skills
etc.
One can use various tools such as Microsoft Word, Publisher and Excel to create the
documents along with other software such as Photoshop, Canvas etc. for image editing and
making posters or flyers.
P3.5 How to gain approval of bespoke documents
The bespoke documents are approved by going through various stages such as initial
proposal, approving drafts, editing the drafts, agreeing to changes and lastly by getting final
approval. The document is checked to ensure there is no spelling, grammar, punctuations,
editing, etc. mistakes, also, they are checked for information put in such as date, time, amount
etc.
For getting a bespoke business document approved the authorised person could organise
face-to-face meetings, online meetings, conferencing etc.
TASK 4
P4.1 The typical stages of information system development
An information system is used to collect, organise and store data in either electronic form
or paper based form. The typical stages involved in developing information system(Laudon and
et. al., 2015) are as follows:
1. Analysis – the management of data
2. Feasibility study – noting the success growth
3. Design – details of features and operations
4. Development – details if specifications
5. Testing – whether fir for purpose of not
6. Deployment – further installation etc.
7. Evaluation – analysis of the tests conducted
6

8. Maintenance – analysing the performance etc.
P4.2 The benefits and limitations of different information systems
The benefits and limitations of information system are as follow: (Stair and et. al. 2013)
Benefits
1. Accuracy of the data
2. Arranges data in appropriate form
3. Permits taking speedy decisions for urgent solutions
Limitations
1. It is a complex system
2. Lacks professional standards
3. Requires capital investment
P4.3 Legal, security and confidentiality requirements for information systems in a business
environment
The legal requirements for information system include legislations such as Data
Protection Act – ensures protection of personal data and the Freedom of Information Act –
allows public to seek information on a particular subject matter, are complied by the companies.
(Rainer et. al. 2013) The other legal provisions of licensing agreements and accuracy of
information are required for information system. The security and confidentiality requirements
are –
1. Checking levels of access
2. Using passwords
3. Using policies to monitor systems
P4.4 How to monitor the use and effectiveness of an information system
To check the effectiveness of information system following are considered:
1. Setting timescale for review
2. Taking feedbacks from users
3. Ensuring whether fit for purpose
4. Having reporting system in place
7

CONCLUSION
It can be concluded that in a business negotiation plays an important role in conflict
resolution and building ties. Various presentation types and impacts along with creating bespoke
business documents are also discussed in the report. And, the importance of information system
is also covered under the report.
8

REFERENCES
Books and Journals
Davis, M. and et. al. 2012. Scientific papers and presentations. Academic Press.
Ehlich, K. and et. al. 2011. The discourse of business negotiation (Vol. 8). Walter de Gruyter.
Jolles, R.L., 2017. How to Run Seminars and Workshops: Presentation Skills for Consultants,
Trainers, Teachers, and Salespeople. John Wiley & Sons.
Laudon, K.C. and et. al. 2015. Management information systems (Vol. 8). Prentice Hall.
Lewicki, R.J. And et. al. 2011. Essentials of negotiation. Boston, MA: McGraw-Hill/Irwin.
Lindberg, P., and et. al.. 2013. International manufacturing strategies: context, content and
change. Springer Science & Business Media.
Perera, S. and et. al. 2012. Mapping the e-business profile and trends in cost management in the
UK construction industry.
Rainer, R.K. and et. al. 2013. Introduction to information systems. John Wiley & Sons.
Stair, R. and et. al. 2013. Principles of information systems. Cengage Learning.
9