Effective Communication Management Strategies

This assignment delves into the crucial role of effective communication management within organizations. It examines various strategies, tools, and techniques used to facilitate clear, concise, and timely communication across different levels and departments. The document analyzes real-world examples and case studies to illustrate best practices in managing communication, highlighting its impact on organizational success.

MANAGING
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 and 1.2 Different types of decision making and the knowledge and information required
for decision making in relation to starting up a business............................................................1
1.3 Reliability and Suitability of the internal and external sources of information....................2
1.4 Improvements in the method used in analysis and selection of information........................3
2.1 Identification of stake holders for decision making..............................................................4
2.2 Identification and development of Business relationships....................................................5
2.3 Methods of developing business relationship with selected professionals and stakeholders
for appropriate decision making..................................................................................................5
2.4 Various strategies for improvement......................................................................................6
TASK 2............................................................................................................................................7
3.1 and 3.2 Existing processes of communication and different communication process in an
organization:................................................................................................................................7
3.3 Improvements to ensure greater integration of systems of communication in that
organization.................................................................................................................................8
3.4 Personal plan to improve own communication skills...........................................................9
4.1 Existing approaches to the collection, formatting, storage and dissemination of
information and knowledge.......................................................................................................10
4.2 Changes to improve the collection, formatting, storage and dissemination of information
and knowledge..........................................................................................................................11
4.3 Implementation of a strategy to improve access to systems of information and knowledge
...................................................................................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
The proper planning, monitoring, revision and implementing of all communication
channels within a business entity or between two and more than two organizations is known
Communication management. To improve the performance of any organization, it is essential to
have proper managing communication. It acts as a lifeline of any organization. A new
organization named ABC is planning to establish their business (Coombs, 2014). This firm
provides high quality of foods, which is imported by them directly from a country within the
European Union and which is non – UK.
In this report, we will discuss about the knowledge and information require starting a new
business. Also, the different methods used to develop professional relationship with individuals.
After the proper establishment of the firm, How to expand your business by various methods.
Also, it will give knowledge about different communication processes which are suitable for a
particular organization.
TASK 1
1.1 and 1.2 Different types of decision making and the knowledge and information required for
decision making in relation to starting up a business
Correct interpretation and information of these details are necessary to take an
appropriate decision (Stapel and et.al., 2011). Consultants are used by various organization for
effective decision making as they have more experience and are capable to make right
judgement. There are various informations like finance required, availability of resources,
location of operation, etc. are important for the owner. ABC requires taking following decisions
to achieve the goal of the new business in market of Europe:
Strategic Decisions: During the time of vision, mission and setting objective, ABC should adopt
this category of decisions. In this process, only higher authorities are involved, they all
communicate with other top management team member, share their views and then take the final
decision. Policies, regulations and norms are formed in this type of decision process (Broom and
et.al., 2014). Long term business aims which will support the firm in future are related to these
decisions.
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Tactical Decisions: In ABC, to implement the policies made by higher authorities, management
team of middle level take decision. Distribution medium, product selection, etc. are related to
Tactical. Resources utilization such as marketing decisions are taken by employees.
Operational Decision: The judgements which are taken by the employees lower level are related
to operational decision. The product to be merchandise in the shops is the decision taken by the
lower workers (Ochieng and Price, 2010).
It is very essential for ABC to know all the knowledge and information which supports
their firm, to establish their business in European market. For the successful operations of
business, they require the advices of experts, consultants and their knowledge and information as
well as skills. Business units, political background, suppliers, customers are effected by the
external environmental factors which can be change with respect to time. Managers should aware
about all full information of these elements and also understand these factors. To easily handle
the changes, cited firm needs to pay attention on suitable responses. To make entry in new
market and successfully runs their firm is not so simple task.
Informations like customer's behaviour, marketing activities, legal aspects, finance
available, current trends, etc. are needed to be gathered by ABC. Manager should be aware of all
these informations. For successful running of a business by ABC, they should analyse the
earning and returns which supports them by taking information about the latest trends
(Kristensen and Vinter, 2012). Customer's behaviour helps in knowing the potential of market.
