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Unit 3: Principles of Business Communication and Information

   

Added on  2020-10-22

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Areas covered:Unit 03: Principles of business communication and informationINTRODUCTIONBusiness communication is a continuous flow of information shared among peoplewithin and outside of an organization conducted for its commercial advantage. It is a goaloriented which can be used to promote certain products or services of an enterprise for sale.Regulated by several norms and policies, this helps in transferring message or conveying datato masses of a firm through various channels of communication like internet, publications,radio, television and word of mouth. This report studies the importance of negotiating a business environment, its featuresand approaches (Bovee and Courtland, 2012). Identification of components of negotiationtactics and the use of resources for developing a presentation are also discussed along withstages of information system development. AC1.1: Explain the importance of negotiation in a business environment Negotiating is Communication Bridge between individuals or more than two parties forfinding out any alternatives which is mutually acceptable by all. In business, these skills arenecessary for formal and informal interactions. It is the conversation between people or groupfor finding a solution which suits both parties for sale, lease, delivery or other legal contracts.All business environments at a point faces the need of negotiation due to conflicts or issuesand is used to avoid these by achieving an agreement without causing further obstruction infuture (Murugesan and Gangadharan, 2012). This is really important for a business tomaintain relationships between others and for efficient working of its operations. It enables employees in keeping workplace relations as it helps in normal workflowcontinuation of an organization effectively and attain organisational goals. Negotiation helpsin building good relationships between business, individuals, which assist in avoiding futureconflicts and problems. Effective relations make work more enjoyable as business runssmoothly people involved may accept and go along with changes that organization want toimplement making them more creative and innovative. Business which has impressive socialdealings can easily make deals and gain economies of scale. AC1.2: Explain the features and uses of different approaches to negotiation Several ways are used by negotiators like presentation of demands, deadlines, bestalternatives etc. (Williams, 2013). It is important to analyse problems and identify ways thatboth businesses accept. Ability of negotiating requires active listening, being analytical,

preparation and good verbal communications. Negotiation can be handled in many ways andits outcome depends on the approaches as it may vary according to time.Distributive (Competitive Approach) - It is a competitive strategy applied to decidethe way to distribute a fixed resource and is also known as claiming value, zero-sum or win-lose bargaining. Bargaining orientation is based on the fact that only one person or party canwin at the expense of other. This is a competitive approach where there is less concern aboutreputation and creating leadership. Controlling orientation where one party's gain is viewed asother party losses. Integrative or (Collaborative Approach) – It is also called as interest based bargainingor win bargaining. This is a strategy of negotiating where parties get together in finding awin-win solution to their disputes that is focused on developing mutually beneficialagreements based on the interests of individuals. Win-win orientation is a superior method to other problem solving styles as everyoneends up satisfied and is possible only when parties are not in conflict. Here the mutual gain isin attainable aspect and parties understand each other’s point of view. It aims at finding thebest possible outcomes which benefits both organizations equally and is the most desiredapproach in business (Armstrong and et.al., 2010). Both tasks and relations are consideredand long-term approach seeks better relationships.Compromise- This approach is used when two parties are more interested inpartnership creation and will settle for less to avoid conflict. It is also called as softbargaining or soft approach where each party seeks agreements as much as possible byagreeing to disagree. To avoid a losing a situation people give up the conflict by agreeing orcompromising. It is the best way when it is possible to convince both parties and when thepartial benefits of one party’s goals satisfy the other one. Compromise is a better option whenthe disputed resources are limited. AC1.3: Identify the components of negotiation tactics Negotiating plan of action are the methods used by negotiator's for gaining advantage and aremisleading and manipulative which is used to fulfil one party's objectives and goals.Considering different negotiation approaches paves way for usage of several tactics.Preparation- It is the sensing of timescales and resources where facts and data has tobe collected (Mosco, 2014). This mainly focus on the policies and procedures of anorganization, its legal and ethical requirements.Negotiation Styles- Most negotiators have two preferred styles of negotiation.Competing (aggressive), collaborating (cooperative), avoiding, compromise, accommodating(conceding) are the popular ways of negotiating.Negotiation Behaviours- It is the awareness of someone's questioning skills, bodylanguage and effective listening. Exchanging Information- This is the looking of the goals set for themselves over a

period of time and proposals.Bargaining- It is achievement of the mutual agreement with someone over a period oftime and looking into their issues or problems also solving them will be needed.AC2.1: Explain the different types of presentation and their requirements There are many forms of presentations with a variety of purposes and its main types inbusinesses are the following:Informative Presentation- This type uses descriptions, demonstrations and definitionsfor explaining matter or subject. They also placed an understanding audience that alsoincludes things which are brief, to the point and factual. A short presentation getting straightto a point which may be an informative speech, and makes the topic easy to understand byoffering a contrary point of view (Ruggie, 2011). The main aim of this approach isinfluencing changes in beliefs, attitude, or behaviour of another person when they has somelevel of free choice.Decision making presentation- Here the presentor suggests ideas for the masses whichmay give them various points to consider. It is the presentation of compelling argumentswhich tells the audience good and bad about what they are offering. AC2.2: Explain how different resources can be used to develop a presentation Ensuring an effective presentation requires implementation of several resources. Some ofthem are as follows:Software packages use- It is all about the creation of whole presentation such as texts,images, graphs, charts, tables and internet page links. Speaker notes and cue cards- It acts as an additional information to the speaker andhelps them with the presentation. They can put their key points and can refer back to theirpower point demonstration.Audience hand-outs- It is an easy way which allows the audience in taking notes andexplaining points or terms from the presentation (Whitman and Mattord, 2011). This helpsthe presentor to give more detailed information at the same time saving time as well as givingthe masses diagrams or graphs that may be needed in future.Boards and flip charts- It is a better way of interacting with the audience becauseonce the presentation is over the speaker gets immediate feedbacks which helps them withfurther explanation or demonstration.Develop presentation- All resources will be used while preparing a demonstration andhelps these stages by initial proposal, drafts, edits and final display.

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