Information Systems and Technology Impact

This assignment explores the profound influence of information systems (IS) and communication technologies (ICT) on various aspects of our world. It delves into the social implications of these advancements, examining their effects on individuals, communities, and organizations. The analysis also considers the impact of IS and ICT on business processes, supply chain management, and knowledge sharing within organizations. Furthermore, the assignment examines the role of information literacy and digital skills in navigating the ever-evolving technological landscape.

MANAGING COMUNICATION KNOWLIDGE AND
INFORMATION

Table of Contents
Introduction................................................................................................................................3
L01.............................................................................................................................................3
Range of Decisions (AC 1.1).....................................................................................................3
Examination of Information and Knowledge (AC 1.2).............................................................3
Internal and External Sources related to Information and Understanding (AC 1.3)..................4
Recommendations (AC 1.4).......................................................................................................5
LO2............................................................................................................................................5
Stakeholder for decision-making process (AC2.1)....................................................................5
Business relationship (AC2.2)...................................................................................................6
Identification of those involved in decision-making process (AC2.3)......................................6
Strategies for improvement (AC2.4)..........................................................................................6
LO3............................................................................................................................................7
Report with existing procedures of communication (AC 3.1)...................................................7
Ways for improving appropriateness (AC 3.2)..........................................................................9
Implementing for ensuring integration of systems of communication (AC 3.3).......................9
Creation of Personal Plan for Improving Communication Skill AC (3.4)...............................10
L04...........................................................................................................................................10
Improvement in system with respect to information and knowledge (AC4.1)........................10
Appropriate changes for improving collection, formatting, storage and dissemination of
information and knowledge (AC 4.2)......................................................................................11
Implement a strategy for improving access to systems of information and knowledge, which
can be used to strengthen your business and help it to continue its future growth (AC 4.3)...11
Conclusion................................................................................................................................12
Reference List..........................................................................................................................13
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Introduction
Foodarena is an arbitrary food shop chosen for discussion here. A discussion will be done on
how a newly opened food shop will expand its business. Also what sort of information and
knowledge is required in order to ensure effective decision making. Also the various sources
of external and internal information will be discussed. Apart from this recommendation will
be provided for its improvement or for the betterment of the food shop. How the management
will work to ensure its long run and how the communication should flow in order to make the
business more effective will also be discussed. Also various ways of its expansion will be
discussed in detail. And how the food shop will overcome challenges and competition will
also be discussed.
L01
Range of Decisions (AC 1.1)
Foodarena is a food shop, which is going to be started. Setting up a business is a tough task.
Every business in its starting stage needs ideas to work.
Selection of the kind of business totally depends upon the interest of the proprietor. It is very
much important to have knowledge about that business. In order to open a food shop firstly
who are the competitors of that business or the cafe, how do they work, what are the future
scopes of that business etc should be taken into consideration. Gathering all these information
along with the procedure of its work will help the shop in its growth and will ensure its long
run.
Examination of Information and Knowledge (AC 1.2)
Now decision-making is a very crucial task in opening any type of business. Making a
business plan will be effective and it will work as a blueprint for the business. It will provide
a clear idea about how the business will work.
After making the business plan, the second step is to access the financial requirement or to
utilise the required capital for the business. After the utilisation of the capital, the required
technology should be setup within it. Vroman, Arthanat and Lysack (2015) stated that this
age is the age of technology so without the involvement of the technology business will not
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work properly. Technology here includes use of computers and other various required
machines into the organization, which will make the work process easy and fast and will
manage the resources of the business.
The next step should be staffing, without staff business will not work. Staffs is required
everywhere, even to operate those machines people are required. So selecting suitable staff is
a very important task in setting up a business. As the business will start working, the next
step is to promote your business, which will ensure its growth. Advertising will do great
work. With the help of advertising people will come to know about the business. All these
can only be done when there will be proper knowledge and information regarding to the
business. Now the information can be gathered from the internet, there should be proper
knowledge about the locality in which the food shop will be opened. An idea about the
nearby shops and whether it is nearer to some market etc will do great work. Setting up a
food shop in an area, which has already much food shop will not be going to help. In
addition, a proper knowledge about the local governing body of that area should be taken into
consideration.
Internal and External Sources related to Information and Understanding
(AC 1.3)
The sources of information have a wide reach nowadays. Business irrespective of its kind
needs information in order to improve its product and services. In a food shop in order to
improve the quality of product or to make some sort of innovation in the quality of food,
information will be required. Robinson and Bawden (2014) stated that Information here
means information about the taste and preferences of the customers. Apart from that
information about how other food shops are working in that particular area and how food
arena (the food shop) will improve the quality of the food in order to give a tough
competition to the other food shops in that area.