The information about the purchasing power of the customer is necessary as ABC is providing
quality food to them. To take effective decisions, the company should have information about
needs of consumers, production, suppliers, etc. the cited firm should be capable in forecasting the
worker's need and also have knowledge about the present human behaviour. The organization
will not work properly, if there is a reduction in the human resources. To remain in market for
longer period from the competitive point of view than the company should have essential
knowledge regarding technologies.
1.3 Reliability and Suitability of the internal and external sources of information
Internal and external sources should be understand by the company properly in order to
achieve maximum accurate and reliable information. Company can get internal information from
inside of the firm (Coombs and Holladay, 2011). Stakeholders are the most important sources to
get realistic and highly reliable information. The person who have focal point on performance of
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the entity and the activities as they are affected by organization directly is known as
stakeholders.
Underneath are the internal and external sources of information:
Internal Sources:
Personal Information: The organization requires the information regarding recruitment,
training, resources, development process and selection of an individual. For the market entry in
new market, there should be a strong relationship between employer and employees (Austin and
Pinkleton, 2015).
Feedback: The lower level of employees are in regular touch with the customers, so they exactly
know the requirements and needs of them. The feedback taken by the sales person will helps in
the improvement of the performance level.
External Sources
Research: Behaviour of the customers of Europe, market trends, market potential, etc. are the
essential informations which are required to understand by ABC to enter in a market. It is one of
the best source to gain these informations. Products can be manufactured according to the
demands of the customers by collecting all the essential information by effective research.
Technology: It is very effective and assists to perform functions effectively. It is also one of the
most appropriate way.
Government: Tax, minority policy, fiscal, etc. are the information which should be in knowledge
of higher authorities of the company.
1.4 Improvements in the method used in analysis and selection of information
Many amendments are required by the company in order to assess and select the information.
Some improvements which would help the company to boost up its performance and processes
are as follows:
 Performing SWOT analysis will aid the cited company to determine areas where it is
lacking and the areas of improvements, its strength factors, the opportunities it carries in
the market and the major threats it could face. This will enhance the formation of
strategic plans which in turn will assist setting of operations in the European Markets
(Jablin and et.al., 2011).
 DBMS system can be taken into use to kept all the records and data.
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 Making use of advanced technology the company can analyse of the latest trends in the
technical aspect and improve the efficiency at the workplace. It will ease the management
of records and business operations.
 It is very important to identify the needs and demands of customers which keeps
changing regularly. Conducting research of the market on a regular basis would
determine the present needs and business offerings can be changed accordingly. The
manufacturing of the offered service will change on the basis of the market research and
will be the procedures. This can be done internally and externally.
Books, journal, etc. are another source to get information. They prove to be one of the most
reliable source to collect knowledge and the needed changes in the organisation. Computerised
decision support system, competitor intelligence system etc. are some high technological tools
using which the elected firm can enter into the European markets.
2.1 Identification of stake holders for decision making
In state of business units, stakeholders are the persons who are highly involved. The
activities of firm have a direct or indirect effect on them. Various stakeholders are attached by
an organization for getting a entry in new market (Miller and Childers, 2012). They have been
discussed below: Employees:Workers will form a key element of ABC business entity. Since it is a new
start-up company and initially be a small firm, therefore attention should be paid on
workforce to be appointed. Motivation should be given to them on a daily basis to
improve their performance. The decisions of employees will affect the whole
organization and with help of talented workers, enterprise ABC would be able to take
proper decisions to enhance their business. Customers: A better understanding of the needs, desires of customers is essential for an
organization. The modern era companies are customer centric. In order to know the
views of customers feedback system could prove to be a helpful tool. Through it ABC
can analyse customer views and produce food items that can satisfy their needs. If the
quality of ABC's product delivered from UK is good and satisfy the customers, it can
easily be established in new European market.
