Effective Communication and Information Systems

This report focuses on the essential role of communication in organizational settings, highlighting its significance in generating views and ideas for the organization. It also covers various business environments, negotiation tricks, and the effectiveness of information systems, including their monitoring and implementation.

PRINCIPLES OF BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK...............................................................................................................................................1
1.1 Importance of negotiation in business environment.............................................................1
1.2 Features and use of different approaches to negotiation.......................................................1
1.3 Components of negotiation tactics........................................................................................1
TASK 2............................................................................................................................................2
2.1 Different types of presentation and their requirements.........................................................2
2.2 Use of resources....................................................................................................................2
2.3 Different methods of giving presentation.............................................................................2
2.4 Best practice in delivering presentation................................................................................3
2.5 Collection of feedback..........................................................................................................3
TASK 3............................................................................................................................................4
3.1 Characteristics of bespoke documents..................................................................................4
3.2 Factors in creating presenting bespoke documents...............................................................4
3.3 Legal requirements for gathering information for bespoke document..................................4
3.4 Techniques to create bespoke business document................................................................5
3.5 How to gain approval of bespoke..........................................................................................5
TASK 4............................................................................................................................................5
4.1 Stages of information system development..........................................................................5
4.2 Benefits and limitations of various information system.......................................................6
4.3 Legal, security and confidentiality requirements for informations system...........................6
4.4 Monitoring the use and effectiveness of an information system...........................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................7

INTRODUCTION
The business communications is a process that shares information between persons in
company or out side of the firm this helps in commercial profits for the organisations.
Communication is the ways that helps to generate the ideas among employees and others person
of the business (Collis and Hussey, 2013). This report covers the negotiating in business
environments with different approaches with tricks.
TASK
1.1 Importance of negotiation in business environment
Negotiation is nothing but a discussion among individuals to find out an alternative
which takes into account the interest of all and nobody is at loss. In a win- win negotiation
people try their level best to come to a solution where every one is benefited and no body is at
loss. Negotiation is essential in corporates to avoid conflicts and improve the relations among the
employees. Don’t be too rigid and adamant in the office. If you want to succeed in business, you
to keep good deals, that allow to make profits and to keep long standing relations with clients,
employees and providers. If you are really negotiating, you will finds deals where both parts are
getting benefits. This will keep your business going on.
1.2 Features and use of different approaches to negotiation
The various approaches to negotiation are as follows:
Integrative Negotiation or Win-Win Approach - It is superior to all negotiation
approaches. It results in both the parties feeling that they are achieving what they wanted.
Compromise Approach - This approach provides an outcome which is some
improvement over the lose-lose strategy outcome. To avoid a lose-lose situation, both parties
give up a part of what they had originally sought and settle for something less than that.
Lose-Lose Approach - This negotiation approach is adopted when one negotiating
partner feels that his own interests are threatened and he does all he can to ensure that the
outcome of the negotiation is not suitable to the interests of the other party as well (Waters and
Williams, 2011).
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Distributive Negotiation - This is also called competitive, zero sum, or claiming value
approach. This approach is based on the premise that one person can win only at the expense of
the other.
1.3 Components of negotiation tactics
The negotiating process - What changes from negotiation to negotiation is how much
time you spend on any one part of the negotiation process.
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. So, negotiating behaviors is
the second major component of a negotiation.
Playing 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. Given that tactics exist
to pry concessions away, it’s also important to know how to give things up (Scollonand Jones,
2011).
TASK 2
2.1 Different types of presentation and their requirements
There are variety of presentations which has various requirements and some of them are
discussed below in detail:
Informative presentation -This presentation type uses descriptions, demonstrations and
uses definitions to explain a matter or a subject. An informative speech makes a tricky topic easy
to understand as it offers a different point of view.
Instructional presentation - The general usage of this is to have an instructional
approach that is structured, sequenced and led by teachers.
Inspirational presentation - The main purpose of this is to inspire and uplift the audience.
Persuasive presentation - This is a specific type of speech where the speaker has a goal
to convince the audience to accept their point of view.
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Decision making presentation - This is a presentation when you suggest a lot of ideas
for the audience, which gives them a variety of different points to look at (Hershey and Wood,
2011).
