Understanding Organizational Communication

This assignment delves into the crucial topic of organizational communication. It examines various communication networks within organizations, analyzes the decision-making process, and highlights the challenges organizations face in effective communication. The provided sources offer diverse perspectives on these aspects, enriching the understanding of how communication shapes organizational structure and performance.

Managing Communication,
Knowledge and Information
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TABLE OF CONTENTS
Introduction......................................................................................................................................3
Task 1...............................................................................................................................................3
1.1 Range of decisions taken by organization.............................................................................3
1.2 Information and knowledge needed to ensure effective decision taking...............................4
1.3 Internal and external sources of information and understanding...........................................5
1.4 Recommendation for improvement in methods.....................................................................6
Task 2...............................................................................................................................................7
2.1 Stakeholder whose actions may influence decision making process.....................................7
2.2 Develop business relationship with stakeholders..................................................................8
2.3 Planning to involve the identified people in the decision making process............................8
2.4 Strategies for future improvements........................................................................................9
Task 3...............................................................................................................................................9
3.1 Existing processes of communication....................................................................................9
3.2 Different communication processes.....................................................................................10
3.3 Implement improvements to ensure greater integration of systems....................................10
3.4 Creating personal development plan....................................................................................11
Task 4.............................................................................................................................................11
4.1 Existing approaches to the collection, formatting, storage and dissemination of information
and knowledge in business.........................................................................................................11
4.2 Appropriate changes to improve collection, formatting, storage and dissemination of
information and knowledge.......................................................................................................12
4.3 Implementation of strategy to improve access to systems of information and knowledge. 12
Conclusion.....................................................................................................................................13
References......................................................................................................................................14
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INTRODUCTION
Communication is one of the important tool that supports entities in expanding their
business across the world. Managing communication is the tool in which mangers of the
organization monitor the activities in order to complete the task within stipulated time and
quality. Knowledge and information play significant role in managing communication, with the
help of sufficient information managers can make sound strategic decisions for the growth of
firms. Present report is based on ALDI food shop which is working in the UK as medium size
organization (Stadtler, 2015). Cited firm is planning to open a food shop for selling high quality
nutrient in the European market.
Current assignment will discuss the range of decisions taken by management for
expanding their business and information need by them to accomplish objective. Several
stakeholders of the organization will be identified whose decision any influence the business
goal. For improving the process of ALDI, several strategies will be illustrated in this study
(Lock, 2014). Personal development plan will be created to improve own communication skill.
In addition, existing approaches of collection, storage, formatting and dissemination will be
covered in this report.
TASK 1
1.1 Range of decisions taken by organization
Strategical verdict are the important part of firms, sound business decision can support in
increasing profit of the entities and accomplishing their objective significantly. ALDI is aiming
to enter into non UK country and wants to provide quality food to consumers. For that cited firm
needed various information, resources so that it can establish in new market successfully
(Tannenbaum, Weschler and Massarik, 2013). For starting up a new food shop, ALDI needs to
take range of judgments, which are described as below:
Strategic decisions:
For taking such types of decision, top authorities get involved in the discussion. It
includes discussion about policies, norms, mission, objective etc. Higher management level
persons communicate their views and on the basis of discussion final decision is taken by the
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involved persons (Drew and Coulson‐Thomas, 2013). In addition to this, strategic level people
discuss about technologies needed for the task, issues in the business operations and accordingly
they take judgment so that cited firm can successfully run its business in the European market.
Tactical decisions:
It is type of judgments in which medium term decisions are taken by the firm such as
marketing, training, distribution etc. Middle layer employees of ALDI discuss about the strategy
that can help in attracting people towards the brand (Sallis, 2014). They discuss upon giving
training to lower staff so that they can communicate with consumers effectively.
Operational decisions:
In this, operational level workers discuss about products which are needed to be offered
to non UK population that can satisfy them. Apart from this, employees think about budget,
execution or implementation of plan in order to accomplish objectives of ALDI (Børøsund and
et.al, 2014).
1.2 Information and knowledge needed to ensure effective decision taking
To work in new market or entirely new country is very difficult task for the
organizations. Before entering into new market firms have to know about their potential, needs
of consumers etc. So that they can establish in such locations successfully. ALDI is planning to
open new food store in the European country for that cited firm needs skilled employees, good
financial resources, technical equipment etc. Information and knowledge play significant role in
the organizations, with the help of this, entities can make sound judgment (Yoon, Kim and Lee,
2015). ALDI needs to ensure external market condition of non UK countries. Such as cited firm
will have to look upon the legislation so that it can plan the operations and can manager
standards.