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 Government: By following all the legal guidelines set by the government in Europe,
ABC can satisfy its customers, suppliers, employees. This will positively affect
profitability of the company (Lee and Huang, 2012).
 Suppliers:Role of suppliers is very crucial in food sector. The source of ABC being in
UK needs to provide effective services so that they can supply quality product .
2.2 Identification and development of Business relationships
For growth of an entity connection with stakeholders is important. The various methods
that could help ABC to build coordination have been discussed below: Customer Relationship Management(CRM): For getting high market share strong
relationship with customers can be a helpful tool. This could prove beneficial for ABC in
making contacts with customers. People will get more information about offers,
discounts, services and products of ABC. They can be convinced to take experience of
quality food. More customers can be attracted and satisfied with strong relationship.
Through this ABC would sustain in market for longer time period. Mails and Calls: ABC can be in touch with the employees regularly with help of
telephonic calls and mails. Communication becomes easy with help of this and also it is
the cheapest way to stay connected. ABC could make telephonic calls with their
customers and ask them about their products and services. Queries can be easily resolved
with the help of this.
 Formal or informal meeting: Such type of informal meetings can be conducted by ABC
to make better connections with stakeholders of it (Puterman, 2014). Through this the
view points of various employees could be known that will help in improving their
performance. Formal meetings can be arranged by ABC for customers to identify their
opinion and perception. Thus, good quality food items that too at cheaper rates will be
delivered to customers.
2.3 Methods of developing business relationship with selected professionals and stakeholders for
appropriate decision making
When a company wants to establish in new market, then decision making is included
among one of the crucial steps. All the relevant information are needed to be kept in mind so
that the decision does not affect organization as well as stakeholders in adverse way.
Implementation of any plan is done by employees, utilization of final product performed by
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customers and investment of money in the company is done by shareholders. All the
stakeholders hold unique information so an organization such as ABC should take in account all
of them in decision making process in order for getting expert suggestions and advice. When
company makes approaches and strategies, then suggestions could be taken from stakeholders.
For start up business firms two most common are applicable which include Price and Location
strategy. Costings related to product have a good influence on consumers and their decisions.
The products that have quality and affordable are preferred by them. The price strategy plan is
stated below:
 ABC needs to organise formal meeting s with stakeholders via mails or calls.
 For letting the stakeholders to give their opinion and price of product objective of the
meeting should be disclosed.
 The suggestions given by stakeholders should be properly listened and discussions must
be taken accordingly. Analysation of all ideas should be done for selecting the best price
(Chang and Marcus, 2013).
 Decisions along with their reports must be recorded.
Location strategy is another method in decision making process. It gives an idea about
the area where the company could sell its food products for getting profits. Suggestions could be
taken from different stakeholders. Based on their view points final decision could be taken.
These all suggestions will provide expert views and definitely work for ABC.
2.4 Various strategies for improvement
It is essential that ABC implements different strategies for development in the future. Set key objective: The first key objective of decision making process for ABC should be
entering new market stores in Europe. Company needs to set clear purpose of the point
for improvement in the future. Communication: Proper communication with stakeholders is required to be done by
ABC. This will help in finding out proper solutions in relation to the problem. For
making accurate and authenticated decisions ABC can divide the work among various
stakeholders. Risk management strategy: Alternatives for all activities should be kept. Through these
risks can be handled by firm easily. Risk management will frequently resolve issues.
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Internal risks can be found out with discussion. It is essential to keep options for all types
of uncertainties.
 Time Management: Analysation of problems can be done easily by managing time
strategy for future improvement. Schedule can be released for accomplishment of tasks
in time. Deadlines, problems, etc. along with necessary information can be managed and
recorded properly through this method.
Apart from this ABC could offer discounts and occasional benefits to get huge market
share. ABC should make the prices of its product affordable for success in market.
