Managing Information and Knowledge Sharing

The assignment emphasizes the significance of effective information management and knowledge sharing within an organization. It highlights the need for businesses to gather internal and external sources, identify stakeholders, and utilize new trends in communication to access market knowledge and information. The report concludes that a business association has better access to information, which is essential for decision-making. It also notes the importance of using new trends of communication to get easy access to market knowledge and information.

Managing
Communication,
Knowledge and
Information

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Identify one objective for improvement and discuss the range of decisions to achieve it....1
1.2 Information and knowledge needed to ensure effective decision taking..............................1
1.3 Assess internal and external sources of information ...........................................................2
1.4 justify recommendations for improvement...........................................................................3
TASK 2............................................................................................................................................3
2.1 Identify stakeholders for the process of decision making.....................................................3
2.2 Identified and develop business relationships.......................................................................4
2.3 Involve those identified at a time of taking decisions effectively.........................................4
2.4 Design strategies for improvement.......................................................................................5
TASK 3............................................................................................................................................6
3.1 Existing processes of communication ..................................................................................6
3.2 Design ways to improve appropriateness..............................................................................6
3.3 How improvements will ensure greater integration of communication system ...................7
3.4 Create a personal plan to improve own communication skills.............................................7
TASK 4............................................................................................................................................8
4.1 Existing approaches of information and knowledge.............................................................8
4.2 Carry out appropriate changes to improve information........................................................8
4.3 Implement a strategy to improve access..............................................................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................11

INTRODUCTION
In present scenario, information technology plays a vital role in growth and success of
every business association. It is a key factor to access necessary information, knowledge and
communicate at all levels in company. In addition to this, communication in associations access
them with the speed inherited in these technologies to perform enormous task. Although, if they
does not implement latest technology in their working processes then they cannot remain survive
for long run over the market (Rowley and Hartley, 2017). As in this case study, SPL Ltd., is a
European retail and food service sector organisation having reliable source of quality. The main
objective of the firm is to serve authentic foods over the world. Apart from this, the report will
describe required information and knowledge to make effective decisions. There will be defined
main stakeholders which must involve in decision making process; a personal plan will also
developed to improve own communication skills.
TASK 1
1.1 Identify one objective for improvement and discuss the range of decisions to achieve it
The growth and viability of every business association depends upon the strength of
decision making process. As a food manufacturing company, the main objective of SPL Ltd., is
to interact with target audiences regularly and recognise changing market trends thus to deliver
excellent products and managing outstanding levels of service. Therefore, in order to accomplish
its objective, managers take certain important decisions which are stated as under: - Strategic decisions – It is fundamental for top management to implement certain
strategies and policies to communicate with customers in effective manner (Coombs,
2014). In SPL Ltd., strategies can be related with conducting regular market surveys via
online and offline so as to recognise market changes and apply the same while
manufacturing products and services.
 Tactic decisions – Long term benefits may involve possibilities of changing external
environment. Tactic decisions are linked with implementing new and innovative
technologies so as to personally interact with target audiences and understand how to
improve food delivering system or processes.
1.2 Information and knowledge needed to ensure effective decision taking
In this modern aura, information and knowledge plays a crucial role while taking
complex business decisions for accomplishing day to day operations. Currenlty, markets are
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changing at fast pace thus firms are required to get ample amount of information and expertise
thus to cope with these changes. For SPL Ltd., following information and knowledge should be
analysed - Competitors – FMCG sector of UK is tightly coupled with new entrants or rivals, thus
SPL Ltd., is required to understand competitors' strategies and policies; it leads to attain
high competitive edge to firm. It also provides strength to decisions. In order to remain
competitive and successful, all companies are using best and innovative ways to get in
touch with their customers and improve strong public relations (Abdillah, 2014).
Therefore, SPL Ltd., needs to recognise tactics which are used by its competitors and
take business decisions accordingly.
 Customers' inclination – It is also essential for companies which deals in food services to
analyse customers' needs and wants as well as get better understanding of market trends.
Food companies are also needed to know buying power of customers along with quality
expectations thus to serve them accordingly. It ensure to make imperative business
decisions which are based upon increasing customers' loyalty.
1.3 Assess internal and external sources of information
Internal sources – In a business organisation, variety of sources are available in order to
make appropriate decisions. Although, internal data can be gather through measuring overall
sales in a certain time period, customers reviews or feedbacks, profits generating products. For
example – in SPL Ltd., Rices & Grains and Noodles are the most popular products which
generate high profit margins. Apart from this, managers can also make decisions by considering
financial records, summary sheets and weekly reports so as to examine profit & loss in various
activities then take suitable decisions (Park and Lee, 2014).