On other hand cited firm has to ensure economic condition of European nation,
accordingly it has to take its pricing decisions and promotion strategies. By examine the external
environment ALDI can know about technology required for opening a new store and for
providing quality food to customers (Chedid and Teixeira, 2016). Cited firm need information
about suppliers power, consumers preferences, income potential of users etc. This information
will support the organization in expanding its business and establishing its shop in the
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completely new market. On the basis of these detail managers of ALDI will be able to make
sound decisions for the welfare of the entity.
In addition to this, information related to buying behavior of consumers can help in
identifying growth opportunities in the European market (Haimes, 2015). Apart from this ALDI
needs knowledge about skills required to open a new shop and to provide quality food products
to the guests. By this way they will be able to take their decision related to training or
development of employees. Information regarding finance can help in examining the fund's
requirement so that they can make judgment regarding increasing cash inflow in the
organization (Gilson and et.al, 2015). Information about technologies will support in identifying
the level of competitors so that it can enhance its standards and can gain competitive advantage
in the European market.
1.3 Internal and external sources of information and understanding
For starting up a new shop in non UK countries is impossible if the firms do not have
reliable and accurate information. There are various external and internal sources that can give
accurate and realistic information about the new market and can help in making sound decisions
for the establishment (World Health Organization, 2014). Description of these sources are
discussed as below:
External sources:
There are many external factors that influence the business decisions, for that firm has to
look upon these elements and have to make their strategies accordingly.
Market research: It is one of the important tool through which accurate and reliable
information can be gathered by the ALDI (Armstrong, M. and Taylor, 2014). With the help of
research, cited firm can know about buying behavior of consumers, trends, political legislation,
competitors position etc. Before opening a shop in European market ALDI needs to analyze
these areas so that it can plan its production process so that cited firm can provide quality food to
the customers (Jennings and Stadler, 2015).
Government websites: it is another external source through which entity can collect
relevant information easily. With the help of this source, cited firm can know about fiscal policy,
tax policy, trade agreements, monitory regulations etc. By this way ALDI can make its pricing
decisions easily and can make sound decisions (Communication network. 2014).
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Trade journals: This is another external source that can help in collecting relevant
information by the ALDI so that cited firm can identify its growth in the new market and can
plan its activities in such manner which can help in accomplishing its objective soon (The
Decision-Making Process in an Organization. 2015).
Internal sources:
Company's internal detail: For attaining the objective of the organization cited firm will
have to know its inner strength and weakness first then accordingly it has to plan for the future
development. Firstly it has look upon number of existing consumers, technologies used currently
and its effectiveness, relationship with employees, skills of workers etc. By this way ALDI will
be able to know how much training are needed to give to its employees so that they can perform
their responsibility in the European market significantly (The Importance of Communication in
the Organizational Structure. 2016).
Feedback from employees: ALDI is aiming to open a shop in non UK country for that it
needs to collect information about test and preferences of consumers. Sales team can tell about
their needs and wants, so by taking feedback from the sales persons company can plan its
activities and can improve product's quality accordingly. That would help in achieving its
objectives soon (Jennings and Stadler, 2015).
1.4 Recommendation for improvement in methods
Market research is very time consuming method, though it can give good information but
due to this firm like ALDI has to invest lots of time. For that it can be recommended that ALDI
should determine the market fluctuations. By this way cited firm will be able to monitor the
changes and it will support in making good planning which can help in accomplishing goal of the
organization (World Health Organization, 2014). In addition to this, cited firm must involve its
all stakeholders in decision making process. They all have good knowledge about market
condition so they can give good suggestion for opening and establishing a new food shop in the
European market. Apart from this, rather than investing too much time of market research cited
firm can take support of secondary sources such as books, journals, internet articles that can help
in knowing about trends, competitors strategies etc (Chedid and Teixeira, 2016).
For knowing about test and preferences of new customers those who belong to non UK
counties, ALDI should prepare a questionnaire that can help in getting information about their
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demand thus, cited firm can improve quality of products accordingly. Apart from this
organization should develop relationship with its employees so that they accept changes and
support management (Sallis, 2014). By this way firm will be able to implement advanced
technologies in the workplace which can help in raising standards and providing quality food to
the customers.
TASK 2
2.1 Stakeholder whose actions may influence decision making process
Stakeholders are the persons those who get influenced by business activities and their
decisions also impact on the organization to great extent.
