Effective Communication Strategies and Tools

This assignment delves into the crucial role of effective communication in diverse settings. It examines a range of communication strategies, explores the utilization of various tools for enhanced communication, and emphasizes best practices to ensure clear and impactful message delivery. The provided sources encompass academic articles, patents, and online resources that shed light on different aspects of communication theory and application.

MANAGING
COMMUNICATION
1

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1and 1.2 Different decisions to be made and information and knowledge needed to make
decisions.......................................................................................................................................3
1.3 Internal and external sources of information and understanding...........................................4
1.4 Recommendations for improvement in methods used in selection and analysis of
information for business start-ups................................................................................................5
2.1 Stakeholders which can influence the process of decision making.......................................6
2.2Methods to contact stakeholders and develop business relation with them...........................7
2.3Plan to improve identifying the stakeholder in the process of decision making ...................7
2.4Strategies for improvement in future......................................................................................8
TASK 2............................................................................................................................................8
3.1 Reporting existing processes of communication in the given case study..............................8
3.2 Designing ways to improve the appropriateness...................................................................9
3.3 Comparing different communication processes and explain how the voluntary organization
can improve appropriate communication along with integration of communication system....10
3.4 Personal plan to improve own communication skills.........................................................10
4.1 Reporting on existing approaches to the collection, formatting and storage as well as
dissemination of information and knowledge............................................................................11
4.2 Carrying out appropriate changes to improve collection, formatting and storage as well as
dissemination of information and knowledge............................................................................12
4.3 Implementing strategy to improve access to system of information and knowledge .........12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14
2

INTRODUCTION
Managing communication is the most important process which shows that how
management can interact with all its employees. This is helpful for management to motivate
employees and retain them for longer time span. Present report is based on Bulgaria Brista
restaurant which provides varied kind of products and services to end users. Furthermore,
another voluntary organization facing issue related to communication has also been selected.
Furthermore, different methods used to develop better business relationship are explained along
with its potential impact on business performance. Similarly, existing processes of
communication are explained along with effective aspect to collect, store and disseminate data
among end users. In addition to this, strategies applied for access to system of information and
knowledge is analyzed effectively.
TASK 1
1.1 Different decisions to be made
To start a business is not an easy job. It needs to make several major decisions. To open
restaurant Bulgaria Bistro, following decisions are needed to be taken: Savings: The restaurant may not generate profits at initial stages or the owner may not be
capable to pay even salary to himself. An important step is to see if savings can carry
business till it turns into profit (Saft and et. al., 2011). Financing: If the owner does not uses his own money for starting business, then it needs
sources of finance. It is to be decided whether funds should be raised from bank or any
other financial institution.
 Site: The location of the cited restaurant has to be determined. It should be sited in such a
place where many customers are attracted. If it is out of the way or people find
difficulties to find it,then it limits the possibilities of success. Propinquity to rivals is also
required to be taken into account. Along with this, the location should offer chances of
expansion of business.
1.2 Information and knowledge needed to make decisions
Information and knowledge needed to start a business:
3

