Negotiation and Agreement Process

The assignment delves into the process of negotiation and agreement, highlighting its significance for small to medium-sized organizations. It details various stages involved in effective negotiation, including planning, implementation, feedback integration, legal and organizational considerations, training provision, and necessary adaptations. The document emphasizes the importance of creating win-win situations and resolving conflicts through a structured approach.

PRINCIPLES OF BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1 ...........................................................................................................................................1
1.1 Importance of Negotiation in Business Environment...........................................................1
1.2 Features and utilisation of various approaches to negotiation..............................................1
Impersonal...................................................................................................................................2
1.3 Components of Negotiation Tactics......................................................................................2
TASK 2............................................................................................................................................2
2.1 Various types of Presentation and its needs..........................................................................2
2.2 Usage of Various resources for developing presentation......................................................3
2.3 various methods of giving out the presentations...................................................................3
2.4 Best practice for delivering up the presentations..................................................................4
2.5 Collection and using feedback on presentation.....................................................................4
TASK 3............................................................................................................................................5
3.1 Characteristics of Bespoke Documents.................................................................................5
3.2 Factors which needs to be taken into account in creating and presenting bespoke
documents...................................................................................................................................5
3.3 Legal needs and procedures for collecting data for bespoke documents..............................5
3.4 Techniques to create bespoke business documents...............................................................6
3.5 How to gain approval of Bespoke documents.......................................................................6
TASK 4............................................................................................................................................7
4.1 Explain the typical stages of information system development............................................7
4.2 Analyse the benefits and limitations of different information systems.................................7
4.3 Explain legal, security and confidentiality requirements for information systems I a
business environment..................................................................................................................8
4.4 Explain how to monitor the use and effectiveness of an information system.......................8
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Principles of Business Communication there are some guidelines or principles that are to
be considered and followed to make Communication effective. Among them seven are
fundamental and relevant and these are clarity, completeness, conciseness, courtesy, correctness,
consideration and concreteness. These principles are popularly known’s as 7Cs of Business
Communication (Chang and Rieple, 2013). Company taken for this kind of report is M&S which
is multinational company dealing in food retail sector across the globe and was founded in 1884.
While communicating, we must create friendliness with all those to whom we send message.
Friendliness is inseparable from courtesy and Courtesy demands a considerate and friendly
behaviour toward others.
TASK 1
1.1 Importance of Negotiation in Business Environment
Negotiating skills are important in business. The following are five specific reasons why
negotiation skills are absolutely imperative in the business world: A Negotiation Mindset is Beneficial with Everyone from Clients to Employees: While the
ability to negotiate is certainly an important part of boardroom meetings and hammering
out contracts, the benefits actually extend far beyond those better-known applications.
 Creates Win-Win Situations: Contrary to what some believe, negotiation skills are not
about beating the opposition out of the other party. In fact, the best negotiators are ones
who are able to create win-win situations, in which everyone walks out thinking that the
deal is a good one.
1.2 Features and utilisation of various approaches to negotiation
Distributive Negotiation
One approach to negotiation is the distributive negotiation strategy. With this type of negotiation,
you look at the property or goal of the negotiation as if it were a fixed amount of something.
Compromise
Another approach to negotiation involves compromising with your negotiation partner. This type
of negotiation usually works when you have an ongoing relationship with the counter party. For
example, if you are setting up a relationship with a distributor, this would potentially be one of
the most beneficial ways to negotiate.
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Impersonal
One of the most effective negotiation strategies involves separating the people involved from the
problem (Cooke and Zaby, 2015). Negotiators often get tied up in personal issues with those who
they are negotiating with. When this occurs, it can lead to problems completing a deal.
1.3 Components of Negotiation Tactics
Preparation - This is looking at the timescale and the resources. You will have to collect facts
and data. Most importantly it looks at the organisation policies and procedures and the legal and
ethical requirements.
Negotiation Styles -The most popular way to divide the typical negotiation is: Competing (or
Aggressive), Collaborating (or Cooperative), Avoiding, Compromise, accommodating
(Conceding). Most negotiators have one or two preferrednegotiation styles.
