Improving Communication in Business

This assignment examines the crucial role of communication in business success. It emphasizes strategies for enhancing communication skills within organizations and highlights the importance of information and knowledge management systems. The report delves into how businesses can effectively collect, store, and disseminate information to improve stakeholder satisfaction and overall operational efficiency.

MANAGING
COMMUNICA
TION

Table of Contents

INTRODUCTION
In every business organisation effective information and knowledge within workforce
plays a very crucial role so as they can improve their quality of working. In this manner effective
communication channels so as they can share their knowledge, information and message related
to business. Corporation required to adopt effective medium and channels of communication so
as each functional department can connected with each other and also stakeholders can get touch
with business entity. In a simple word it can be said that communication is a process under which
sender send their message and information to receiver and they can decode the information in
their own meaning (Zimmerman and Shelley, 2016.). Communication management is a
systematic planning, implementing, monitoring and revision of all channels of communication
within an enterprise. The following project report provides a depth knowledge and understanding
about the management of communication, knowledge and information within the organisation. In

addition to this, in order to operate new food business in the Germany, owner required effective
internal and external sources of information and understanding. Thus, this project report
provided effective knowledge about the internal and external sources of information and
recommendation for improvement needed for start up business has been also addressed in this
report. At the end of the project, various approaches to the collection, formatting, storage and
dissemination of information and knowledge in the business has been also discussed in this
report.
TASK 1
1.1 Discussion about the range of decisions to be taken within the new start-up
Five star Food restaurants is newly start-up business in the Germany which delivers the
high quality of food product and services to customers. Its major aim is to attract the large
numbers of customer and gain effective market share in the Germany market. While owner of
Five star Food restaurant starts the business then he/she required to take various kind of business
related decision. In order to take effective decision for the firm, owner required an effective
source of communication and highly relevant information. Following are some decision which
have to take the Five star food restaurant-
 Strategic Decision- In order to attain the business objective within a time and gain
effective brand image in the market, corporation required to develop impressive strategy.
Thus, in this strategic decision company required to consider effective policies, practices,
strategies, tactics for the business. It is a long term decision under which firm involves
with huge investment of funds (Chien and et.al., 2015). Generally top management
takes such kind of decisions related to business strategy, policies and practices.
 Operational decision- This kind of decision is related to day to day operation within the
functional department of business entity. This decision can take for the implement the
strategies and activities within the business firm. This decision generally taken by the
lower and middle level management. Five start restaurant can take the decision related to
the production , procurement, location of plant, distribution etc.
 Marketing decision- In this includes the decision related to promotion, advertisement etc.
In order to publicity about the food product and services in the Germany market
marketing manager of cited venture can consider on this decision.

 Programmed Decisions- These decisions are taken by the lower level department in the
corporation. In this manner, various decision can be taken such as raw material, granting
leave to an employee, supply of goods and implement to personnels.
1.2 Examine the information and knowledge required to ensure effective decision making
As per the above discussion it has been ascertained that in order to establish the new
start-up Five star food restaurants in the Germany market, owner required to take various kind of
decisions related to business. In this manner company have to consider on various kind of
knowledge and information. Following are some information and knowledge which cited venture
required in the business- Customer taste and preferences related knowledge and information-As Five star
restaurants is the food restaurant company which based on the customer demand and taste
hence company required to identify the customer taste, preferences, choice and culture so
as it can deliver the effective food product and met their expectations (Hawkins and
Tredgett, 2016). Technological knowledge and information- Technology is essentially required in the
business and it adopted in every functional department like finance, marketing, human
resources etc. In order to gain speed up the business performance in the market, firm
required the latest technology. In this manner, firm should regularly maintain an update
the technology.
 Market knowledge and information-In order to smooth functioning of business,
corporation required to conduct market research so as it can identify the appropriate
knowledge and information about the market. In this manner knowledge related to
current available competitors in the market, pricing strategy, economic condition,
political forces related knowledge is essentially required.
1.3 List internal and external sources of information and understanding
In the context of Five star food restaurant company, the owner can collect the information
and knowledge from various internal and external sources which are as follows-
Internal sources

