Computer Systems and Information Technology

This assignment delves into various aspects of computer systems and information technology, starting with the importance of communication in organizational growth and success. It then moves on to project evaluation, providing guidelines for future projects and influencing sector assistance strategy. Additionally, it discusses the benefits and limitations of manual information systems, key federal laws related to computer-related crimes, and important acts protecting data privacy and security.

Principles of Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1:...............................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................1
TASK 2............................................................................................................................................2
2.1................................................................................................................................................2
2.2................................................................................................................................................2
2.3................................................................................................................................................3
2.4................................................................................................................................................4
2.5................................................................................................................................................4
TASK 3............................................................................................................................................5
3.1................................................................................................................................................5
3.2................................................................................................................................................5
3.3................................................................................................................................................6
3.4................................................................................................................................................6
TASK 4............................................................................................................................................6
4.1................................................................................................................................................6
4.2................................................................................................................................................7
4.3................................................................................................................................................8
4.4................................................................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10
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INTRODUCTION
It is important for an organisation to have good communication channels through which
members of an organisation can easily communicate with top authority regarding roles and
responsibilities (Österle, 2013). Business can achieve objective only when manager able to
communicate with its employees and collect feedback and issues that faces in working
environment and accordingly implement corrective measures to resolve them in an effective
manner.
TASK 1
1.1:
In business, negotiation skills are important in both informal day-to-day interactions and formal
transactions such as negotiating conditions of sale, lease, service delivery, and other legal
contracts. Good negotiations contribute significantly to business success, as they:
help you build better relationships
deliver lasting, quality solutions - rather than poor short-term solutions that do not
satisfy the needs of either party
help you avoid future problems and conflicts.
1.2
Disruptive (competitive approach)
A disruptive negotiation usually involves people who have never had a previous
interactive relationship, nor are they likely to do so again in the near future. Simple everyday
examples, would be when we're buying a car or a house .
Integrative (collaborative approach)
Integrative means to join several parts into a whole. Conceptually, this implies some
cooperation, or a joining of forces to achieve something together.
1.3
There are three main components to a negotiation:
The negotiating process: It is the first step in which they decide what changes from
negotiation to negotiation is how much time you spend on any one part of the negotiation
process.
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One common mistake people make is to think a negotiation begins by putting something on the
table and bargaining about it.
Negotiating behaviours: Some people don’t have any negotiating process that they use—
They act a certain way and they expect you to react a certain way. And even within the process,
negotiating behaviours add a layer of complexity to the negotiation (Stair and Reynolds, 2013).
So, negotiating behaviours is the second major component of a negotiation.
Playing the game: Sometimes it’s not possible to grow the pie any bigger, it’s not
possible to serve both parties, nor maximize the outcome. In those situations, you must know
how to play the game. It’s important to know how to play the game even within the context of
the negotiating process. Playing the game includes tactical negotiation.
TASK 2
2.1
Types of Presentations and its requirements:
Informative Speeches: These are the most common types of presentations and are used
to present research. A student who is defending a thesis or a non-profit group that did a research
study will use informative speeches to present their findings.
Demonstrative Speeches: These will show you how to do something. In introduction to
communication classes, these speeches are usually How to Make Cakes kinds of speeches and
include different pictures and steps to the process (Murugesan and Gangadharan,2012).
Persuasive Speeches: This kind of speech is trying to change the way you think about a
subject or issue. If you’ve come to a health conference you may find yourself listening to why
you should change your eating habits or stop drinking.
Inspirational Speeches: These speeches are designed to make your audience move. Also
considered a “motivational” speech, this is designed to encourage participants to go after their
goals, whatever they may be. Inspirational speeches will tell stories and the hope is that the
audience will feel an emotional connection to the topic.
2.2
1: The presentation accessories
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Many things you'll want in your kit are specific to the presentation at hand. The following
items belong on your checklist, even though the tangibles will change with each presentation:
Handouts for the audience.
A printout of your presentation and notes using large fonts (for you).