External sources - Due to technological advancement, there is available numerous
sources through which SPL Ltd., can gather external market information, such as – social media,
print media, television and so on. Likewise, social media is a great platform where an ample
range of people get together and allow to share their ideas or opinion towards a specific area of
concern. Therefore, social media and television can provide information about changes in
technology and market trends which improves company's decisions. Other external sources are –
academic journals, articles and publishing used along with business directories thus to get
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deepen understanding of market trends. External sources will also contribute in attain business
goals and objectives effectively.
1.4 justify recommendations for improvement
As above discussed, SPL Ltd., is delivering food services but due to less market
knowledge the firm is unable to get high customer' integration. In this relation, firm can acquire
internet ERP system so as to gain buyers' feedback and it will also helpful in managing
organisational decisions and activities in the best possible manner. In order to gain high
defensible edge, firm should concentrate on the development and supply of branded and own
label instant noodles to UK retail market. Management should also emphasis on improving
quality of food services by adding various ingredients in them as per customers' taste.
Along with this, it is also recommend to product Development team of SPL Ltd., to have
great experience of internal and external working environment so as to provide solution towards
fulfilling customers' needs in the best possible manner. In this technical era, business owners
should introduce their own website where customers' can get all relevant information about their
offerings as well as they should also allowed to give feedbacks and reviews on quality of
products and services (Goldman and Scardamalia, 2013). An online market survey also can be
executed by SPL Ltd., thus to know needs and wants of customers and apply their suggestions in
food processing; it raise customers' trust and believes towards a brand.
TASK 2
2.1 Identify stakeholders for the process of decision making
In the process of decision making of SPL Ltd involve various stakeholders so that
effective information as well as understanding can be meet to sustain within the market or to
increase the enterprise processing. Customers: Market for new goods they must analysed for target customers because they
are the stakeholder within business as well as their requirements to be encourage for
better quality and services to them. Buyers aid to accept the effectiveness of services and
goods with their buying perception. Government: The laws as well as regulations in United Kingdom for the process of
business and workers relations also impact on making decisions of company (Pearlson,
Saunders and Galletta, 2016). Local policies for a particular marketing and goods with a
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control and monitoring to enterprise which impact on decision making within working
environment. Shareholder: Mismatching of principles and ideas of shareholder within enterprise which
gave impact on decision making. Shareholder contribution for investment as well as new
business within company is need to achieve their demands and expectations with new
goods by the firms. Employees: SPL Ltd objective are mainly achieved by workers. Hence, the management
require to invite key workers at a time of introducing a new goods so that they can
stimulate for their task as well as achieve their personal objectives as well (Park and Lee,
2014).
 Competitors: This rivals method to control the market with particular techniques or goods
which are used in own enterprise. Effective information as well as analysis linked to
rivals market planning need to achieve right making of decision within a time.
2.2 Identified and develop business relationships
For contracting with stakeholders within enterprise, SPL Ltd can utilize the following
price effective mechanisms which are faster as well as reliable than traditional methods: Mails: Besides post mails, emails are more cost effective which is selected to invite the
stakeholders personally. It will aid in reaching the particular stakeholder within the cost
as well as time so that data and information linked with new goods such as features,
pricing and store can deliver then effective and impressive way.
 Website: Business websites with any social networking can be used for reaching with
companies stakeholders. Customers as well as workers can be motivated with public
advertising of an event. It is a best way to make personal interaction and detail
description of good is established (Daim and et. al., 2012). It is so effective while dealing
with them for improving buyers relations within the process of business.
2.3 Involve those identified at a time of taking decisions effectively
Participation of several stakeholders can be meet by using online strategies. Some of
online tools are social web, messaging, mailing and video conferencing communication can be
adopt to reach with stakeholder such as workers, buyers and many others partners of enterprise.
Social media is an proper way to analyse others options about event of new goods launching.
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Management of SPL Ltd are using websites as well as news to know the feedbacks and
suggestions from the buyers.
Internal resources such as stakeholders as well as workers can be engaged and contract
within the event with enterprise invitations and personal interaction. Events and meeting can be
conduct within the company to know workers ideas as well as occasion interest. Workers are the
most essential part of enterprise as well as must get motivated to represent their thoughts so that
they can engage them in enterprise processing (Holtshouse, 2013). Occasion agenda can be
represented before the workers as well as main members so that strategy and plans can
increasing the impression on market and customers.
