Designing a Public Platform for Information Collection and Dissemination

Excellent information and interpretation are vital in the decision-making process. The article highlights the importance of having a good strategy for information and knowledge systems. This includes the formulation of public platforms, database creation, and efficient access to information. Effective communication is also crucial, involving the transmission of information from sender to recipient. To improve information collection, formatting, storage, and dissemination, systematization of processes is necessary. The article emphasizes the importance of maintaining a good relationship with stakeholders and conveying information in a clear and concise manner.

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MANAGING COMMUNICATIONS, KNOWLEDGE, AND INFORMATION
Managing Communications, Knowledge, and Information
Name
Course
College
Date

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Contents
Introduction.................................................................................................................................................3
Task one.......................................................................................................................................................3
Task two.....................................................................................................................................................10
Task Three..................................................................................................................................................13
Task four....................................................................................................................................................14
Conclusion.................................................................................................................................................16
Bibliography...............................................................................................................................................17

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Introduction
For the success of every organization, managing information as well as communications plays a
vital role towards the success of that organization. It is through good management of information
that the right decisions are made that contribute to the success of any organization. It includes
decisions such as strategic decisions, tactical decisions, and operational decisions just to mention
a few. Good management of information and knowledge also helps to include the right
stakeholders who in turn help in making the right organizational decisions.
The nature of communication in the workplace is also very important. It includes employee-
employer communication, client-employee communication, and employee-employee
communication among other types of communication. All these contribute towards the success of
the organization and therefore creation of a plan or plans that could enhance the communication
process in the organization is important. However, to come up with a good communication plan
and also to improve the handling of information and knowledge, it is good to have a good
understanding of the existing systems. This makes it easier to know where improvements are to
be made and what should be replaced. This report will focus on these issues with the aim of
improving the communication process and handling of knowledge and information.
Task one
1.1 The Range of Decisions to be taken.
Effective Strategic business decisions help in the integration of the appropriate resources for the
appropriate market at the right time. Timing is essential. For example, David will need to
formulate an online ordering and delivery services. This is vital since the internet has expanded
the target market. The quality of the decisions made will help in the business gaining a
competitive advantage over the competitors.

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Considering that the Coffee Shop which will be open from 9.00 Am to 4.00 PM daily. David will
have to consider competition from the already established Coffee Shop outlets. There need be a
decision to be made to ensure that the sales of the business will be good.
For the Coffee Shop, there are different levels of decisions which can be made, and they include:
Strategic Decisions: These decisions impact and direct the whole business venture. The senior
management can only make these. David will need to take a strategic decision on whether to start
and continue with coffee shop business. The long-term forecasts of the business turnover of other
similar businesses compared against potential market conditions. This will help in determining
whether to start the coffee shop business (Meisburg 2014).
Tactical Decisions: These are those decisions made for the implementation of the strategy
decided upon. For the coffee shop business an example of tactical decisions on which times to
open for example holidays to attract customers. David will need to research and collect data on
the probable amount of customers to help in making decisions on the hours to keep the business
open.
Operational Decisions: These are decisions about the daily running of the Coffee Shop. These
usually entails decisions which can be made by other the supervisor in the Coffee Shop. An
example of a routine decision in the coffee shop would be whether order a larger quality of tea
for the coming week. After the start of the business, the sales information will provide insight on
whether to order more supplies.
1.2 Information and Knowledge that is required for effective decision making.
Information and knowledge are essential in the decision making, especially in the modern
businesses. There is the need for the excellent level of knowledge, skills and expertise due to the

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nature of business processes. The marketplace is dynamic and therefore the ability to interpret
and make responses to this changes is essential and dependent on the quality of the knowledge
available. There is a need for the each member of the staff to know their responsibilities and to
carry out their decisions they need information.
The business should able to establish the reason as to customers is choosing other coffee shops.
The reasons may be due to location, price or the quality of the products. Data can be collected
from talking to potential customers about their preferences and visiting other already established
coffee shops to learn the competition and be able to examine in-house data (Meisburg 2014).
This can help determined costs, pricing and service which has the potential of availing valuable
information for the startup business.
There is a need for the business to have information which is updated especially due to the
dynamic nature of the market environment. The business needs to have an understanding of the
competitors which is essential. There is also need for information regarding the target consumer
and the market. This is key information since it will dictate whether the business makes a profit.
This means that extensive research needs to be done for appropriate decisions to be made.
1.3 The Assessment of the Internal and External Information and
Understanding
The internal and external information for the business is established from the stakeholders
internal and external to the business. The business has internal sources of information which are
from the internal processes and procedures. There are various categories of internal information
which include:
Financial Information: This includes information about the business performance, profit, and