The owner of Bulgaria Bistro has to gather a lot of information and knowledge before
starting restaurant. It is to be considered that is the business prepared to take risk. It will have
risk towards savings. Then information and knowledge has to be gathered regarding market. The
extent of the market for its food products or services has to be seen. Then the customers and
competitors has to be identified. Along with this information in context of machinery and
equipment has to be taken into account (Steele, Research In Motion Limited, 2010). Also, costs
involved in buying capital equipment should be taken into consideration. With the above factors
the selling prices has to be calculated. Use of knowledge has to be regarding inventing new ways
of selling food products and services in the restaurant. With these, information and knowledge of
laws and legislation has to be gained.
1.3 Internal and external sources of information and understanding
There are several internal and external sources of information and knowledge which is
crucial for every start up business. It is because of their dependency regarding the needs of
taking some specific decisions to start cited restaurant. It can approach its stakeholders to gain
information and knowledge. But this requires some positive methods and ways to be critically
executed in the business with some reliable collected data by the taken stakeholders. The internal
stakeholders such as employees, suppliers, customers, managers, sales data, data of HR section,
internal management database and clients can be a good sources for taking internal information
(Moore and et. al., 2013). These intrinsic sources can collectively support the mentioned
restaurant to ascertain some present records of trading and profit and loss account. This will
depict the exact status of their implemented activities of business. It will aid the start up to
acknowledge any needed changes to be made in the existing plans and procedures by considering
the financial status of business for overcoming any type of removable failures in losses. These
are the sources which are present inside the organisation. The external stakeholders can be
effective source for gaining external information and knowledge. They could be government and
its bodies, print media such as newspapers and business magazines. It will crucially support the
restaurant to face some outer challenges by collaboratively seeing the dependability of its
propinquity close positioning. When the start up has to take any type of decision, then it is
require to take use of information and knowledge derived from both these sources for efficiently
taking the decisions (Viswanath and et. al., 2013).
4

1.4 Recommendations for improvement in methods used in selection and analysis of information
for business start-ups
Every business firm needs to take decisions on the basis of assembled data taken and then
it is utilised in taking effective decisions. The manner in which the application of information
and knowledge is done will determine the success and development of Bulgaria Bistro. It is only
possible if helpful and effective information is taken from several sources. The recommendations
for improving data collection ways are elaborated below:
 Conducting market research: The mentioned restaurant can take the information and data
through several sources if it prefers market research. It needs to survey and analyse
market, rival restaurants, clients and customers for maximising the amount of data taken.
After, collection of data it has to be compared and set for making decisions (Liu, 2010).
 Taking continuous feedbacks: By taking feedbacks and reviews by doing surveys and
questionnaires cited organisation can bring improvements in the existing methods for
using and analysing information for business. Feedbacks can be taken from internal
stakeholders as well as external stakeholders. Their opinions and viewpoints will be very
beneficial for the organisation in making the decisions more effectively. It will aid in
measurement of productivity along with efficiency of each and every member working in
the restaurant.
 Reducing the role of middlemen: The mentioned restaurant can practice direct
communication between the employees and the top managers (Takano and et. al., 2010).
It will save the time and resources of the organisation and reduce unneeded doubts and
confusions .
 Holding regular meetings: There should be regular meetings including interaction and
discussion sessions with the chefs, helpers, waiters and all other supporting staff. They
can give their ideas and opinions along with enhancing whole communication in the
organisation (Verčič Verčič and Sriramesh 2012). It will motivate the employees to share
their opinions and suggestions and will develop feelings in them that they are a part of the
whole decision making process.
However, there is no particular way or means which has to be adopted for making
improvements in presently preferred methods for assessing information for the mentioned
5

restaurant. Instead, it should integrate all the ways and approaches which will create synergy in
the organization. It will enable the firm to successfully implement its strategies.
2.1 Stakeholders which can influence the process of decision making
In order to establish new business that is Bulgaria Bistra restaurant which is engaged in
selling food products to the wide range of customers . There are some of the stakeholder which
affects the process of decision making and it influences on the business are discussed below:
 Employees- These are the internal stakeholders which have direct effect on the process of
decision making. Further, companies are required to ensure that employees do not make
any negative impact on functioning and decisions. If the suggestion and opinions of
employees are not considered by the business then it will develop dissatisfaction among
them and it will affect the functioning of workplace (Arvidsson, 2010).
 Owners- They are also considered as the essential stakeholder of organisation and there is
direct impact on goals as well as objectives which are implemented by them.
 Customers- They are the external stakeholders of the business and affects the decision
making process of the stated business. One of the main objectives of the company is to
meet requirement of customers and satisfy them. Thus, it can be said that changes are
made on the basis of demands of the customers (Ballantyne and et.al., 2011).
 Government- These are the stakeholder of the stated business which are required to
consider by the business and it al;so influences in the process of decision making as there
are different types of rules and regulation are imposed by the government.
 Suppliers- It is considered as an important stakeholder in the hospitality sector. It is
important for restaurant to get appropriate stuff for providing quality services to the
customers. Thus, at the time of making decisions at restaurant it is required consider the
different suppliers in an effective manner (Austin and et.al., 2015).
 Shareholders- They are the people who are engaged in the process of making appropriate
investment in the company. Furthermore, they also expect an appropriate rate of return on
the investment made by them. It is important to offer discount and keep them satisfied. In
order to stay shareholders in the company all of the activities are required to carry out in
an appropriate manner which will increase profitability and revenue of the organisation.
In return it will increase the amount of dividend to the shareholders.
6