Negotiation Behaviours - This is all about the awareness of someone's body language, their
effective listening and questioning skills.
Exchanging information- This is looking at the focus that they have, the goals that will be set
for themselves over a period of time and they will look at proposals.
Bargaining- This is achieving mutual agreement with someone over a period of time. To get to
that point you need to look into their problems and solve them for them.
TASK 2
2.1 Various types of Presentation and its needs
Informative presentation -This presentation type uses descriptions, demonstrations and uses
definitions to explain a matter or a subject. However, they sometimes place the audience where
they can understand. An informative speech makes a tricky topic easy to understand as it offers a
different point of view. This is a brief presentation which gets straight to the point.
Instructional presentation -The general usage of this is to have an instructional approach that is
structured, sequenced and led by teachers. This will have clear learning objectives where the
presenter will want the audience to understand and follow (Nudelman, 2017).
Inspirational presentation -The main purpose of this is to inspire and uplift the audience. This
will have more of a story telling point of view from the presenter which will have a use of vivid
language and will have an emotional connection with the audience.
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2.2 Usage of Various resources for developing presentation
Use of software packages -This is important because this is all about the creation of the whole
presentation. With this you will have the creation of: text, images, graphs, charts, tables and
linking to internet pages. All of these are vital for a presentation.
Use of speaker notes and cue cards -These are put in place to help the speaker can put down
their key points down so they can refer back to their PowerPoint. This will act like an additional
bit of information to the speaker to help them (Dawson, 2014).
Use of audience hand-outs -When handing out to the audience, this is normally when the speak
will hand out a copy of the PowerPoint slides. This also acts again as additional information for
the speaker.
Use of boards and flip charts - This is a good way to interact with the audience because once
the presentation is over the speaker can have immediate feedback which will help the speaker
out.
Develop a presentation-When developing a presentation, you will use all of the resources listed
above. (Software packages, speaker notes and cards, audience hand-outs and boards and flip
charts). This will help develop these stages by initial proposal, drafts, edits and final agreed
presentation.
2.3 various methods of giving out the presentations
Face to face -When doing a face to face presentation it is where a presenter and the audience is
in a physical location. This could either be a seated presentation or a standing one. When
presenting the presenter can use one of 3 things. These include: using a computer screen, PA
system or a flip chart or board.
Webinar -This is a remote presentation which is an internet based online workshop. This is
mainly a voice and a video chat. You will have the presenter and you will have the audience
which can listen when they have logged into it online. There will be a set time when the audience
has to be logged in by.
Video Conferencing -This is almost like a face to face presentation. However, this is a remote
presentation where it will be a two-way video via webcam to go through the presentation and
then questions can get asked
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2.4 Best practice for delivering up the presentations
There are 4 ways in which to ensure you can produce a good presentation. These include:
 Planning
 Preparation and organising
 Practice delivery and timings
 Effective communication
When planning you need to insure that you focus everything on the audience. When focusing on
the audience you need to provide them with good quality information and to use a good choice
of: text, graphs and slide transitions and timings (Dierdorff, Rubin and Bachrach, 2012). When
preparing and organising the main thing you can do is to write out in note form your key points.
This will make the presentation easier as you can always refer back to the important parts in
your PowerPoint and you don't need to try and remember everything. Also creating and printing
out handout for the audience will make it easier for them to understand. When practicing and
delivering it is always good to read a script when going through each slide of the presentation so
you can provide the audience with the best information as possible. Finally, effective
communication is vital when presenting. This is because you need to make sure you have a loud
clear voice, you talk at a steady pace, the volume of your voice is loud enough for everyone to
hear, body language and posture is standing up straight and using hand gestures.
2.5 Collection and using feedback on presentation
When collecting feedback on a presentation it is important that you take all of the
information in. When collecting it, you can collect it in a number of different ways. These
include: evaluation sheets, verbal feedback, surveys, activities and tasks. All of these are useful
to use because people will give them their honest opinion so you can get the best feedback
possible. It is important to use feedback on a presentation; this is because it's for your personal
benefit. Not only is this a good way to get your strengths of the presentation back, but it also
benefits you so you can work on the areas which need improving.