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loss recorded by the business. Coffee shop information includes the cost of materials, wages,
loss, profit and taxes among others.
Personal and Administrative Information: This is information which describes the various
description of the employees. It entails personal information, career progression, experience,
skills, their rates of production, motivation, training and others. It is, therefore, essential to
maintaining properly updated information concerning the employees in the coffee shop business
especially due to safety reasons.
Information on Marketing: This entails information required to assess the success or various
business products and services provided by the business to the consumers. The internal
marketing information of the coffee shop would include sales information; profits generated,
customer dissatisfaction among other information.
Information of Production: This is information about the product of goods, the cost of materials,
and information about the suppliers. The coffee shop will need to get coffee from other countries
and therefore the accumulation a lot of details.
The external source of information which is external information which is not determined by the
business. This information is gained by the business from various external sources such as
government agencies. There is also information such as census information, industry standards
and legislation among others. While considering external information, information on
competitors is of utmost importance (Meisburg 2014).
2.1 Identification of Stakeholders for the Process of Decision Making
For the coffee business, the stakeholders can be described as individuals or groups which have

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interest to the business and can impact the organization. For the business there are two types of
stakeholder's namely:
 Internal stakeholders and include Coffee shops employees and the manager.
 The external Stakeholders and they include coffee shop employees, banks, the local
administration, the community in which the business is situated, media and other private
firms.
The business should ensure there are appropriate relationships with stakeholders. This promotes
constructive communication which contributes to the success of the business due to learning and
listening. There are reduced conflicts and enhancement of the decision-making process. It has
been evidenced that when the stakeholders are involved in the in the initial stages of the planning
and decision-making, there is less likelihood that the business with encounter problems (Uriate
2008). There are various benefits of involving the stakeholders such as conflict avoidance, there
collaboration sharing of information leading to learning. There is also the possibility of the
creation of creative solutions to various problems. The coffee shop business has its set of
stakeholders which impact the way business operations are carried out. It is, therefore, essential
David to establish and make careful assessments on the essence of the various stakeholders.
2.2 Establishment of Contact and Development of Business Relationships with the
Stakeholders.
It is a matter of importance to ensure there is proper maintenance of relationships with the
stakeholders and this aids in the achievement of the aims of the business.
Identifications of the Stakeholders: The number of the stakeholders may exceed the number

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anticipated by the business. It is essential to collect as much information as possible in the
identification process. The information collected entails the interests, preference and their
potential of impacting the business (Morris and Baddache 2012). Through this, the business is
well equipped in the formulation of the necessary communication strategies.
Prioritization of the Stakeholders: It is essential to note that some stakeholders may be of
importance than others and therefore the need to give them priorities over others. This proves the
essence of establishing the appropriate information by the stakeholders.
Stakeholder Engagement: It is important for the coffee shop business to formulate innovative and
efficient ways in which it can convey information to the consumer market and also get feedback.
The business can invest in collaborative packages which would help in enhancement of the
customers with the consumers (Morris and Baddache 2012). The overview and management of
the business stakeholders in essential for the welfare of the business.
Monitoring the Business Stakeholders: The business should ensure the engagement with the
stakeholders is smooth to avoid negative review. To monitor the success of this process, it is
essential to seek the feedback of the stakeholders.
2.3 The Involvement of the Identified Stakeholders in the Decision Making Process.
The decision-making process should be in such a way that it promotes the stakeholder
participation to reach an agreement. It is an essential collaborative effort to have the business
share responsibilities in the decision-making process with the stakeholders. This promotes the
understanding of the stakeholders concerning the business situation (Lockett & Islei 2005). It
also ensures that the community has been involved in the decision-making process. The business
can be able to receive feedback on its corporate social responsibility. In the current business

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environment, there has been the development of citizen charters and panels which have enhanced
their impact on businesses (Morris and Baddache 2012). The public policies have increased the
community participation in the decision-making process. Since the stakeholders are involved in
various decision-making processes, there is a reduction in veto power of the community actors
since they have been invited in the process to improve decisions. The business can enhance the
quality of decisions made by encouraging the participation of various stakeholders in the process
and procedures of decision making. This is achieved through the integration of each stakeholder
participation and the overall perception about the business activities.
1.4 The Design Strategies for Improvement
The Coffee shops main aim is to ensure the appropriate actions are performed in addition to the
efficient management of the business stakeholders.
Coffee Shop Customers: The Company should ensure that there is a great experience for the
customers through extraordinary products and services. The products and services should be
healthy and affordable. There should be systems in place to help in the evaluation of dynamic
customer needs. For example, the business to introduce customer question time. To ensure
customer satisfactions, consumer preference and complaints should be considered (Lee et al.
2000).
The Staff: For the best output from the employees, they should be provided will goods terms and
working conditions. The business should ensure there is respect, safety and that they are
opportunities for development. It is possible to have employees provide feedback about the
business.
The surrounding community: The business should ensure there are employment opportunities

