[SOLVED] Business Communication Principles and Practices

The provided document is a solved assignment on business communication principles and practices. It covers topics such as effective communication strategies, negotiation skills, and presentation techniques in the context of organizational effectiveness. The assignment also discusses the importance of data protection laws, security of systems, and feedback mechanisms for implementation. A brief summary of the project's conclusions and references to relevant books and journals are included.

PRINCIPLES OF BUSINESS
COMMUNICATION

Table of Contents
1.1: ............................................................................................................................................................3
1.2:.............................................................................................................................................................3
1.3:.............................................................................................................................................................3
2.1: ............................................................................................................................................................4
2.2:.............................................................................................................................................................4
2.3:.............................................................................................................................................................4
2.4:.............................................................................................................................................................5
2.5: ............................................................................................................................................................5
3.1..............................................................................................................................................................5
3.2..............................................................................................................................................................6
3.3: ............................................................................................................................................................6
3.4:.............................................................................................................................................................6
3.5:.............................................................................................................................................................7
4.1:.............................................................................................................................................................7
4.2:.............................................................................................................................................................8
4.3:.............................................................................................................................................................8
4.4:.............................................................................................................................................................8

INTRODUCTION
Business communication is one of the crucial ways to convey information from one person to
another. It can be done from both formal and informal mode. It is more crucial do so because proper data
can be exchanges among them. This report summaries with various information about negotiation and use
of presentation tools those are applicable in an organisation (Gibson, 2011).
1. 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. The
most important part of a negotiation is the preparation, which is also called pre-negotiation (Negotiation
Skills, 2017). It is extremely important to listen, as when disagreement takes place it is easy to make the
mistake of saying too much and listening too little.
 Negotiation Skills Build Respect
 Improve your Bottom Line
 Creates Win-Win Situations
 A Negotiation Mindset is Beneficial with Everyone from Clients to Employees
1.2:
It is a highly practical interactive training course that helps you develop company's negotiation
skills, through well-designed experiential activities, practice simulations and self-reflection.
 There are a minimum of two parties present in any negotiation.
 Both the parties have pre-determined goals which they wish to achieve.
 There is a clash of pre-determined goals, that is, some of the pre-determined goals are not shared
by both the parties.
 There is an expectation of outcome by both the parties in any negotiation.
 Both the parties believe the outcome of the negotiation to be satisfactory.
1.3:
Negotiation tactics are the detailed methods employed by negotiators to gain an advantage. These
are often deceptive and manipulative and are used to fulfil one party's goals and objectives often to the
detriment of others. Principled negotiation, often referred to as creating a "win-win" deal can help you
achieve your business objectives. There are some specific components that are mention underneath:
 The negotiating process
 Negotiating behaviours, and

 Playing the game.
Focus on Interests: Instead of focusing on company's position on a subject, which implies other
views on the same subject are inferior in getting suggests having discussion about common interests.
Obstacles to a Resolution: Not all negotiations result in a solution. Power, the use of dirty tricks
and refusal of the other party to use principled negotiation all can kill a deal. When power is an issue, the
weaker party should develop a best alternative to a negotiated agreement (Greer, 2012).
2. Task 2
2.1:
Presentation is typically a demonstration, introduction, lecture, or speech meant to inform,
persuade, or build good will or to present a new idea or product. The term can also be used for a formal or
ritualized introduction or offering, as with the presentation of a debutante.
 Informative Speeches. These are the most common types of presentations and are used to present
research.
 Demonstrative Speeches.
 Persuasive Speeches.
 Inspirational Speeches.
It is a means of communication which can be adapted to various speaking situations, such as
talking to a group, addressing a meeting or briefing a team. To be effective, step-by-step preparation and
the method and means of presenting the information should be carefully considered.
2.2:
Presentations come in a lot of different forms and have a variety of purposes. In the business
world, there are six main types of presentations. It will be much easier to deliver a presentation that the
audience finds relevant, and more enjoyable to research a topic that is of interest to a person. Preparation
is the single most important part of making a successful presentation. This is the crucial foundation and
you should dedicate as much time to it as possible avoiding short-cuts. Some effective sources are:
 Keeping it very simple and easy.
 Maintain proper format.
 Use bold typography and effective hierarchy.
2.3:
6 Types of Presentations:
 Providing Information: This format encompasses anything from a team meeting that gives
updates on a project or upcoming event to a demonstration that shows product functions.
 Teaching a Skill: Your company just installed a new system or implemented a new process that
requires people to learn how to use the new tool and apply the process.