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TASK 3
3.1 Characteristics of Bespoke Documents
Bespoke documents can come in a variety of different ways. Some of these include:
Handbooks, questionnaires, spreadsheets, databases, sideshows and presentations. These are
important because it puts a professional image on your company, which will attract new potential
customers or will keep your current customers interested (Healy, 2011). However, the most
important aspect of these is the way that all of the above maintain the reputation of the
organisation which will keep the business on track and on target of their goals.
3.2 Factors which needs to be taken into account in creating and presenting bespoke documents
The factors that need to be considered when creating a bespoke document include:
 Corporate factors-This is mainly focusing on the brand of the company. This focuses on
the professional image of the company, but also focuses on the use of text that will be
used within the document.
 Available resources-This is looking at what kind of software you are going to use and
why. This is very important because you will need to look into all the costings and the
staff and look at how the presentation will function and work when the work gets put into
place.
 Ease of use-This is looking at mainly the layout that you use and the styles that you use.
This is important because you want to make sure that it is right for your audience. Your
main concern is the file format because you want to make sure it is easy to be understood
by the audience.
 Factors to be taken into account in presenting a bespoke document-The factors that
need to be taken into consideration is the: spelling, grammar, quality of final document,
and it meets the specification and organisational standards. Once this has all been
completed there will be an approval of the final document.
3.3 Legal needs and procedures for collecting data for bespoke documents
The legal requirements include:
 Data Protection Act 1998
 Copyright Designs and Patents Act 1988
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 Common law duty of confidentiality
 Remit and limits of research
 Recording sources
Procedures for gathering the information for bespoke documents is all about having the correct
information and having the requirements that is necessary. You need to make sure that you
research all of the legal requirements and make sure that the consultation and approval of the
information is gathered (Hendricksen, 2014).
There are many different methods when gaining this approval. One of the most common ones are
having face-to-face meetings or even having a phone calls on this.
3.4 Techniques to create bespoke business documents
When creating a bespoke document there are many different techniques you need to
consider. These include:
 Research-When doing this, you need to think about the: Source of information that you
are requiring about, planning all of the research that needs to be done, conducting
research and with the findings, organising and recording research data collected.
 Providing design options-With this, knowledge and application of legislation and
regulations is key for a bespoke document. You need to have efficient use of software
applications and resources. You need appropriate document type and document size and
style so it is easier for people to read and look through. This is the same with having
accurate data input and image size and quality. The format that you use, will need to be
appropriate for the users.
 Approval of document-This is the final requirements that need to be done before being
finished. A few of the things you need to do include: Checking and proofreading skills,
editing skills, consultation, feedback and final approval.
3.5 How to gain approval of Bespoke documents
The legal requirements include:
 Data Protection Act 1998
 Copyright Designs and Patents Act 1988
 Common law duty of confidentiality
 Remit and limits of research
 Recording sources
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Procedures for gathering the information for bespoke documents is all about having the correct
information and having the requirements that is necessary (Horton, 2016). You need to make
sure that you research all of the legal requirements and make sure that the consultation and
approval of the information is gathered.
There are many different methods when gaining this approval. One of the most common ones are
having face-to-face meetings or even having a phone calls on this.
TASK 4
4.1 Explain the typical stages of information system development
The typical stages of information system development include:
 Analysis-This is the stage when the users and the IT specialists work together to collect
all of the business requirements. With the requirements, both will have to work on the
design and will have to discuss to one another about what tasks need to be done. The user
and the IT specialist signs the joint application design to formalise the business
requirements.
 Feasibility study-This is the stage when the information analysist makes a study and will
look at the strengths and weaknesses. This will determine the potential of success as it
will show if there is any need of developing the: Staff, equipment, materials, time and the
cost.