Internal stakeholders: Employees: Workers are the assets of the organization, ALDI needs to modify its
operation for opening a new shop in European market. It is necessary that workers
support firm, if they take negative action then for the organization it would not be
possible to establish in the new market (Yoon, Kim and Lee, 2015). Company needs to
motivate them so that they like workplace and support management that would help in
gaining high profit in new market significantly. Suppliers: They are another important stakeholder, if they do not supply raw material on
time then it may hamper the production, by this way ALDI will not be able to provide
quality products to new consumers. For that organization need to develop its credibility
and relationship with the suppliers so that they supply quality material on time. Customers: They are the important part of business, if consumers are not satisfied then it
would give loss to the organization (Haimes, 2015). For opening a new shop in European
market and to offer consumer quality food, it is necessary that ALDI offer them
satisfactory products so that they be positive towards the brand, otherwise cited firm will
not be able to accomplish its objective.
External stakeholders: Government: they are major stakeholder they can influence business decision to great
extent. If European government makes changes in tax policy then ALDI will have to
change its pricing strategies (Armstrong, M. and Taylor, 2014). For sustaining in the new
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market for longer period cited firm will have to follow legislation otherwise it would not
be able to operate business in non UK countries.
 Competitors: It is necessary to have an eye on competitors polices, by this way ALDI
will be able to formulate strategies that can help in meeting standards of competitors
(Jennings and Stadler, 2015).
2.2 Develop business relationship with stakeholders
For successfully run the business it is essential for the entities to build strong relationship
with stakeholder. For developing relationship with stakeholders ALDI can use several ways:
Mail and calls: It is the best way through which companies can maintain their
relationship wit h stakeholders (Gilson and et.al, 2015). With the help of this source ALDI can
inform its customers about offers and trade discounts, apart from this cited firm make contact
with suppliers as well. By keeping them up to date organization can gain their trust and it will
develop relationship between them.
Formal meeting: ALDI can arrange meeting for its suppliers, consumers, employees, in
this cited firm can inform them recent changes and benefits for them. It will make them loyal
towards the brand and they will give their positive support to the organization (Tannenbaum,
Weschler and Massarik, 2013).
Social networking sites: C ited firm can take support of social media and can be
connected with the stakeholders. By this way it will be able to keeping them update with the
offers that would make them loyal and it will develop interpersonal relationship with the
stakeholders (Sallis, 2014).
2.3 Planning to involve the identified people in the decision making process
It is necessary that all stakeholders get involved in decision making process. Below
described plan can help for the same:
Pricing strategy: Price is the biggest factor that influence mind of consumers. If ALDI
offers them quality food products at lower cost then it will gain their attention and they will buy
the products of cited firm. For that ALDI needs to conduct meeting with stakeholders, timing
needs to be circulated on time so that no confusion takes place (Gilson and et.al, 2015). Cited
firm needs to take their suggestions so that they can make effective pricing decisions.
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Location strategy: Non UK country is very big so company has to select the proper
location before opening a new shop. Management has to provide necessary information to its
stakeholders through mails or calls. Managers need to ask about their point of view, according to
their suggestion company needs to make their decisions (World Health Organization, 2014).
2.4 Strategies for future improvements
In order to work better in new market, ALDI needs to adopt several strategies that can
help in improving future of cited firm:
 ALDI should sell its products at lower rate that would help in attracting more consumers
in the European market. That would make them loyal and build strong relationship with
the stakeholders (Jennings and Stadler, 2015).
 Cited firm should take feedback from the employees, by this way they will be positive
towards the brand and will sustain in workplace for longer duration.
 ALDI should train its staff members well so that they can perform better in the new
market and can communicate well with the consumers.
 Cited firm should make alternative strategies so that risk can be managed in effective
manner (Haimes, 2015). Risk management strategies will support the organization in
reducing uncertain events of the corporation.
TASK 3
3.1 Existing processes of communication
Existing communication process of ALDI is very simple. Employees and managers can
interact with each other easily. Process of communication is described as below: Sender: Higher authorities generate an idea and send it to all employees via mail. Message: They convert it into proper message so that people can understand it. Encoding: Sender transfers the message into meaningful way so that no confusion takes
place (Tannenbaum, Weschler and Massarik, 2013). They use symbols and proper words
so that effective communication can be done. Transmission: Company takes support of mail, fax, letter etc. to communicate the
message. This source of medium is very helpful and through which immediate
communication can be done.
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 Decoding: Final message decoded by receiver in understandable way ((Communication
network. 2014)). Receiver: Final information pass from one person to another person, people get the
message that helps in creating good environment.
 Feedback: Once the message is circulated, management takes feedback from the staff
members and it tries to resolve confusion of the employees.
3.2 Different communication processes
There are many other communication process that can help ALDI in establishing in the
European market significantly ((The Importance of Communication in the Organizational
Structure. 2016)).
Wheel pattern: it is the type of communication process in which centralized system is followed.
In this, managers or higher authorities pass the necessary information to the department head and
they communicate to lower staff members. In this type of process lower employees are bound to
follow instruction of management ((The Decision-Making Process in an Organization. 2015)).