2.4 Design strategies for improvement
Following are the main strategies which can acquire by SPL Ltd., to meet organisational
goals and objectives - Identify the issue – Firstly managers are required to determine certain issues which are
occurring while performing activities and may affect sales revenues or profitability of the
company. Issues can be also identified by personally interact with all employees. Collection of facts – Afterwards there has to be gathering information and facts thus to
know the reason behind such obstacles and issues. Facts and figures can be also gathered
to assess market trends and customers' needs. Brainstorming – Here, managers and employees get together and generate creative
solutions or ideas. Every participant presents their opinion and suggestions. Brainstorm is
to use a set of specific rules and techniques which encourage and spark off new ideas
which would never have happened under normal circumstances (Vasilchenko and
Morrish, 2011). Comparison with existing one – After gathering numerous ideas, managers are needed to
make a comparison which signifies how one is better than another and how it will be
more beneficial for future market growth of the company. Select best option – Then chose the best option among all those alternatives which suits
organisational cultural and environment. The strategy should be able to provide efficient
and clear information about market to SPL Ltd. For example – the firm will choose the
strategy of applying new technologies, i.e. ERP and SAP system.
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 Reason for selection – At last, the reason behind choosing this strategy is to re-innovate
its working processes and make them able to deliver high competitive edge to business
associations.
TASK 3
3.1 Existing processes of communication
In SPL Ltd., there is a consists of chain between top to bottom level management for
making communication. Although, organisation system does not use information technology
instead of it uses certain steps which are stated as under: -
 Sender – An individual who intends to convey some kind of message and passing the
information or opinions to others is known as a sender. Here, sender wants to start a
conversation on specific topic either personal or professional.
 Encoding – The process starts with when sender uses diver words, ideas and other non-
verbal methods, i.e. body gesture, signs, symbols etc. so as to convert information into a
message (Almeida and Phene, 2012).
 Message – In this stage, sender starts to get message what he or she wants to convey.
Although, the message can be in form of written, oral and non-verbal aspects, i.e. body
gestures, sounds, silence etc. in order to know the response of receiver.
 Communication channel – Here, sender selects the medium by which message will be
conveyed to receiver. Thereby, communication channel should be selected very carefully
so as to create an effective message that could be properly interpreted by recipient.
 Receiver – This is the person to whom message is generated, he or she tries to
comprehend it in appropriate manner for accomplishing communication objective.
 Decoding – In this, receiver interpret the message and understand its meaning properly.
Although, a systematic communication can be done if recipients properly understand the
message.
 Feedback – At last, receiver is required to give response on message which can be formal
or informal. It increases efficiency of communication.
3.2 Design ways to improve appropriateness
In SPL Ltd., it is over viewed that there is decline in sales, so that management has
decided to execute new communication process which helps corporation and its workers to do in
proper manner. In present aura, acquisition of information technology is a suitable way of
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interacting. In SPL Ltd., if all departments will be connected via internet it assists in raising
productivity as well as making impressive business decisions.
 SPL Ltd., can also use vertical and horizontal communication within all departments thus
to get fast solution of all work based problems.
 Bottom to top and top to bottom approach will also increases improvements in business
operations and working styles of the company.
3.3 How improvements will ensure greater integration of communication system
Acquisition of new and innovative technology which would have vast impact on working
styles of food manufacturing. Information technology helps employees' to easily communicate
within all divisions and take business decisions quickly; it leads managers will grab better future
opportunities. Although, in FMCG sectors there are numerous techniques have been come up
which helps making delicious food in certain time period. But before implementation of new
technologies it is needed to take approval of top management; even the technology should be
legal in all aspects because unethical techniques create obstacles in forthcoming period.
3.4 Create a personal plan to improve own communication skills
Skills to be
improved
Target
proficiency
Current
proficiency
Needs of
improvement
How to improve it
Verbal skills of
communication
(friendliness,
clarity,
conciseness)
10 7 It helps in increasing
the effectiveness of
message and people
can personally interact
with others.
It also improves self
confidence of
employees.
To improve verbal
communication skills,
individuals have to
participate in group
discussion activities and
read out newspapers and
articles to get better
command on subject
matter. Greet everyone
with positive attitude and
smile
Non-verbal skills
of communication
10 6 Eye contact
demonstrates that
Set a role model and saw
their way of talking, i.e.
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(body language,
eye contact, hand
gestures, and tone
of voice)
individual is focused
on listeners while
conversation.
This skill is improved
in order to make
effective and efficient
communication.
body gesture, posture and
other aspects, them apply
the same in own way.
TASK 4
4.1 Existing approaches of information and knowledge
The sales and marketing department of SPL Ltd., plays a vital role in providing
information to management thus to make important decisions. Manual system can be used in
order to gather information. Firms collect market information for two main reasons, i.e. customer
and competitors analysis. Collect – Firstly to gather data and information sales representatives of small businesses
can directly visit to their customers and get qualitative data, i.e. quality of products. Other
ways of gathering information is – telephone calls, questionnaire, market surveys and so
on. Format – Afterwards, to format the data or information SPL Ltd., uses charts and tables.