TASK 2
3.1 and 3.2 Existing processes of communication and different communication process in an
organization:
Communication is a process including ideas, opinions facts and views that are transferred
from sender to receiver (Akyildiz, Jornet and Pierobon, 2011). Message is transferred via
channel between sender and receiver. As per the scenario ABC is planning to establish in
European market. ABC is adopting communication process for accomplishment of its goals via
new establishment. Communication process in details has been discussed below: Planning: the new establishment plan that has to be sent is developed by sender in this
step. The ideas that are helpful for business development are developed and preplanned
under this company. Product promotion and acceptance of ABC could be benefited
through it. Encoding: Idea is transformed into coded form which can be easily shared with others.
Opinion chart could be made by ABC in which details regarding development of business
has been discussed. Developing the message: The sender after following earlier stage further develops
message that can be shared with receiver. Message should be understandable by
customer. Choose the medium for transferring message: Selection of medium for transferring
message to receiver is done.
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 Getting of message by receiver and decoding: Written form of communication is
adopted. Receiver decodes message. For effective communication both sender and
receiver should perceive it in similar manner (Harper, 2015.).
 Feedback: Receiver responses to sender about new establishment, that whether its
acceptable or not.
Ways of communication plays an important role to promote healthy environment and to
eliminate all the problems related to the organization. To know the feedbacks of the new shops
of ABC, they analyse all the important points which assists them in making more connection
with the people. Underneath are the different ways of interaction in a workplace. Open meeting: An organization can expand their business and progress well only by
understanding the customer's needs or requirements. In this, communication between
employees and the customers helps in understanding various problems of customers
(Grunig, 2013). Also, an employee's presentation skills are also improved. Communication via training: The production of ABC can be improves by training
programs. Many of the employees enhance their working skills by taking programs of
trainings seriously. The growth of an organization is directly proportional to the
employee's satisfaction level. The workers will perform more effectively if proper
training is provided to them by the company. Use presentation: Training can be provided to the employees with the help of
presentation as well as they can easily convince the people by this (Dozier, Grunig and
Grunig, 2013). Employees will easily understand the objective and message of the
company. Coordination between workers and organization also improves. Create a respective atmosphere: Good images among the parties can be achieve by the
positive environment of an organization. Employer and employee's communication is
also improved.
 Encourage feedback: Due to feedback, employees will feel more satisfied as well as they
are more coordinated.
3.3 Improvements to ensure greater integration of systems of communication in that organization
Advertisement, mails, etc. are the different ways of communication planning. The
persons, who are health concise are the main target customers for ABC (Goetsch and Davis,
2014). For the successful expansion program, cited firm mainly focuses on the reviews of the
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customers. To analyse the problems of the customers and their solutions at regular intervals
company has adopted the plans for time management. This improve the level of satisfaction of
customers.
The capability of the organization is recognised by the result or desired outcomes of their
work. ABC is capable of growing well as they successfully established their business in the new
market. Evaluation of the external and internal situations effectively is done by planning
manager. The organization sets goal to expand their business and open a new cafe (Moreno and
et.al., 2010).
Understand current situation: Planning is also necessary for present situation, not only for
prospects of future. When planning manager evaluates the internal and external factors of an
organization, it also evaluates the market trend and social market which helps them in deciding
the menu of the cafe as per the requirements and market segments.
Target audience: The main element of any business is customers, cited can expand their firm
easily if their target customer range is high.
Key message: The slogan or the tag line of an organization must be easy to understand. By this,
they can attract customers more effectively and reduces their misunderstandings (Steyn, 2012).
3.4 Personal plan to improve own communication skills
The communication skills plays a vital role in ABC. Communication skills of and
individual must be effective to achieve targets of business and improve the employee's
performance.
Underneath are some improvements for communication skills:
Listening skills: It plays an important role in the improvement of the communication
skills. It reduces the misunderstandings. It is used for the clarification of various problems.
Empathize: In this personal views, opinion and ideas are promoted. It also assists in
understanding the needs of the customers.
Concern on emotions of others: It can be achieve by various means like facial
expression, eye contact, asking their views, etc., An employee can determine customers
behaviour by attaching with the emotions of the customers.
Encourage:Proper attention should be given to the customers by encouraging their views,
opinion and ideas about their firm.