 Financial information- In this section cost of products, profit and loss, salary, tax rate,
interests rates related information are includes. Finance related information assists in
taking the decision related to allocation of fund, reducing the risk etc.
 Marketing information- In this source all marketing related knowledge and information
are included such as advertisement, promotion, distribution etc. In the context of Five star
restaurant, marketing manager required to identify the information related to distribution,
promotion, advertisement etc (Harrison, and Van der Laan Smith, 2015).
 Manufacturing information-In this section, material of cost, supplier detail,
manufacturing expenditures, labour wages etc information are included. In the five star
food restaurant, owner required to collect the information related to supplier cost, cost of
raw material, equipment of production etc.
External sources
 Government agencies- In order to smooth functioning of business, company required to
identify the legal and lawful information. Company needed to use legal information so as
it can consider all legal and ethical aspect in the business unit.
 Private information providers- This sources provides the information related to the
sales figure in the market and other similar company's performance. This kind of
organisation supply the information related to current market trends and environment
which assists to the five star company in developing effective business decision.
1.4 Recommend any improvement in the method used in the selection
As per the above discussion it has been ascertained that information and knowledge about
the business is very important for the Five star restaurant. In order to improve the knowledge and
information cited venture should consider following recommendations- Computerised decision support system- This is very effective strategy to improve the
information and knowledge about the business. In this manner, all information and
knowledge about the business are analysed and interpret with help of computer system.
Company should use the effective and latest computer technology so as it can improve
the speed of information and knowledge and all functional department can easily connect
with each other (Doney, Cannon and Mullen, 1998). By this computer system, user
can also analyse and present the data so that users can make decision more effective
manner.

 Competitor intelligent system- In this system , information and knowledge can gather,
analyse and distributes intelligence about product, customers, competitors ad any aspects
of the environment needed to support executive and manager making strategic decision
for an enterprise.
 Customer support- In this system company should use customer support under which
firm can identify the customer feedback and review about the product and services. It
easier manner to solve the queries of customers and make appropriate way to find the
feedback information about the product and services.
TASK 2
2.1 Identification of various stakeholders and their actions
Stakeholders are those people in the business enterprise who are directly and indirectly
influence from the business activities and functions. They are interested to know the business
information and decision thus firm should always consider then at the time of business decision
making. In the context of five star restaurant major stakeholders are employees, customer,
government, supplier and investor. In order to smooth functioning of business, cited venture
required to make satisfied these stakeholders and deliver them effective business related
information. Following are some stakeholder of the cited venture-
Employees- The business success and effective performance is largely depends upon the working
of employees. In order to make them satisfied, firm should render effective monetary and non
monetary rewards. They desire effective salary packages, reads, effective working condition and
policies (Kreuter and McClure, 2004). Company should make them always satisfy by fulfilling
their requirement related to business. Their effective performance can assist form in attaining the
business objective within a time and develop competitive advantage in the market.
Customer- Customers are those stakeholders who required high quality of food product and
services. Company's profitability and success is largely depends upon the customer satisfaction
level thus firm should always maintain healthy relationship with them by providing effective
information about product and deliver high quality food in the reasonable prices. While company
takes nay business related decisions then they have to consider customer choice preferences and
taste.

Suppliers- Suppliers are those people who delivers raw material, semi finished good to company.
Five star food restaurant is food manufacturing business which delivers high quality of food to
customers. In order to produce high quality of food, firm required effective suppliers thus it is
very important to maintain healthy relationship with them by make regular payment and make
effective order (Gudykunst and et.al., 1996). Suppliers required to know the financial
condition and profitability of firm thus company should always consider their demand and
requirement in the business.
Government- Government involvement in the business is high and it is a body which develops
taxation policies, practices, rules and regulation. Company should always consider these
practices and regulation while it operates business in the market.
2.2 Explanation about the strategies and methods to maintain business relationship with
individuals
As per the above discussion it has been ascertained that there are various kinds of
stakeholder in the Five star restaurant whose directly and indirectly influenced by the company's
decisions. In addition to this corporation is also required to maintain the effective and healthy
relationship with stakeholder so as they can satisfy from the business. It is very important for the
company to keep satisfied all stakeholder so as determined objective can easily attain within a
time period. In order to maintain the health relation, cited venture needed to consider following
strategies and methods-
 Identify stakeholder- In this first stage, company required to develop appropriate target of
communication. In this stage, company identity that from which stakeholder it desires to
maintain the relationship. It is important stage to get the detail about the interest.
 Priorities- After selecting the stakeholder, in the nest stage corporation required to set the
priorities through which it can identify the need and requirement of various stakeholder.
 Understand the needs-In this stage, company required to identify the need and
requirement of the stakeholders and identify the information which is necessary for the
stakeholder.
 Engaging-In this stage, company should require to develop innovative way of
communication system so as it can maintain effective communication with all
stakeholders (Theories on Communication in Organizations. 2016). In this manner,