Now these sources of information can be gathered from the customers as feedback. For a new
food shop, it is very much important to get the feedback of the customers in order to improve
the quality of the food. Mosha and Ruben (2013) stated that Customers feedback will provide
an idea about their taste and preferences if any kind of improvement they want in the food.
Other sources of information are Television, internet, newspaper etc. these information
sources will provide new ideas which can ultimately help the food shop in its growth. Internet
connects the whole world. This medium will give ideas about food and cuisines in other part
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of the country and the world and it will be a great help. Getting acquainted with the type of
food available in other areas will help in improvement of the quality of the food at the food
shop.
Local newspaper will provide a true image of that locality and whether opening a food shop
in that area will be beneficial or not.
Recommendations (AC 1.4)
Without improvement business is not possible. Schroeder and Ling (2014) stated that
Constant improvement is required to ensures the long run of the business. Food shop in order
to improve should try to understand the customers. Klinger and Svensson (2015) stated that
now understanding the customers means understanding their taste and preferences. As their
likes and dislikes will be understood, the food shop can be moulded in that way only so that it
can attract more and more customers. Investing in infrastructure will do great help. In
addition, it is a food shop so hygiene and cleanliness should be taken into consideration.
Also using fresh and seasonal products and ingredients in the food will help in gaining more
customers. Bruns and Moe (2014) stated that Quality of the product, which is going to be
used in the food, should be highly taken into notice as it will have an impact on customers
health. As a start-up the food shop should have to provide discounts on the food also the price
of the food should be maintained in such a way so that it is affordable to most of the people.
Improving the quality of the food will increase the competition and increase the demand for
the food of food arena.
LO2
Stakeholder for decision-making process (AC2.1)
Stakeholders are the customers, employees, government and its agencies, directors, creditors,
shareholders etc. which are directly or indirectly associated with the business. All these have
some effect on the business. All these should be taken into consideration while making or
implementing a plan for the wellness of the business. Yu, Lin and Liao (2017) stated that
Like to attract customers good food within affordable price should be provided. The area,
which is used for the food shop, should not be on some government land and tax should be
provided to the government. Gillani and Eynon (2014) stated that also the creditors who
provide finance, an amount should be kept aside from the profit to pay back to them.
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Shareholders are also creditors to the firm they invest to gain profit from their investment, so
the business should work in such a way that it can provide a suitable amount to the
shareholders as a proportion of profit.
Business relationship (AC2.2)
Customers, government agencies, creditors, shareholders etc are an integral part of any kind
of business organization. Yeo et al. (2015) stated that they ensures the long run of the
business in this competitive market. Therefore, relation with these bodies should be healthy
in order to strengthen the business position. Luo and Zhong (2015) stated that Timely
payment of money to the creditors, and providing profit to the shareholders on behalf of their
investment in the firm will positively impact these parties. Yuan et al. (2013) stated that
Making good relation with the customers will attract them back to the food shop. Savery
(2015) stated that this will help the business in making more profit and ensures the long run
for the enterprise.
Identification of those involved in decision-making process (AC2.3)
Decision making process involves of all those bodies who affect the working of the business
enterprises directly or indirectly. Bloom et al. (2014) stated that these are stakeholders like
customers, suppliers, creditors, government and its agencies etc. all these directly or
indirectly affect the working of the enterprises. Apart from them managers and the higher
authorities within the organization is also a part of decision-making process. J (2014) stated
that Board of directors of the company also takes part in the decision making process as they
are one of the most important part of this process. Li et al. (2014) stated that any change
within the organisation is discussed within the organisation and the board of directors make
the final statement regarding any change within the organization. Jarle et al. (2014) stated
that All these bodies are very crucial and are an integral part of decision making process.
Strategies for improvement (AC2.4)
Decision making process can be improved only when the stakeholders will be introduced in
the decision making process. Garvey (2014) stated that as these are directly or indirectly
related to the organization so taking them in the decision making process would only help the
organisation. It will improve the working method or the criteria. Tong Tak and Wong (2015)
stated that engaging these factors in the process will help the firm in being acquainted with
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the changing rules of the government agencies and hence it can mould its plan or the working
method according to it. Hovick, Liang and Kahlor (2014) stated that Also engaging the
customers in the decision making process will help the food shop in knowing their customers
and the food they prefer most. Leonardi (2014) stated that Shareholders and creditors will
come to know about the working method of the firm and it will provide a chance for building
trust.