 Design-This is the stage where all the system requirements are created. This will look at
the: Input, output, storage, processing, system control, backup and recovery.
 Development and Testing -This is the stage where the organisation will develop it to
identify the needs of the user. When the organisation has found these wants and needs
then they will test it to fit for purpose.
4.2 Analyse the benefits and limitations of different information systems
Both Manual and Electronic system have their benefits and their limitations.
 Manual benefits-capital investment; everyone has experience of using manual systems;
relevance to user; reduce information overload; data entry errors; lower risk of data loss;
simplicity (Kamin, 2013).
 Manual limitations-time; efficiency; physical space requirements; file naming
conventions; archiving requirements; degradation of physical records
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 Electronic benefits-storage capacity; time, simultaneous multiple access to records;
combination of other data; presentation of information; business efficiency, integration of
multiple systems.
4.3 Explain legal, security and confidentiality requirements for information systems I a business
environment.
Data Protection Act states- They must make sure the information is:
 Used fairly and lawfully
 Used for limited, specifically stated purposes
 Used in a way that is adequate, relevant and not excessive
 Accurate
 Kept for no longer than is absolutely necessary
 Handled according to people's data protection rights
 Kept safe and secure
Freedom of information Act 2000 states -An Act to make provision for the disclosure of
information held by public authorities or by persons providing services for them and to amend
the Data Protection Act 1998 and the Public Records Act 1958; and for connected purposes.
Copy design and patents Act 1988 states -An Act to restate the law of copyright, with
amendments; to make fresh provision as to the rights of performers and others in performances;
to confer a design right in original designs.
4.4 Explain how to monitor the use and effectiveness of an information system
First of all, you have to develop a plan that specifies objectives. You will then need to create a
timescale for implementation and review and resource implementations. After this you would
then get your feedback from others which will give you the implementation of: levels of usage
and the timing of usage. This means you can gain early knowledge or any faults you would have
with this system. After this, you would need to look into all of the legal and organisational
requirements (Negrón, 2014). Give any training necessary and make any other adaptations that
are needed.
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CONCLUSION
From the above report, it can be presumed that arrangement and pitching up is
profoundly basic for the organization which is extraordinarily little and center level of
association. Arrangement is essentially finished with the rationale of settling up of contentions
and making win circumstances for both of the gatherings. Aside from this there are different
advances which are being used for making successful procedure of arrangement and therefore to
show signs of improvement results.
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REFERENCES
Books and Journals
Chang, J. and Rieple, A., 2013. Assessing students' entrepreneurial skills development in live
projects. Journal of Small Business and Enterprise Development. 20(1). pp. 225-241.
Cooke, B. and Zaby, A., 2015. Skill gaps in business education: fulfilling the needs of tech
startups in Berlin. Journal of Higher Education Theory and Practice. 15(4). p. 97.
Dawson, C., 2014. The Mature Student's Study Guide 2nd Edition: Essential Skills for Those
Returning to Education or Distance Learning. Hachette UK.
Dierdorff, E. C., Rubin, R. S. and Bachrach, D. G., 2012. Role expectations as antecedents of
citizenship and the moderating effects of work context. Journal of Management. 38(2).
pp. 573-598.
Healy, K., 2011. Social work methods and skills: the essential foundations of practice. Palgrave
Macmillan.
Hendricksen, D., 2014. 12 more essential skills for software architects. Addison-Wesley
Professional.
Horton, S., 2016. The Leader's Guide to Negotiation: How to Use Soft Skills to Get Hard
Results. Pearson UK.
Kamin, M., 2013. Soft Skills Revolution: A Guide for Connecting with Compassion for Trainers,
Teams, and Leaders. John Wiley & Sons.
Negrón, R., 2014. New York City's Latino ethnolinguistic repertoire and the negotiation of
latinidad in conversation. Journal of Sociolinguistics. 18(1). pp. 87-118.
Nudelman, G. R., 2017. Engineering identity: Analysing e-portfolios in a professional
communications course. South African Journal of Higher Education. 31(2). pp. 211-
225.
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