cited venture can use the collaborative software package so asd they can maintain regular
communication with them.
2.3 A plan to involve the identified people in the decision making process
In an organisation, management have major responsibility to keep satisfies all stakeholder like
customer, employees, government, suppliers etc. By taking their participation in the decision
making process, management can easily satisfy their needs and wants related to the business
activities and functions. By taking the participation in the decision making process, management
can able to know the actual issue of stakeholder and their feedback and review about the business
activities and functions.. By involving the participation in decision making can assist in improve
the quality of decision related to business activities and function. They support to company in
developing unique and effective performance in the market. Worth of decision making can be
enhanced by contribution of various stakeholders in decision making by bridging the perception
of each stakeholder with the entire perception. In the decision making process while all members
and stakeholder are involved then decision can take in an appropriate manner because
management can able to get the different view, opinion, idea and suggestion of the stakeholders.
2.4 Design the strategies for future improvement in this process
In order to manage the stakeholder within the five star restaurant, company can adopt various
strategies- For customers- Customer required high quality of food product and services from the
cited venture in the reasonable price. In this manner, firm needed to identify the customer
need and wants related to food product and set effective pricing strategy which can afford
by customer. Furthermore, effective customer support system, delivery, distribution can
also make them satisfied. For employees- Employees required effective salary, wages, rewards system, working
policies and environment. In order to make them satisfied, corporation required to adopt
effective working practices and reward system, In addition to this, firm should take their
participation in the decision making process so as they can get highly satisfied. Government- In order to make government satisfied and manage them, company required
to follow all regulation, rules, taxation policies and legislation which has been developed
in the UK government.

 For Suppliers- In order to manage the relationship and satisfied supplier, cited venture
should make regular and timely payment to them.
TASK 3
3.1 Explanation about the business communication process
As per the given business scenario, Five star food restaurants is going to expand its business in
the Germany and it is going to buy a well established cafe. In order to expand the business in the
Germany market, firm required to communicate with each stakeholder about the business
expansion strategy, policies , structure etc. Following are a systematic communication process
which can adopted by the cited venture-
 Sender- Sender is very important person in the communication process who generate the
idea and information for convey to receiver. He/she generates the idea by his attitude,
skill, experience and knowledge. In order to communicate with receiver, sender can use
various methods like word, spoken, written, gestures etc. Owner of the Five star cafe can
communicate the information about the business expansion to all stakeholder by use of
word and written method.
Illustration 1: Communication process
Source:

 Encoding- In order to convey the information and message to various stakeholder
manager of the cited new venture required to encode the whole message. It includes
symbol, phrases etc. These term can assist receiver to easily understand the message. Transmission- In order to convey or transfer the message and information to the receive,
company required to select the medium of communication. Either they can use oral or
written communication channel. In the context of oral communication, cited venture can
use phone, mobile, face to face interaction, open session, team meeting etc. On the other
hand in the context of written communication business letter, email, notice, fax,
application can includes (Chang, and Bazarova, 2016.). Decoding-Once the message arrive to the receiver then he/she understands the meaning
and objective of message in their own languages.
 Feedback- Once the information arrived to receiver then receiver can send the feedback
again to the sender. The feedback is important part of communication through which
receiver ensures that he/she understands the message and objective of communication
effectively.
3.2 Explanation about different ways to improve the communication process
In order to improve the existing process of communication in the new five star cafe, the owner
have to consider on the following strategies - Repeat the message again and again- In order to improve the communication process in
the cited venture, individual should repeat the important message and information again
and again. In addition to this, sender should also repeat the message and information
before sending to receivers. Effective listening and reading the message- This is another major strategy to improve
the process of communication in the organisation. In this manner individual should
consciously listen the word of another person and read the message consciously before
sending to another one. Encourage information sharing- In the new five star Cafe, company should promote the
stakeholder for sharing the information at large extend so as every one can aware about
the information of new business expansion. In order to improve the communication
process, it is very important strategy through which every one get aware about the
information.

 Create open dialogue- In this strategy, management should always keep employees ware
about the changes, progress and future plans. In addition to this, they should invite the
employees in the business decision making process so as they can ware about the
business polities, strategies and tactics for new business expansion.
3.3 Implement improvement to ensure greater integration of systems of communication
As per the above discussion it has been ascertained that there are various ways to
improve the communication process. In order to implement these strategies in the business
entity, management required to adopt an effective planning which are as follows- Understand and analyse the current situation- In order to implement the effective
communication improvement strategy within the business enterprise, firm should
understand the actual current situation of business. In this manner, corporation should
understand the internal and external business environment of organisation. In the context
of Five star cafe, management requires understanding the actual business environment
like employee's behaviour culture, structure, functional department etc. According to the
internal business environment. Communication strategy can implemented in the
organisation. Communication strategies- After analysing the internal and external business
environment, in the next stage, company required to develop effective communication
strategy. In this stage, they decided to develop new communication strategy through
which various functional department can easily communicate with each other.
 Evaluation- At the last stage, after implementing the communication strategy,
management required to evaluate and control the process of communication within the
various department of corporation.
3.4 Ways to improve own communication skill
As per the given scenario, I am leader of the news expand business of five star cafes in
the Germany I have various roles and responsibility like mange the team member, Maintain
coordination, support individuals so as determined objective can easily attain. In order to fulfil
there purpose in the company, I required to improve my communication skill. Following are
some effective ways to improve my communication skills-

