Principles of Business Communication and Information (pdf)

PRINCIPLES OF BUSINESS
COMMUNICATION AND
INFORMATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1: Explain the importance of negotiation in business environment.........................................1
1.2 Explain the features and uses related to negotiation in business environment.....................1
1.3: Identification of components related to tactics of negotiation.............................................3
TASK 2............................................................................................................................................4
2.1: Explain various types of presentation and their requirements.............................................4
2.2: Explain how different resources can be used in developing presentation...........................4
2.3: Explain different methods for giving a presentation ...........................................................5
2.4: Explain the efficient practices in delivering presentations..................................................6
2.5: Explain how to collect and use feedback on a presentation.................................................7
TASK 3............................................................................................................................................8
3.1 Explain characteristics of bespoke documents:.....................................................................8
3.2 Explain the components which are to be considered while forming and presenting bespoke
documents:..................................................................................................................................8
3.3: Explain the legal requirements and procedures...................................................................9
TASK 4............................................................................................................................................9
4.1 Analyze benefits and limitations of various information systems........................................9
4.2 Explain legal, security and confidentiality requirements for information system..............10
4.3 Explain how to monitor the use and effectiveness of an information system.....................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
The principles of business communication and information provides guideline and
framework which are to be considered which in communicating and informing with others in an
effective manner(Marchewka, 2014). There are various principle and other important factors that
are considered such as understanding the importance of negotiation in business environment, its
features and utilisation and components related to tactics of negotiation. Understanding of
various types of presentation and the requirements of each one of them, the various sources
assist in the development of presentation, methods used in delivering presentations and the best
practices of it. This project will also discuss about the characteristics of bespoke documents and
its techniques. Finally, it will discuss about the types and stages of information used in system
development.
TASK 1
1.1: Explain the importance of negotiation in business environment
In every kind of business environment the need for negotiations arise, without negotiation
the situations of conflicts and disappointment may arise. The main purpose behind the process of
negotiation is to create and reach an point of agreement which do not cause barriers in the
communication process. It also helps in making the operations of business more
efficient(Drucker, 2014).
1.2 Explain the features and uses related to negotiation in business environment
The abilities for being a good negotiator includes many abilities and skills such as
preparation, analytics, active listening, and an efficient ability to communicate verbally. There
are many different approaches for the negotiation and on the basis of the approaches, the results
will be differing every single time, the examples of these approaches include distributive,
integrative and compromise( Stanaland, Lwin, and Murphy, 2011). These are discussed as under:
Disruptive Negotiation this can also be called as zero sum, competitive or the claim of
value approach. According to this approach it is assumed that one person can win at the expense
of another. This have the following discussed features:

Feature:
 Competitive: Under this approach the negotiation is taken as the approach to treat the
process as competition that is to be either lost or won.
 Win-lose: Under this situation, Only one side of the party understand the outcome to be
positive. Thus this situation is less likely to be undertaken and accepted voluntarily.
 Adoption of extreme position: This is a strategy which involves keeping an fix idea or
position of what you are looking for and arguing for it and it alone, regardless of the
interest that is underlying in the industry.
Uses:
 Gaining competitive advantage: The disruptive negotiation is used for the purpose of
acquiring an competitive advantage in the company.
 Maximise own interest: This approach is used in order to maximise their own interest in
order to gain most benefits for the company.
Integrative negotiation approach: This approach is also termed as creation of value
approach or collaborative approach. This approach is considered superior then all the other
approaches. This results in all the negotiating parties feeling that they are achieving what they
have wished for. This has resulted in both the parties feeling they have achieved what they
wanted. This approach has following features:
Features:
 Creating value: This is the main feature of the approach as it creates the value for the
parties that are involved in the negotiation process. It provides the benefit to both the
approaches which fulfil ls the needs of both the parties( Collis, and Hussey, 2013).
 Cooperative : This is considered as an cooperative approach because it cooperates with
both the parties that are involved in the process of negotiation. It cooperates with both the
parties involved in the negotiation.
 Mutual problem solving: This is the most significant feature as it solves the problem
mutually of both the parties who are involved in the process of negotiation. It does not
provide advantage to only specific party but it focuses on the benefits of both parties.
Uses:
 Maximum joint outcomes: The main use of this approach is that it provides benefits and
outcomes for both the parties rather then focusing on one party.