A backup copy of the presentation on CD or thumb drive.
2: The equipment
Your laptop is an obvious choice, but a few other vital pieces of equipment might be easy
to forget. Be sure to pack the following:
Projector and replacement bulb.
Mouse and mouse pad.
Remote (the ones with the built-in laser pointer are nice).
Microphone.
3: Electrical access
One extension cord is probably enough if you also have a power strip (carry at least one).
The cord's length is up to you, but the longer the better (Zeynep Ata and Toker, 2012).
4: A battery of batteries
Carry a second battery for your laptop, even if yours is new and promises a long life.
(They all do.) The day you don't have the extra is the day your battery will die and an electrical
source won't be handy.
5: Duct tape
You can purchase duct tape in travel-size rolls. At the very least, you should secure
electrical cords in high-traffic areas.
2.3.
Methods used in giving presentation:
Electronic: Because of its convenience and the fact that it seems to be everywhere, with
people having 24/7 access, email has become a default delivery system for information.
Print: If you’d like people to hold your message in their hands and have easy access to
refer to it later, consider brochures, fliers, ads, catalogues, reports, memos or letters.
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Face-to-Face: If the majority of your sales efforts are done via email or over the phone,
review potential customers you haven’t been able to crack and evaluate whether the cost of an in-
person meeting might be worth the potential sales (Taylor, Fritsch and Liederbach, 2014).
Teleconference: If you can’t afford to get everyone in the same room, consider
teleconferencing. Tele-meetings give you many of the same benefits of face-to-face
communications without the travel costs and scheduling headaches.
2.4.
Design: Hopefully you already have a company slide template, but if not, apply a clean
and simple design based on the colour palette and font of your brand for visual consistency.
Content: Two words: reuse & shorten. If your website is current, effectively designed
and includes targeted content throughout, use this as your source material, and then convert it
into slides for optimal reuse.
Script: Everyone in your company has a different way of describing the same diagram or
mission statement, so a script is key to making sure all the presenters deliver the same message
consistently and coherently.
Customization: After all the work to polish and standardize your message, make sure the
presentation is customizable for each audience. A simple tweak you can always do is add your
customer’s logo to the title page.
2.5.
Observing viewer reaction– This feedback is taken note of during the presentation
delivery. Factors such as responsiveness of the audience and consistence in the rate of
participation allow you to know if the presentation is going the right course, by being engaging
enough or not.
Written checklist– An easy to understand written checklist for a feedback form can be
distributed at the end of the presentation.
Debrief/verbal feedback– Obviously, verbal communication is more effective since it
allows open end questioning to get a broader view for audience feedback.
Uptake of brochures– Brochures a good means of both advertising and interpreting the
total brochure pick up for feedback
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Comment book – This sure is innovative since most people don’t do this. But it is good to
keep a comment book for the audience to pour out their heart before leaving the presentation
venue.
Audience feedback tools– There are also a number of apps that you can use for gathering
audience feedback.
TASK 3
3.1
Bespoke documents are company specific documents that are designed to create a
corporate image and increase brand awareness. They must be factually correct and professional.
They must comply with all relevant legislation and regulations.
characteristic do bespoke documents need:
 Logo
 Professional style
 Fit for purpose
 Consistent house style
 Appeal to potential customers
 Security in editing
3.2
First impressions and format
First impressions are vital, so the overall length and visual impact of your credentials
should be a key consideration as well as presenting the information in a succinct manner.
Target audience and communication strategy
Understanding the target audience is crucial, and profiling the perfect client or customer
is a worthwhile exercise.
About’ section and client examples
This is the section in which a brand can really shout about its USPs to a potential client or
customer.
Call to action
Every good creds document will feature a call to action, usually at the end, as this helps
to secure a response from the potential client.
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Bespoke vs generic credential formats
Using bespoke and generic formats within a credentials document can be beneficial in
both cases, yet both come with their pros and cons and are there to serve different purposes
(Adler, Elmhorst and Lucas, 2012).