2.2 Use of resources
Distinct resources are utilised in distinct manner to develop a presentation. The same is
discussed below:
Use of software packages - With this one will have the creation of: text, images, graphs,
charts, tables and linking to internet pages. All of these are vital for a presentation.
Use of speaker notes and cue cards - These are put in place to help the speaker can put
down their key points down so they can refer back to their PowerPoint.
Use of audience hand-outs - When handing out to the audience, this is normally when the
speak will hand out a copy of the PowerPoint slides.
Use of boards and flip charts - This is a good way to interact with the audience because
once the presentation is over the speaker can have immediate feedback which will help the
speaker out.
2.3 Different methods of giving presentation
On the basis of choice and requirement of situation presentation is given in different
forms like:
Face to face - When doing a face to face presentation it is where a presenter and the
audience is in a physical location. Different things are utilised which include: computer screen,
PA system or a flip chart or board (Budzinski, 2012).
Webinar - This is a remote presentation which is an internet based online workshop. This
is mainly a voice and a video chat. There will be a set time when the audience has to be logged in
by.
Video Conferencing – It is a remote presentation where it will be a two-way video via
webcam to go through the presentation and then questions can get asked
2.4 Best practice in delivering presentation
There are 4 ways in which to ensure you can produce a good presentation. These include:
 Planning
 Preparation and organising
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 Practice delivery and timings
 Effective communication
When planning you need to insure that you focus everything on the audience. When
focusing on the audience you need to provide them with good quality information and to use a
good choice of: text, graphs and slide transitions and timings. When preparing and organising the
main thing you can do is to write out in note form your key points. This will make the
presentation easier as you can always refer back to the important parts in your PowerPoint and
you don't need to try and remember everything. When practising and delivering it is always good
to read a script when going through each slide of the presentation. Finally, effective
communication is vital when presenting. This is because you need to make sure you have a loud
clear voice (Gabrielsson, Tell and Politis, 2010).
2.5 Collection of feedback
When collecting feedback on a presentation it is important that you take all of the
information in. Evaluation sheets, verbal feedback, surveys, activities and tasks can be taken in
use. All of these are useful to use because people will give them their honest opinion so you can
get the best feedback possible. It is important to use feedback on a presentation; this is because
it's for your personal benefit.
TASK 3
3.1 Characteristics of bespoke documents
Bespoke documents can come in a variety of different ways. Some of these include:
Handbooks, questionnaires, spreadsheets, databases, slide shows and presentations. These are
important because it puts a professional image on your company, which will attract new potential
customers or will keep your current customers interested. However, the most important aspect of
these is the way that all of the above maintain the reputation of the organisation which will keep
the business on track and on target of their goals.
3.2 Factors in creating presenting bespoke documents
The factors that need to be considered when creating a bespoke document include:
 Corporate factors - This focuses on the professional image of the company, but also
focuses on the use of text that will be used within the document.
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 Available resources- This is looking at what kind of software you are going to use and
why.
 Ease of use - This is looking at mainly the layout that you use and the styles that you use.
This is important because you want to make sure that it is right for your audience.
 Other considerations - With this you need to think of anything else which could help
you. For example, you would need to proofread everything that you have done to make
sure that it reads well and reads right.
 Factors to be taken into account in presenting a bespoke document- The factors that
need to be taken into consideration is the: spelling, grammar, quality of final document,
and it meets the specification and organisational standards (Wood, 2015).
3.3 Legal requirements for gathering information for bespoke document
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. You need to make sure that you
research all of the legal requirements and make sure that the consultation and approval of the
information is gathered. There are many different methods when gaining this approval. One of
the most common ones are having face-to-face meetings or even having a phone calls on this
3.4 Techniques to create bespoke business document
When creating a bespoke document there are many different techniques you need to
consider. These include:
 Research- Source of information that you are requiring about, planning all of the
research that needs to be done, conducting research and with the findings, organising and
recording research data collected (Donnellan, 2011).
 Providing design options- With this, knowledge and application of legislation and
regulations is key for a bespoke document. You need to have efficient use of software
applications and resources.
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 Approval of document- A few of the things you need to do include: Checking and
proofreading skills, editing skills, consultation, feedback and final approval.