 Building relationships and trust: This approach build trust and relationship among parties
who are in negotiation as in this approach benefits are acquired by both parties and they
look for each other benefits rather then on themselves only.
1.3: Identification of components related to tactics of negotiation
The components of negotiation tactics include many things for the purpose. These are
discussed under as follows:
 Timescales: Timescale is considered as the most significant component of negotiation, it
is known as the time allowed or taken when the process in undertaken or during a certain
sequence of events.
 Resources: this is considered as resources which is mechanism adopted by the
distributed applications and services for the purpose of negotiation.
 Collecting facts and data: Under this, the parties under negotiation is indulged in the
collection of facts and data related to the negotiation process and other related process.
Negotiation styles:
 Accommodating: The individuals who focus on the purpose of negotiation by using the
style of accommodation puts a great emphasis on the preservation of relationships with
the parties(Bass, and Dalal-Clayton, 2012).
 Avoiding: This is considered by parties who do not like negotiation and also tend to
avoid it. When trapped in the process of negotiation, parties will tend to concede swiftly
and have less initiative. This will be considered as smooth. The negative problem in this
is that it will not likely to get a satisfactorily result in the process of negotiation.
 Competing: Individual who like the competing style of negotiation observe negotiation
as a game that must be won at any cost. It is an idealistic style for the purpose dealing
with negotiation where maintaining relationships is not very important. Although when
the, maintaining relationships is considered as an issue, the competing style for
negotiation is less suited.
 Compromising: Parties that value equal and fair deals in the process of negotiation tend
to use the compromising style. This style is supposed to get immediate results from the
negotiation. A issue with this kind of style is that concessions come to quickly, without
even considering the issues that are underlying.

TASK 2
2.1: Explain various types of presentation and their requirements
Presentation occur in a lot of various forms and have a variety of purpose. In the business
organisations there are various types of presentations which are as follows:
1. Providing information: Under this format embrace anything from a meeting of team
that provides update on project or an upcoming event to a demonstration that shows
function of product(Maude, 2011).
2. Skill teaching: when the business introduce a new technology or implement a now
project, it will require employees of the firm for using new tool and apply the procedure.
3. Reporting progress: As the companies introduce the new technology in the regular
process of operations, your Boss would want to know how it is operating. For this the
company needs schedule a divisional meeting or off site of the group for sharing the
progress.
4. Selling a service or product: A brief like this might involve a review of the product or
service.
2.2: Explain how different resources can be used in developing presentation
For ensuring a effective presentation, the presenter should introduce a effective range of
various resources. Providing hand outs is simple way for allowing the audience in taking notes if
they require to as well as explanation of essential points and technical term related to the process
of presentation. Producing the handouts to the presenter provides them with detailed information
and thereby saving the time for the important matters, as well as providing the audience with the
copy of any diagrams or graphs that will be required in the future. These hand outs should be
provided to the audience on a good quality material(.Woodill, 2011).
Use of speaker notes and cue cards
 Prompts for speaker : Under this technique, prompts will be used for the purpose of
restructuring oral muscular phonetic targets. This is utilised to manually guide the
speaker by using targeted phrase or sentence in the speech.
 Additional information of speaker: This means providing the speaker with the
additional information regarding the speech.
Use of audience hand outs