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and support to the community. There should be initiatives to educate the community and also to
care for the environment.
The Suppliers: The business should foster a good working relationship with the suppliers through
respect and long-term relationships. It is important to formulate a supply chain management
system integrated with quality assurance.
Government: The business should ensure that it complies with legal aspects, train the employees
and also pay taxes.
2.4 Justification of the Recommendations for the Improvement
The aspiration of the Coffee Shop is to have a highly reputable brand to the consumers and the
community at large. The growth of the company in the UK requires a clear decision-making
process and also enhancing the knowledge management systems of the business. For high
benefits, the business can adopt intelligence system using computers (Lockett & Islei 2005).
Task two
Development of Communication Processors
3.1 Discuss the Existing Process of Communication within the Human Resource
Management
Communication is the conversance of information from the sender to the receiver. To any
business, effective communication is of utmost importance. Communication in any business can
be described as a process in which sender and the receiver share information. The components
present in the communication process include sender, encoding, message transmission, decoding,
receiver and finally feedback.

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Sender: This entails the person or persons who initiate the communication process. The message
is impacted on by various factors concerning the sender, and they include attitudes skills, culture,
experience, and perception. The message is generated through means such as words, spoken or
written.
Encoding the Message: This involves the translation of the information into symbols with
meaning. The symbols are applied in the encoding of the ideas into a transferable message which
can be understood by the receiver. The system used should be familiar to the receiver to ensure
that the message can be decoded.
Transmission: For the transmission of the message a medium is required. The medium or channel
can be oral or written. With the development of technology, visual channels have also emerged.
The channels mostly used in the business setting include memos, reports, and telephone (Lee et
al. 2000).
Feedback: After the message is received by the receiver and decoded, feedback is sent back
which aids the sender is establishing whether the message was fully understood.
Depending on the number of employees for the Coffee Shop, there might be employees from
various nationalities, and therefore effective communication is essential.
3.2 Ways which can be used to Enhance Appropriateness
There various ways in which communication can be enhanced using various strategies as
discussed below:
Use of Multiple Channels: The sending of the message using some channels ensures that the
message receives the needed recipient. In today's business world, the most effective methods

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include e-mails, meeting, memos, and telephone among others.
Repeat Messages: By the application of repeat messages, it ensures there is an improvement in
the communication.
Handle Problems in Communication: In the process of communication, there might arise of
problems. These issues include conflicts, misunderstanding, cultural variations and having to
deal with difficult individuals. It is, therefore, necessary for the business handle such issues.
3.3 The Implementation of Improvements to Ensure Great Integration of Systems of
Communication.
Communication happens when an individual is informed or persuaded. There is need be
communication planning while integrating communication with the organizational systems. The
decision-making process depends a lot on the communication plan. The communication Planning
entails:
Understanding of the Current Situation: The business need establishes the current situation both
internally and externally.
Definition of goals and objectives: This entails the goals and objectives the business want to
achieve. They should answer the questions why, who, when and why.
The Target Audience: The communication plan should establish the target audience of
communication and therefore each group should well analyze.
Main Messages: One of the thing to be done involves the definition of the key message to be
communicated to the target audience. There should be consideration of what the target audience
already know.

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The Strategy of Communication: For the communication to be successful, there is need be a
decision on the most appropriate communication strategy.
Evaluation: There should be evaluation methods in place to assess the success of conveying the
message.
Task Three
3.4 Creation of a Personal Plan to Improve Personal Communication
It is essential to understand the various aspects of communication for effective communication
skills. Every job in any organization requires excellent communication skills, and the
enhancement of the communication skills is essential. The discussion below will outline the steps
which can be adhered to enhance the personal communication skills.
Improvement of Listening Skills: It is good to note that active listening is not similar to hearing.
There are various strategies which can be used for the clarification and confirmation without
leading to confusion.
Regard for the Emotion of others: During the communication process, it is essential to consider
the emotions of others. This can be ensured through keeping eye contact, noting facial
expressions and the opinions of others. There also need to have the observation of other
behaviors during the communications.
Show Empathy: This can be described as a way of looking at things from others perspective.
There should concern, and clarification of others emotions and the process of communication
should not be the judgment or based on an individual's background or beliefs.
Encouragement of Others: This to encourage other parties and ensure they feel that their