3.5 How to gain approval of bespoke
There are many different methods when gaining this approval. One of the most common
ones are having face-to-face meetings or even having a phone calls on this.
TASK 4
4.1 Stages of information system development
The typical stages of information system development include:
 Analysis- This is the stage when the users and the IT specialists work together to collect
all of the business requirements.
 Design- This is the stage where all the system requirements are created. This will look at
the: Input, output, storage, processing, system control, backup and recovery.
 Development and Testing - This is the stage where the organisation will develop it to
identify the needs of the user. When the organisation has found these wants and needs
then they will test it to fit for purpose (Cooren, 2012).
4.2 Benefits and limitations of various information system
Both Manual and Electronic system have their benefits and their limitations.
 Manual benefits - Capital investment; everyone has experience of using manual
systems; relevance to user.
 Manual limitations - Time; efficiency; physical space requirements; file naming
conventions; archiving requirements.
 Electronic benefits - Storage capacity; time, simultaneous multiple access to records;
combination of other data.
 Electronic Limitations - Capital investment; up to-date software and technological
change; data loss through technology failure and security threats.
4.3 Legal, security and confidentiality requirements for informations system
Freedom of information Act 2000 states - An Act to make provision for the disclosure
of information held by public authorities or by persons providing services for them and to amend
the Data Protection Act 1998 and the Public Records Act 1958; and for connected purposes.
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Copy design and patents Act 1988 states - An Act to restate the law of copyright, with
amendments; to make fresh provision as to the rights of performers and others in performances;
to confer a design right in original designs. Security of systems need to be in place. To ensure
information is secure organisations need to Put all of these legislations in place to ensure the
safety at work by the employer and also make sure that all of the employee's vital information is
stored somewhere where no one can gain access to (Safuan and Roy, 2013).
4.4 Monitoring the use and effectiveness of an information system
First of all, you have to develop a plan that specifies objectives. You will then need to
create a timescale for implementation and review and resource implementations. After this you
would then get your feedback from others which will give you the implementation of: levels of
usage and the timing of usage. This means you can gain early knowledge or any faults you would
have with this system. After this, you would need to look into all of the legal and organisational
requirements. Give any training necessary and make any other adaptations that are needed.
CONCLUSION
From the above report it has been concluded that communication are main thing
organisation which helps in generating the views and ideas for the organisation. Some tricks of
negotiation are covered in this report with explanation of the business environments. The
effectiveness of information system and it monitoring will be given.
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REFERENCES
Books and Journals
Collis, J and Hussey, R., 2013. Business research: A practical guide for undergraduate and
postgraduate students. Palgrave macmillan.
Waters, R. D and Williams, J. M., 2011. Squawking, tweeting, cooing, and hooting: Analyzing
the communication patterns of government agencies on Twitter. Journal of Public
Affairs.11(4). pp.353-363.
Scollon, R., Scollon, S. W and Jones, R.H., 2011. Intercultural communication: A discourse
approach. John Wiley & Sons.
Hershey, L and Wood, P., 2011. Using the blackboard CMS to develop team work skills in
undergraduate marketing principles class. Academy of Educational Leadership
Journal. 15(1). p.57.
Budzinski, O., 2012. The institutional framework for doing sports business: Principles of EU
competition policy in sports markets. International Journal of Sport Management and
Marketing 2. 11(1-2). pp.44-72.
Gabrielsson, J., Tell, J and Politis, D., 2010. Business simulation exercises in small business
management education: using principles and ideas from action learning. Action
Learning: Research and Practice. 7(1). pp.3-16.
Wood, C. R., and et. Al, 2015. Principles of school business management. R&L Education.
Donnellan, B., Sheridan, C and Curry, E., 2011. A capability maturity framework for sustainable
information and communication technology. IT professional. 13(1). pp.33-40.
Cooren, F., 2012. Communication theory at the center: Ventriloquism and the communicative
constitution of reality. Journal of Communication. 62(1). pp.1-20.
Safuan, H. A. J and Roy, S. O. H., 2013. The integration of authentic learning principles and
Facebook in service learning. TOJET: The Turkish Online Journal of Educational
Technology. 12(4).
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