LO3
Report with existing procedures of communication (AC 3.1)
Good Communication is one the most important parameters of an organization. Through
these employees transmits information within each other. Communication helps in covering
all the services, customers, employees and the stakeholders of an organization. This helps in
keeping all the involved persons aware of what is going on with the work. If the
communication system of an organization is well organized and well tooled, then the works
will be done very smoothly. There will be very less amount of confusion in the job. The
mostly used technology today for many businesses is still, cell phones, pager and email.
There are different ways of communication. Some of them are used as classic style of
communication.
CD-ROM: CD-ROM or Compact Dist is to store data or information about a business
organisation. This may be shared with other employees or Customer. CD-ROM are popular
ways in the existing communication. CDs can be run in any device which has a Disk drive.
Nowadays, the CD’s are universal for all types of PCs. All most all formats of the files like
videos and audio files can be stored in a CD. These are cheap but costly to replicate or
manufacture.
Letters, memo, and reports are the traditional and old ways of communication. However,
these are the most authentic ways too. Because these are, hard copies and hard copies are
more authentic for all legal and audit issues. Moreover, customers are given hard copies for
legal issues like bills and recipients. These manual ways are used for receiving orders or to
respond to the customer.
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Vybornova and Dubois (2016) stated that fax is also a very important communication
method. Fax uses PSTN for sending and receiving data through paper document where a hard
copy of a letter, bill, report or memos is required.
E-mail or electronic mail is one of the most important and authentic way of business
communication. This is used both within the organization and with clients. In the 20th
century, this technology has found its importance in every business, from small to big
organizations.
Intranet came into play as the technology grew with the internet. Intranet uses the same
technology as internet. However, it has a boundary within the organisation. The intranet is
used to send videos, audio files, 3D real time videos and graphics are transmitted within the
company barriers.
Meeting must be held with an organization within a short period. Meeting are the places
where employees can exchange ideas for the betterment of an organisation. Meetings can also
a way of building up relationship better the employee and the bosses. Inter Departmental
meetings are also important.
More and more conferences and training sessions must be organised by the groups so that
there may be exchange of idea between the employee's, manager customer and the stack
holder. Video conferencing is also one the very important ways of communication. It uses the
same old telephone or broadband connections to transmit audio or video files between B2B or
B2C.
The Foodarena uses the Fax and Intranet . The intranet is used for the billing and receipt
generation for requirements list and raw materials. Fax is used for send bills and market share
updates to the stakeholders. The data of every sell is accounted in the database. The phones
and cell phones are mainly used for taking orders or booking tables. The customer can also
use mobile applications for booking tables or ordering food from the cafe for home deliver.
Effective Changes with respect to business communication
Communication within a Business organization is a continuous process of exchange of data.
As the company expands, the need of better and fast ways of communication is required.
Moreover, a very effective way of communication is required for a growing business. In
addition to that, the communication must be transparent and efficient between the staff of an
organization and with the outside world. If the communication of business process is not
effective then the managers and supervisors cannot organize or run the ordinary organelles of
business. Moreover, there will be problems faced by the managers in synchronizing different
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sub tasks done by the different departments and so the parent job will be hampered as well.
This might create a faulty product or service out of a very good or capable team of
employees.
For producing a good deal of work out of the employees, the business must have a very
organized and efficient process of communication. Any piece of information transmitted
within an organization must be well structured with proper logical and statistical functioning.
Whether that is an official letter or announcement for the public, everything must be in a very
easy and acceptable language so the everybody can read and communicate with the letter.
After every announcement, the reads or the listeners must understand what is to be expected
out of the particular business process in a transparent manner.
Ways for improving appropriateness (AC 3.2)
Listening is the most important part to improve your business communication. Listening to
your employees as well listening to the customer is going to add up points to grow your
business. Listen to you employees within a meeting makes them feel important. Moreover,
acknowledging the employees work can eventually bring their spirit to a higher levels and
asking questions can add up points to grow the business,
In the age of technology, meeting has still its importance. The effectiveness of the face-to-
face talks, where one can see the body language and voice modulation helps the listener to
understand the essence of the statement. Periodically meeting can help the owner to know
about the work or project as well as the employee to follow the growth of the business.
Follow through: In small organization like coffee house, follow up through the job is very
important. Follow through the employee as well as the customers are both very important. In
case of the customers, one must get back to him or her if promised. However, if one is failure
to do so then the customer might think that he or she is being ignored.