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contribution is welcomed and highly valued.
Equal Treatment of Persons: The individuals in the communication process should be treated
equally to avoid bias.
Conflict Resolution: One should try to resolve when they arise and therefore the need to develop
good negotiation skills.
Task four
The Ability to Improve Systems about Information and Knowledge
4.1 A Report on the Discussion of the existing Approaches to the Collection, Formatting,
Storage, and Dissemination of Information and Knowledge
Before the commencement of the communication process, it is essential to establish the
information that needs to be communication. The need and importance of specific should be in
line with the organizational goals and objectives (Egwuonwo & Mohammed 2011). The
information to be collected should be understood especially concerning issues and problems
which concern the receiver of the message. The information types include practical information,
bibliography information, referral information and statistical data and analytical information. The
formatting of the collected information should be in a way that fits the requirements of the
organization. The relevant information should be stored in the organization after the appropriate
information repacking and updates. There are various storage methods which include
documentation and online form. While storing the information, it is essential to consider issues
such as ease of access and retrieval as directed by the organization requirements (Egwuonwo &
Mohammed 2011). The following process is the dissemination of information after the proper
verification of the reviver of the information in hand. This step is the predecessor to the selection

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of the media of dissemination of the information. There are various mediums to select from, and
they include oral media and electronic media.
4.2 A Discussion of Various Changes for the Improvement of the Collection, Formatting,
Storage and Dissemination of the Information and Knowledge.
The organization needs to develop a systematic process for the improvement of the collection,
formatting, storage, and dissemination of information and knowledge. There is equal essence in
the application of a proper collection of information while applying content-oriented and
problem-oriented strategies. In the collection process, it is important to integrate both traditional
and innovative approaches.
While utilizing content-oriented sources of information, consideration is done to sources such as
the library, databases, and web sources. The captured information should be stored in the
organization database. In the application of problem-oriented approach, the organization can
browse for information or check whether the existing stored information can provide insight into
the problem at hand (Egwuonwo & Mohammed 2011). The can be the formulation of public
platforms which would be used in the collection of information from the public and
dissemination of appropriate information. This is essential in fostering communication
relationship with the community to address issues of relevance. The creation of a database for the
organization and storage of information, efficiency and effectiveness should be considered.
4.3 The Strategy to Enhance the Access of Systems of Information and Knowledge and its
Implementation.
For the operation of daily activities, information and knowledge systems are of the essence.
Another factor which is essential if the ease to which the information can be accessed and

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therefore the need to have excellent information and knowledge system in place. The issues to be
included include departmental information, discussion of process, reviews and updates and
proper coordination. The systems in place can also be upgraded using feedback and suggestions
from the appropriate stakeholders (Egwuonwo & Mohammed 2011). The implementation of a
good strategy requires the support of the senior management and them system should be
regularly updated through the improvement of various levels and methods utilized in the
collection of information and knowledge. To ensure maximum benefits, there should filter of
important information, a collection of feedback and have various organization objectives are met
(Uriate 2008).
Conclusion
Excellent information and interpretation are vital in the decision-making process. In the modern
type of organization information and knowledge is essential especially in edging out the
competition. There is also the requirement of high level of knowledge, skills and expertise due to
the complexity of the present businesses processes and procedures. The organization is mostly
impacted by the stakeholders and the internal sources of information entails the type of
information which can be collected from inside the organization. It is essential for the business to
maintain a good relationship with its stakeholders. Communication, as explained, is the
transmission of information for the sender to the recipient and effective communication process
of importance to the company. The organization need to convey information but need to have a
prior understanding of the information being shared. For the improvement of the collection,
formatting, storage and dissemination of information and knowledge, there need be
systematization of the process

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Meisburg, B. 2014. Balance the Bridge: Enhance your communication skills and improve your
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Lee, D., Newman, p. & Price, R. 2000. Decision-Making in Organizations. New Jersey: US.
Financial Times Management.
Lockett, A. & Islei, G. 2005. Improving Decision Making in Organizations: Proceedings of the
Eighth International Conference on Multiple Criteria Decision Making Held at Manchester. New
York: US. Springer publishers.
Morris, J., and Baddache, F. 2012. Back to Basics: How to Make Stakeholder Engagement
Meaningful for Your Company, New York: BSR Stakeholder Engagement Consulting Services.
Uriate, F.A. 2008. Introduction to Knowledge Management, Indonesia: ASEAN Foundation.