Multiple communication channels Though ALDI is using mails for communication but it can
also take support of other communication channels. That would help in building relationship
between employees and managers thus staff members will support the organization in opening
its new shop in the European market.
Free flow: It is another method of communication in which management gives rights to staff
members of in interacting freely ((Communication network. 2014)). Any persons can share their
feeling with anyone. It is quick communicating process and help in creating positive workplace
environment in the organization.
3.3 Implement improvements to ensure greater integration of systems
For easy and effective communication ALDI needs to take support of LAN and internet
in the workplace. By his way information will be passed from one person to other easily and
quickly. With the help of this employees will be able to get relevant information soon. It will
develop interpersonal relationship between employee and employees thus, conflicts situation will
not take place (Jennings and Stadler, 2015).
ALDI is required to arrange formal and informal meetings with the employees so that
people can develop between understanding between them and can pass information easily. It is
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necessary that managers of cited firm pay clear attention on the words of workers by this way
individual will be able to understand their needs and will be able to provide them healthy
working environment, In such workplace environment people will feel comfortable and they will
support management in opening a new shop in the non UK country (Sallis, 2014).
3.4 Creating personal development plan
Communication plays a vital role in the success of organization. For improving
communication skills, development plan is created as below:
Improve listening skills For developing communication skills,
management needs to first improve its listing
skills. If person listen properly then it would be
easy for the individual to make coordination.
Enhance non verbal signals Individual needs to use positive body language,
eye contact, voice tone etc. By this way
manager will be able to coordinate well with
the staff members (Børøsund and et.al, 2014).
Stress check Once the information is get passed then it may
be possible that people do not like it. So
manager should check its stress or emotional
level and accordingly they should interact so
that stress level of employee can be minimized.
Avoid conversation fillers Manager should use proper and professional
words. Individual needs to avoid hurting
words. It will help in enhancing
communication skills (Haimes, 2015).
TASK 4
4.1 Existing approaches to the collection, formatting, storage and dissemination of information
and knowledge in business
ALDI is using several approaches for collecting information and gathering knowledge:
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Collecting: Cited firm uses traditional method of collecting information. All departments
send information and evaluate it. By this way they get to know about performance of the
organization (Drew and Coulson‐Thomas, 2013).
Formatting: All information are entered into company's financial account such as
balance sheet, cash flow statement or income statement etc. By this way cit ed firm analyses the
growth and drawback of current process.
Storage: Collected information is kept secure in password protected computers. By
looking upon these details ALDI make effective strategies which can help in improving
performance of organization (Stadtler, 2015).
Disseminating: For conveying the information to other stakeholders cited firm conduct
meeting with the stakeholders. By this way stakeholders give their suggestions that can help in
establishing new shop in European market (Lock, 2014).
4.2 Appropriate changes to improve collection, formatting, storage and dissemination of
information and knowledge
For accomplishing the objective of ALDI it is necessary for making appropriate changes
in the system. These changes are described as below:
 ALDI needs to give training to its staff members so that they can collect reliable
information from the market (Børøsund and et.al, 2014). For collecting the information
cited firm needs to take support of digital libraries, specialized data bases etc. So that
relevant information can be gathered from correct resources.
 Company needs to make changes in its formatting process and has to present the
information in accurate manner (Gilson and et.al, 2015).
 For improvement in the storage approaches, cited firm can take support of highly
advanced technologies that can keep data secure.
 In making changes in dissemination, cited firm should use online marketing, promotional
activities etc. that would help ALDI in opening a new food shop in the European market
(Jennings and Stadler, 2015).
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4.3 Implementation of strategy to improve access to systems of information and knowledge
Information and knowledge system plays significant role in the organization. For the
improvement in accessing of knowledge cited firm should emphasis on reliability and sustaining
of information (Yoon, Kim and Lee, 2015).
 ALDI should do SWOT analyses that would help in identifying current strength and
weakness so cited firm will get to know about the area which needed improvement. By
this way it will be able to make effective strategies to improve its weakness and
establishing in the European market successfully (Sallis, 2014).
 Cited firm should conduct meetings with stakeholder frequently that would develop
relationship with them and they will share their innovative ideas that would help in
opening new shop in new market (Gilson and et.al, 2015).
CONCLUSION
From the above discussion it can be concluded that communication plays vital role in the
organizations. That supports entities in expanding their business and establishing into new
market. Market research and survey are the best methods of collecting information by this way
company can get to know about potential of market and growth opportunities in the completely
different market. For providing quality products cited firm needs to understand the requirement
and buying behavior of consumers, it will help in establishing into new market successfully.
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