For example – information collected from market surveys will be formatted to tables so
as to make comparison about prices whereas data gathered from questionnaire will be
prioritize and listed out according to the answer of customers (Leonardi, 2014). Storage – Formatted information and knowledge should be stored in computers in file
documents. Copy of raised invoices are filled monthly.
 Disseminate – At last, to disseminate the information companies can use emails,
telephone calls and posts. Groups meetings are also conducted on weekend with staff
members for the same.
4.2 Carry out appropriate changes to improve information
The systems of collection, formating, storage and disemmination information can be
improved by implementing new technologies in processes but here one have to consider cost as
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well. As costs should not cross financial ability and profits of the firm which will be gained after
applying improvements. Management are required to apply intranet facility thus staff members
can easily interact with their superiors and share them with all ideas and suggestions. On the
other side, SAP system can be also acquired to restructure business operations and make them
more effective. Acquisition of fast and upgraded computers can be also installed so as to raise
the speed of information gathering processes. These changes can be carried out by followings
the process as mentioned below-
 Identification of the root for decision making-
 Reviewing the information and knowledge-
 Assess the sources-
 Selecting the better way
 Implementing the change
4.3 Implement a strategy to improve access
In this modern era, SPL Ltd., is not able to adopt technological advancement and cannot
run business systematically. Thus, to get rid out from these issues management is required to
develop a new strategy as the organisation takes a decisions in order to booming up IT system
which will ensure to accomplish all business transactions properly (Choo, Detlor and Turnbull,
2013). Strategy of technological revolution will provide high growth opportunities and success to
SPL Ltd. IT implementation can be done in following areas of the company: -
 Develop business functions, i.e. marketing selling, production etc.
 Development MIS (management information system) to get control on all activities.
 Use computers and communication ways
 Upgrading IT system to ensure successful business planning
 To develop staff resources effectively.
CONCLUSION
From the above mentioned report, it get concluded that a business association has better
access to information thus to use it for effective decision making. It is essential for organisations
to gather information and knowledge from internal and external sources as well as also identify
stakeholders who can influence decision making process of SPL Ltd. Apart from this, the food
processing company is required to use new trends of communication to get easy access for
market knowledge and information.
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REFERENCES
Books and Journal
Abdillah, L. A., 2014. Managing information and knowledge sharing cultures in higher
educations institutions. arXiv preprint arXiv:1402.4748.
Almeida, P. and Phene, A., 2012. Managing knowledge within and outside the multinational
corporation. Innovation and Growth: From R&D Strategies of Innovating Firms to
Economy-wide Technological Change (1rst Ed. pp. 21-37). Oxford University press.
Choo, C. W., Detlor, B. and Turnbull, D., 2013. Web work: Information seeking and knowledge
work on the World Wide Web. (Vol. 1). Springer Science & Business Media.
Coombs, W. T., 2014. Ongoing crisis communication: Planning, managing, and responding.
Sage Publications.
Daim, T. U. and et. al., 2012. Exploring the communication breakdown in global virtual
teams. International Journal of Project Management. 30(2). pp.199-212.
Goldman, S. R. and Scardamalia, M., 2013. Managing, understanding, applying, and creating
knowledge in the information age: Next-generation challenges and
opportunities. Cognition and Instruction. 31(2). pp.255-269.
Holtshouse, D.K., 2013. Information technology for knowledge management. Springer Science
& Business Media.
Leonardi, P. M., 2014. Social media, knowledge sharing, and innovation: Toward a theory of
communication visibility. Information systems research. 25(4). pp.796-816.
Park, J. G. and Lee, J., 2014. Knowledge sharing in information systems development projects:
Explicating the role of dependence and trust. International Journal of Project
Management. 32(1). pp.153-165.
Park, J. G. and Lee, J., 2014. Knowledge sharing in information systems development projects:
Explicating the role of dependence and trust. International Journal of Project
Management. 32(1). pp.153-165.
Pearlson, K. E., Saunders, C.S. and Galletta, D. F., 2016. Managing and Using Information
Systems, Binder Ready Version: A Strategic Approach. John Wiley & Sons.
Rowley, J. and Hartley, R., 2017. Organizing knowledge: an introduction to managing access to
information. Routledge.
Vasilchenko, E. and Morrish, S., 2011. The role of entrepreneurial networks in the exploration
and exploitation of internationalization opportunities by information and
communication technology firms. Journal of International Marketing. 19(4). pp.88-105.
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