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Positive attitude: the peak level can easily be achieved by a person if they have positive
attitude. The goodwill of the company can be improve by developing better relationship between
staff members and customers.
Resolving conflict: there are various problems in every kind of work, but it is necessary
to understand their effective solution. Effective negotiators are required by ABC to resolve the
customer's problem.
Treat people equally: all the customers are same for an organization. There should not be
any discrimination between them on basis of religion, colour, gender, caste, etc.
4.1 Existing approaches to the collection, formatting, storage and dissemination of information
and knowledge
According to scenario, some problem in communication is faced by the ABC in their
workplace (Nothhaft, 2010). The discrimination between the information is necessary i.e. which
is been transferred among the employees and which is not. ABC should look about the
information which is useful for them according to the background and culture, as per purpose
and objective of their organization. Informations like referral, practical, biographical etc. are
important for the firm. For the benefits of cited organization, data should be formulated in
effective manner. Formulation of the data should be simple, so that they are easily
understandable.
Underneath are some existing approaches of ABC for formatting, collecting, dissemination and
storage: E-mail system: In ABC, the communication is inappropriate. They have very weak
system of internal interaction (Raupp and Hoffjann, 2012). Employees ignore or avoids
mails as well as they are not aware about mails.
 Data base management system: Cited firm is unable to formulate and manage important
informations in affective manner as they use traditional techniques. This way of approach
is not so effective. To manage their information in effective manner, ABC should adopt
the data base management system. For the better result of the firm, they should manage
their records or information in proper way. This storing update will help in achieving
positive results for the company (Zhu, 2011).
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4.2 Changes to improve the collection, formatting, storage and dissemination of information and
knowledge
ABC needs some changes to improve their collection, dissemination, storage and
formatting. It can be improve by taking feedback and more information from stakeholders. For
the solution of uncertainties it is the easiest form. In this way, ABC can expand their business as
well as improve their operations. For the improvement of the firm, captured information should
be problem and content oriented to obtain the correct solution. ABC can use specialized
database, web source, catalogues and digital libraries. For the collection of information, these are
the most effective methods (Management Communication, 2014). With the help of advance
technology the cited firm can easily improve their storage. For the solution of a particular issue,
members of management team should interact and coordinate with each other effectively,
therefore, cited organization should construct a systematic structure of communication.
Newsletters, emails, etc. are some tools of online communication which are very effect and
efficient in delivering messages to all the employees at same time.
In interactive process, Bulletin boards, magazines, etc. are ways by which ABC can
improve. Improvement in the data collection can be done by taking expert's advice. For cited
firm, the suggestions and opinion of these experts are very helpful as they handle this type of
situations daily. The view of the experts should be consider by the company. By completing a
particular task in a specific time, they can manage their time effectively.
4.3 Implementation of a strategy to improve access to systems of information and knowledge
To access the information, study of given resources carefully is a better strategy. The
process of communication should be open and clear as the ABC wants to open more new shops
(Managing communications effectively and efficiently, 2013). There are possibilities of not
reading properly or lack of attention, if the interaction between company and the employee is
done through bulletin boards. Company should concentrate on more catchy lines as well as
updates to get more attention by encouraging customers to read them. Nowadays, the most
powerful method is Online communication but it also has a disadvantage of cyber crime. ABC
can adopt this type of communication process by increasing the security level by authentication
and setting passwords for safety. This system of communication takes lesser time as compared to
traditional techniques. It is more efficient, effective and secured than others. To implement this
system, the company should provide the proper training to their employees and encourage them.
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CONCLUSION
From the above report we can conclude that to make any business successful should be
proper decision making strategies. Also, the internal and external sources of information should
be suitable and reliable. The company takes proper feedbacks from their customers at regular
interval of time and changes are made in the firm as per the requirements of the customers. The
advice and suggestions are taken from the experts as they have better knowledge and experience
than others. ABC analyses their current communication system as well as the drawbacks of that
system. Online communication should be adopted by the company, since it have various
advantage over traditional communication system.
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