 Effective listening- This is the best strategy to improve the communication skill under
which I should effectively listen the word of another so as I can effectively understand
the meaning of another. Positive attitude- In order to improve communication skill, I should have required to
adopt positive attitude through which I can impress the listeners. Use gesture- This is another effective way to improve communication skill under which I
should use gestures. Gestures can help to understand our feeling in front of another
person. Eye contact- Eye contact is another major strategy to improve the communication. I
should use eye contact while I communicate with other person. Attend personality development and seminar- In order to improve my communication
skill, I should attend the seminar and personality development classes. In these classes, I
can get the opportunity to speak in front of other and face many audiences.
 Self learning- Self learning can aid me in improving my self confidence of taking in
front of another people. In this strategy, I can improve my body language by practising
by my own and confidently looking at the mirror and I can also prefer to speak in front of
may friends and family.
TASK 4
4.1 Existing approaches to the collection, formatting, storage and dissemination of information
and knowledge
As per the above discussion it has been concluded that there are various kinds of
strategies to improve the communication process in the organisation. By use of these strategies
firm can able to improve its communication process. In the five star cafe, manger can use various
strategies to expand the business enterprise. In order to collect, formate, store and disseminate
the information and knowledge, company can use following phases-
 First stage-In this stage, management use the particular information against the company
objective and using the social and cultural backgrounds. As per the objective and
company requirement various types of information such as statistical, referral and
statistical information can considered.

 Second stage- In this stage, information should be formulated according to the company
requirement. In this stage information can abstract, consolidating and necessary
formatting can made.
 Third stage- After abstract, consolidate and format the information of business, in the
next stage relevant and update information should be stored ion the venture. This process
can be done in the documentation form or ion online form.
 Forth stage- Sat the last stage , the dissemination of information should be sone and
should firstly verify the appropriate receiver of the information .Then the appropriate
media of dissemination of information should be selected.
4.2 Carry out effective changes to improve collection, formatting, storage and dissemination of
information and knowledge
After identifying the existing approach of collection, formulating, storage and dissemination of
information and knowledge , firm required to adopt the various strategies of communication-
Proper capturing of information- In this method information and data can effectively collect,
store and disseminate by using the content oriented and problem oriented information. In this
manner both kind of innovative and traditional approach can used by the organisation.
Collection of content oriented information- After proper capturing of the information, company
required to collect the content of data. Under this playing various criteria can be used to store
information such as library catalogues, specialized databases, digital libraries, web resources etc.
Captured information can be stored in database which is easy to retrieve according to the
required purpose (Harriso and Van der Laan Smith, 2015). Data bases such as electronic
databases, digital libraries and web resources can be used.
Creating data base in effective manner- Sat this last stage, management create the data bases it
should efficiently and effectively organise and store according to the purpose of the
dissemination.
4.3 Implementation of the strategy to improve access to the systems of information and
knowledge which can be used to strengthen of business enterprise
In order to better implement the information and knowledge system within the company, firm
should consider on various strategies-
Define the goal- In this stage, management required to analyse the business environment and
determine the objective of business.

Target audience- After analysing the business environment, in the nest stage, management target
the audience. For this listening and analysing each group in business is important.
Coordination-In this stage management requires to conduct the proper coordination among the
various department of firm (Gong, Intel Corporation, 2015)
Handle communication issue-In this stage manager identify the communication related issue and
problem. Problems such as conflict, misunderstanding, cultural differences and dealing with
difficult people can be arisen.
Support of senior manager- In this stage, company required to support the senior manger so as
information and knowledge should be kept up to date and methods of collecting information and
knowledge.
Information and knowledge management strategy- At this last stage management required to
adopt effective knowledge and information related strategies in order to mange the large number
of information and knowledge.
CONCLUSION
From this entire project report it has been concluded that communication is a very
essential process in the every business organisation through which various functional department
and stakeholder can get touch with each other. In order to improve the communication skill
individual can use various strategies like eye contact, gestures, self learning, attending seminar
and personality development classes, positive attitude etc. From this report it has been also
concluded that In order to smooth functioning of business, cited venture required to make
satisfied these stakeholders and deliver them effective business related information. From this
report it has been also concluded that in order to improve the communication in the organisation
collection, formatting, storage and dissemination of information and knowledge is very
important so as information can easily maintain and stored in the organisation.It has also
concluded that Captured information can be stored in database which is easy to retrieve
according to the required purpose. Data bases such as electronic databases, digital libraries and
web resources can be used.

REFERENCES
Journal&Books