3.3
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
Procedures for gathering the information for bespoke documents is all about having the correct
information and having the requirements that is necessary.
3.4
Techniques used for creating bespoke documents A brief of the document – what are the requirements Research carried out – sources of information. Planning research, conducting research,
recording research Providing design options – knowledge and supplication of legislation, effective use of
software, appropriate document type. Document size and style, accurate data input,
image size and quality
 Approval of document – checking and proofreading, editing skills. Consultation,
feedback, approval.
TASK 4
4.1
An Information System (IS) is a system composed of people and computers that processes or
interprets information.
Types of information systems
Manual – Card index, filing systems
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Electronic - Office support systems, customer support systems, data processing systems.
Decision support systems, intranet.
Typical stages of information system development
Analysis – what data is going to be managed e.g. employee or customer records,
policies and procedures, promotional materials, financial records
Feasibility study – what is the potential for success e.g. strengths and weaknesses,
resources needed, technical constraints, confidentiality, security, retention of information
Design – what are the detailed features and operations e.g. business rules, system
requirements (input, output, storage, processing)
Development – what is the specification e.g. are you meeting identified needs, budget
controls. Other consideration including checks against specification, reviewing process.
Testing – is it fit for purpose e.g. is it reliable and accurate, does it se qualitative or
quantitative data, issues are recorded
Deployment – once the specification is accepted the following occurs e.g. installation of
the system, operational procedures created, hand over project team to operations.
Evaluation - analysis of the testing is carried out e.g. looking at costs and benefits
against the original spec, feedback from users, review, modify
Maintenance – monitoring the performance, problem solving, customisation to
changing user needs, additions to functionality
4.2
Benefits and limitations of manual information systems.
Advantages of a manual accounting system:
 Applies to any business
 Easier to set up
 Can be more flexible than a computerised accounting system
 More secure Does not need electricity or batteries
Disadvantages of a manual accounting system:
 Prone to human error
 Longer to generate reports
 More suited to smaller businesses
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 Records susceptable to perils such as fire and water
4.3
Computer Fraud and Abuse Act of 1986 (CFA Act) is the cornerstone of many computer-
related federal laws and enforcement efforts. It was amended in October 1996 by the National
Information Infrastructure Protection Act of 1996, which modified several sections of the
previous act and increased the penalties for selected crimes. The punishment for offenses
prosecuted under this statute varies from fines to imprisonment up to 20 years, or both.
The Electronic Communications Privacy Act of 1986 is a collection of statutes that regulates the
interception of wire, electronic, and oral communications.
The Health Insurance Portability and Accountability Act Of 1996 (HIPAA), also known as the
Kennedy-Kassebaum Act, protects the confidentiality and security of health care data by
establishing and enforcing standards and by standardizing electronic data interchange.
4.4
Evaluate the extent to which the project is able to achieve its general objectives.
 Provide guidelines.for the planning of future projects (Bamberger 4).
 Influence sector assistance strategy. Relevant analysis from project and policy evaluation
can highlight the outcomes of previous interventions, and the strengths and weaknesses
of their implementation.
 Improve project design. Use of project design tools such as the logframe (logical
framework) results in systematic selection of indicators for monitoring project
performance. The process of selecting indicators for monitoring is a test of the soundness
of project objectives and can lead to improvements in project design(Wu, And et. al.,
2012).
 Incorporate views of stakeholders. Awareness is growing that participation by project
beneficiaries in design and implementation brings greater “ownership” of project
objectives and encourages the sustainability of project benefits. Ownership brings
accountability.
 Show need for mid-course corrections. A reliable flow of information during
implementation enables managers to keep track of progress and adjust operations to take
account of experience (OED).
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CONCLUSION
As per the above report it has been concluded that communication play an essential role
in growth and success of an organisation. Through proper communication channels the manager
can able to collect feedback and issues from their employees as well as inform them about
policies and strategies that are formulated by top authority of company.
REFERENCES
Books and Journals
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