 Copy of presentation slides: By providing the speaker with the copy of presentation
slides. The presenter can give more efficient presentation to the audience.
 Useful contacts: By making use of essential contact in the presentation the speech can be
enhanced for the process of presentation.
Use of boards and flip charts:
 Audience participation: The audience is defined as group of people who takes
participation in some event, a show or work of art or literature, music, theatre etc.
 Interactive activities: The presenter should use a group of interactive activities in the
process of presentation. The list of these activities include telling stories, adding videos,
using Props etc.
Use of props:
 Demonstration of physical concept: This is a great way to convey the messages to the
audience by wiring them in other senses so that they can absorb the message.
Develop a Presentation:
 Use of software functions: The presentation is a software package which will be used to
display Information by making a slide show. This has three main functions which are as
follows: a method that is used for inserting and manipulation of graphic images, an editor
that will allow text to be formatted and inserted and a slide show system for displaying
the content(Pintér, Hardi, Martinuzzi, and Hall, 2018).
2.3: Explain different methods for giving a presentation
Face to face
 Same physical location: In this type of presentation the audience and the presenter is
sitting face to face in one physical location and then the presenter gives the presentation.
 Seating and standing arrangement: In this the presentation is provided to the audience
who are either seated or in the standing position
 One or more presentation screens: Under this method, the presentation is provided to
the audience by using either one or more screens which provides better understanding to
the audience.
Webinar

 Internet based online: In this type of presentation, the presenter in interacted with the
audience on a online platform through using a pre specified website on which all the
audience come online and then the presentation is initiated(Pearson, 2017).
 Real time Communication: In this presentation, the audience and audience come
online at the same time which is called real time communication. In this presentation the
presenter and audience are able to communicate on an online platform.
 Text based Messaging: This presentation is provided by using the written text
messages that is sent to the audience in bulk.
 Voice and video chat: In this presentation process, the presenter and audience come
together and online voice and video chat is initiated to provide the presentation where
applications such as Skype are used by the presenter.
Video conferencing
 Audio and video Communication: Under this the presentation is provided to the
audience by using audio and video communication process such as telephone calling and
applications such as Skype( Baase, 2012).
 Video conferencing system: Under this system, the visual connection is created between
the presenter and the audience that are available in the different locations so that efficient
communication created between them.
 Webcams: This is a type of camera which is utilised by the audience in order to make
visual communication with the person who is giving presentation.
2.4: Explain the efficient practices in delivering presentations
Planning
 Focus on audience: The presenter should make a plan efficiently so that they can focus
on the audience efficiently and in turn provide the presentation which is easily
understandable to the audience.
 Quality of information to be provided: The presenter should focus on providing the
information which is of quality and related to the topic which is easy understandable by
the audience and makes sense.
 Using text: The presentation should include written text in it so that the audience can
listen as well as read it while watching the presentation, it makes the presentation most
understandable for the audience( Merkow, and Breithaupt, 2014).

Preparation and organisational skills
 Print and review presentation: The presenter should ensure that he review the
presentation before he gives the speech to the audience and he should also make a print
out of the details regarding the slide of the presentation.
 Create hand outs for the audience: The person who is responsible for giving the
presentation should make print outs which is to be distributed among audience before the
presentation.
Effective communication
 Use of language: The language that is used in the presentation should be understandable
to the audience and it should be formal.
 Voice tone: the voice tone of the presenter should be clear and convincing and it should
be polite and convincing.
 Presence and confidence: The presenter should be present and confident in giving the
presentation.
2.5: Explain how to collect and use feedback on a presentation
Collect feedback on presentation
 Evaluation sheets: The presenter should get proper evaluation sheet that are filled by the
audience for the purpose of getting feedbacks.
 Verbal feedbacks: At the time of giving presentation, the presenter should focus on
getting verbal feedbacks from the audience as word of mouth is the most relevant
feedback.
Types of feedbacks
 Verbal and written: there are majorly two types of feedbacks namely verbal and written.
Under verbal feedback , the views of audience are taken by the work of mouth and in
written form the text form of communication is used.
TASK 3
3.1 Explain characteristics of bespoke documents:
Formation: Implementation of software functions in document format and size,
knowledge, form in such a manner which is an adequate one.