 Reporting Progress: As you integrate the new system into your daily routine, your boss wants to
know how it’s working. You might schedule a divisional meeting or group off-site to share the
progress.
 Selling a Product or Service: A briefing like this might include a recap of the product or service,
next steps and action items, or a discussion of needs and improvements before the product is ready
to sell (Guffey and Loewy, 2012).
2.4:
There are 4 ways in which to ensure you can produce a good presentation. These include:
Planning
Preparation and organising
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. Also
creating and printing out handout for the audience will make it easier for them to understand.
2.5:
In the way of collecting feedback on a presentation it is important that you take all of the
information in. When collecting it, you can collect it in a number of different ways. These include:
evaluation sheets, verbal feedback, surveys, activities and tasks. 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. Not only is this a good way to
get your strengths of the presentation back, but it also benefits you so you can work on the areas which
need improving.
3. 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
Characteristics:
 Logo
 Professional style

 Fit for purpose
 Consistent house style
 Maintains reputation of organisation
3.2
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. Your main concern is the file
format because you want to make sure it is easy to be understood by the 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. You also would want to get some feedback from users so you can make any alterations which
is necessary (Jarvis, 2011).
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. Once this has all been completed there will be an approval of
the final document.
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. 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:
The legal requirements include:
 Data Protection Act 1998: The Data Protection Act 1998, also known as the DPA, regulates the
use and protection of personal data. It supersedes the Data Protection Act 1984 and Access to
Personal Files Act 1987.
 Copyright Designs and Patents Act 1988: In order for a creation to be protected by copyright it
must fall within one of the following categories of work: literary work, dramatic work, musical
work, artistic work, films, sounds recordings, broadcasts, and typographical arrangement of

published editions.
 Common law duty of confidentiality: Common law is not written out in one document like an
Act of Parliament. It is a form of law based on previous court cases decided by judges; hence, it is
also referred to as 'judge-made' or case law (Leathers and Eaves, 2015).
3.5:
When creating a bespoke document there are many different techniques you need to consider.
These include:
 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. You need appropriate document type and document size and style so it is easier for
people to read and look through.
 Approval of document- This is the final requirements that need to be done before being finished.
A few of the things you need to do include: Checking and proofreading skills, editing skills,
consultation, feedback and final approval.
TASK 4
4.1:
There are two main information stages. These include:
 Manual- this covers all of the: card index; filing systems and categorisations
 Electronic- This covers all of the: office support systems, customer support systems, data
processing systems and decision support systems
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. With the requirements, both will have to work on the design and will have
to discuss to one another about what tasks need to be done.
 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 (Murugesan and Gangadharan, 2012).
4.2:
 Manual limitations- Time; efficiency; physical space requirements; file naming conventions;
archiving requirements; degradation of physical records
 Electronic benefits- Storage capacity; time, simultaneous multiple access to records; combination
of other data; presentation of information; business efficiency, integration of multiple systems.
 Electronic Limitations- Capital investment; up to-date software and technological change; data

loss through technology failure and security threats; system upgrades; server storage space; file
naming conventions, quality of data input; resistance to change; may require training; information
overload; duplicate copies of records.
4.3:
 Data Protection Act states -Personal information is used by organisations, businesses or the
government.
 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.
 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 accessed.
4.4:
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 (Viterbi and Omura, 2013).
CONCLUSION
From the above project, it has been concluded that principles of business communication is one of
the crucial aspects for every business organisation. This report includes various information about use of
negotiation and presentation in the company. Some effective aspects of related with business
effectiveness are discussed under this this report more clearly.

REFERENCES
Books and Journals:
Gibson, R., 2011. Rethinking the future: rethinking business, principles, competition, control &
complexity, leadership, markets and the world. Nicholas Brealey Publishing.
Greer, R. R., 2012. Introducing plain language principles to business communication students. Business
Communication Quarterly. 75(2). pp.136-152.
Guffey, M. E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Jarvis, J., 2011. What would Google do?: Reverse-engineering the fastest growing company in the history
of the world. Harper Business.
Leathers, D.G. and Eaves, M., 2015. Successful nonverbal communication: Principles and applications.
Routledge.
Murugesan, S. and Gangadharan, G. R., 2012. Harnessing green IT: Principles and practices. Wiley
Publishing.
Viterbi, A. J. and Omura, J. K., 2013. Principles of digital communication and coding. Courier
Corporation.
Online
Negotiation Skills. 2017.[Online] Available through:<https://www.thebalance.com/negotiation-skills-list-
2063760>.