Implementing for ensuring integration of systems of communication (AC
3.3)
In case of small organization like a cafe, bad communication structure that may be orally or
written can create problem. In cafes, general all the communications are handled by single
person may be known as supervisor. One person is handling all thee communications both
internal and external communication. One person is dealing with Social media, email, and
direct mail. At the same time, the supervisor is communicating with employees and the
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volunteer members. The communication in these small organizations should be structured in
a hierarchical way, so that the information passes on from the lower levels to the higher
levels. This process helps in lowering the complexities in the communication. If the
communication works are divided into the small fragments and are distributed within other
employee except put the pressure on one person might help the business to grow.
Time is one of the most important subjective parts of a communication process. Saving time
to process and communicate processed information to other employee is an important job of a
small organization.
Creation of Personal Plan for Improving Communication Skill AC (3.4)
A business organization must create a road map would be useful for communicating data to
the employee. The most important part of communication is to delegate projects to the
concern employee and then keep a follow up result at every step of during the process. The
supervisor must help the employees to understand their allotted job and as well help them to
communicate with each other. This will help the employees to do the job in a better ways as
well as faster. If all the sub tasks given to a particular employee's speed up, the whole job will
be fast as well as flawless. Time saving communication approach should be taken by the
supervisor so that the job could be allocated to all the employees. The team leaders or
supervisors must be clear and to the point in case allocation of job. A clear conclusion will
help all the employees to do a job with greater clarity and flawless. A transparent reflection
and clarification are the two techniques that are needed to use to avoid confusion during
communication. One should use the proper means of communication not based on easy factor
but on the basis of better to communicate with. Mostly email, memos or any other written
communications are better methods to transmit information.
L04
Improvement in system with respect to information and knowledge (AC4.1)
The knowledge development and information management is the integral part of a project
management system. The knowledge management and the information development is the
always changing with as the project is always evolving. The knowledge and information
management system includes evaluation and monitoring of a particular job. In case of small
business like cafe, there must be a strong as well as a long-term relationship between the
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business heads with the customer and stakeholders. They are the only one who can help the
former in the bad times. This is also a beneficial relationship as any other. Kingston and
MacSharry et al. (2015) said that oral communications are face to face but has a drawback in
case of taking feedbacks. There are very few possibilities when employees and customer
cannot give their feedbacks properly. Nevertheless, electronic media has an advantage. It is
fast and the sender can get feedbacks through email, fax and social media. Moreover, the
social media provides a wide range for the customer and employees rather than setting up a
boundary around them. The can communicate 24 x7 and 365 days a year from anywhere in
the planet.
Appropriate changes for improving collection, formatting, storage and
dissemination of information and knowledge (AC 4.2)
Landlines are still very important for a business communications and knowledge. However,
of mobile communication have greater options to come in direct contact with the customer,
the stakeholder, employees and services providers to the business. The mobile phones allow
the small business to think and communicate transparently across the network in an
uninterrupted manner with prominent physical evidence. Kanehisa and Sato (2014).stated that
studies have presented insights into the complicated and evolving interactive session with
feedbacks affected within the relationship skill, power and networking policy choice.
Although such policies may be wanted by the business hubs to manage the links with
different business entities. However, they are not always successful in the entire situation.
Violation of strategy can be resisted in the short timing but it has no effect in the end. The
supervisor must be sure of all the effects or impacts of the plan that is going to be
implemented for the success of the business. There are multiple tools, which can help
someone in the growth of business. Schulz and Nocke (2016) stated that one of those is
SWOT analysis. SWOT is abbreviation of Strength, weakness, opportunities and threats.
Benchmarking is also an important strategic policy. Here, the organization must compare its
output with other organization in the following range to measure its growth.
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Implement a strategy for improving access to systems of information and
knowledge, which can be used to strengthen your business and help it to
continue its future growth (AC 4.3)
A much improved knowledge management program is to be implemented in a business
system to increase the productivity as well as product quality of a business system. This will
help them to deliver consistently with quality services. Desta and Garfield (2014) discussed
that most companies provide special care to the knowledge solution and management without
an objective or a purpose. Moreover, they do not take care about the organization to adopt
and lookup with the practices for organizing its knowledge process for a longer duration of
time. Garfield (2014) mentioned that a successful knowledge system management program
does not only consider only the technical part. It has many other aspects like People,
Structure, Culture and processes.
Conclusion
It has been concluded that for the growth of any organization communication and business
plan is very much important. The involvement of the stakeholders in the decision-making
process is important as it helps in building healthy relation with those who are directly or
indirectly involved in the business activities. Adequate capital and information helps a start-
up business in its growth. In addition, information and knowledge along with the proper
communication helps a business to grow and ensures a long run. The sources of information,
internal and external sources plays an important role in providing correct knowledge and
information to the business and helps in its growth.
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