Specification for product is effectively done by using bespoke documents which would
help out to gain the sustainability in the product or services. This would comprise
questionnaire, spreadsheets, databases, presentations and so on( Myers, and Klein, 2011).
Characteristics of a bespoke document: Bespoke documents are those which is
individually or customized to particular need or aim throughout the organization. For
example, An ECM is an instance of a document which is sent out monthly to the consumer.
While making the bespoke document, corporate. Resources and audiences are to be
considered. Under corporate factor, professional image is required while demonstrating to
external stakeholders. This would enhance the professional brand image, rules and
regulations in an effective manner. This is the perfect tool which could be used in order to
control and enhance the reputation.
3.2 Explain the components which are to be considered while forming and presenting bespoke
documents:
There are basically three factors which are to be considered at the time of creating and
demonstrating the bespoke documents. These are: Corporate, Resources, Audience. These are
mentioned as under:
Corporate: Under this, various legislations and rules are to be considered. A professional
image is required to be required at the time of demonstrating to the external stakeholders.
Quality is the key: At the time of demonstrating to the managerial staff that are
demonstrating yourself throughout organisation, you are required to be demonstrating
throughout the presentation( Guffey, and Loewy, 2012).
Resources: Under this, there is a strong need to know about the permissibility of the
computer and projector. Does the people are showing the knowledge that could be presented
in order to make explain the resources viable? These all are to be considered.
Does the budget available? For instance, there is a requirement to buy software/ resources.
Audience: This would demonstrating in house or external. It would identify whether there is
a requirement to consider a house style in line with organisation needs or this could
demonstrates in their own manner.
Security components like data protection etc that simply means that specific information
can't be reflected to the specific audience(Jones, 2011).

3.3: Explain the legal requirements and procedures
Legal requirements
 Data Protection Act 1998: This was formulated to protect the data that is stored on the
personal computers of the company or that is stored in the filings of the company.
 Copyrights design and patents act 1988: Under this act, the product or some process of
the company is protected under this act when the companies create patents and copyrights
for the their products and processes.
TASK 4
4.1 Analyze benefits and limitations of various information systems
There are various benefits and limitations of different information systems that are as
follows: Benefits of manual information systems- In current time period, each and every person
know how to use manual systems in effective manner. Manual information system will
help in taking appropriate decision by investing capital in right place(). Benefits of electronic information systems- There are various advantages of
computerized system such as help in time saving, effective retention service, addition of
business records, maintaining business efficiency, etc. Limitation of manual information systems- This system take lot of time and this will
also take more physical space in the business organization.
 Limitation of electronic information systems- In this system, such disadvantages are that
company require to regular update its software and changes in technologies, sometime
information is overloaded, duplicate copies of business records.
4.2 Explain legal, security and confidentiality requirements for information system
Legal requirement- There are various legal requirement for information system which
need to follow such as Data Protection Act, 1998, Freedom of information Act, 2000, etc. when
an individual start any business so they need to arrange licensing regarding specific organization
that is mandatory.
Security and confidentiality- For information system, security must be checked through
using organizational policies and procedures for monitoring and improving their current system

such as security with passwords, record each person personal detail, check identification cards,
etc.
Transfer of information- This is necessary for company is to transfer effective
information through internal and external basis within an organization.
4.3 Explain how to monitor the use and effectiveness of an information system
An organization require to make that plan which help them in achieving some specific
target and objectives. They require to take feedback and reviews from users and analyze their
views regarding information system( Zott, Amit, and Massa, 2011). There are various levels of
usage that includes by groups and individual, specific region of method used, frequency of
usage. Also they need to concern about timing usage such as peak usage time, system down time,
possible overload. The company provide training and development session to their employees for
evaluating this system in proper manner.
CONCLUSION
It has been concluded that communication is the most important and crucial aspect of
every business organisation by which the growth of organisation is enhanced. The use of
presentation in communicating the necessary objectives has been shown here. The importance of
negotiation in the business environment and the presentation has been seen here.

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