2.2Methods to contact stakeholders and develop business relation with them
There are different types of methods that can be adopted by new business for the purpose
of developing long term relationship with the stakeholders (Arvidsson, 2010). One of the most
effective method for contacting is related to meeting that is carried by the business with the
different stakeholders including customers, employees, owners and government. In order to
aware employees regarding the needs and demands of customers it can be done by carrying out
meeting on a particular period of time. Through meetings, the company gain knowledge
regarding the views and opinions of employees along with the objectives of owners. On the other
side, there is increase in the relationship with the different stakeholders by complying with rules
and regulations. Furthermore, in order to contact the external stakeholder such as customers, the
company uses promotional events and surveys. These are some of the effective methods which
create awareness regarding the products and services which are provided to the customers
(Arvidsson, 2010). Apart from this, it will be helpful for the purpose identifying changes in
needs and demands of customers and they can offer products as per their requirements. Thus, it
develops satisfaction among the customers and helps in developing a long term relationship.
2.3Plan to improve identifying the stakeholder in the process of decision making
The new enterprise is needed to ensure their stakeholders while carrying out the process
of decision making. There is requirement to make effective plans. They are required to consider
all stakeholders such as government, customers as well as suppliers at the time of taking decision
pricing strategy. The customers wants quality products at the reasonable prices while the main
aim of investors to earn high level of profit against the investment (Ballantyne and et.al., 2011).
Owner of the business needs high level of profit but at the same time government requires that
the prices of products should be reasonable. Thus, the company is needed to become aware about
objectives of their stakeholder before implementing the strategy of pricing. Furthermore, In case
of location, the business need to decide the place which will be easy for the customers for buying
the products. Thus, there are different types of channels for contacting stakeholders such as
newsletters, notices and telegraphs which are adopted by the company (Coombs, 2014). These
channels help them for contacting different types of stakeholders to involve them in the process
of decision making. Thus, there are some of the steps which are taken by the business in order to
identify the stakeholder in the process of decision making process of the business.
7

2.4Strategies for improvement in future
There is requirement to develop some effective strategies by the organisation for
achieving goals and objectives. There different strategies which can be adopted to improve the
process at Bulgaria Bistra which is mentioned below:
Take feedback-The strategy of taking feedback from the managers and employees which is
useful for the business in order to make improvement in the communication along with the
process of decision making. Thus, taking feedback is an important aspect for business so that
they can make improvement (Greene and et.al., 2011).
Using information technology- Organisation is required to use appropriate techniques of
information technology for improving the process of decision making. There are certain
techniques such as ECRM which will help in developing and maintaining long term relationship
with their customers. On the other side, technology can be used to contact the stakeholders in the
process of decision making and this includes using different tools such as e-mails and certain
forms of communication (Fairhurst and et.al., 2010). Thus, it can be stated that technology is
considered as an important aspect which helps business in the process of decision making.
TASK 2
3.1 Reporting existing processes of communication in the given case study
The current process of communication is top down horizontal and superment work on the
sepect projects at the same. The main issue is related to no real to value to vertical
communciation which affect outcome of the business to a great extent. For this purpose, it is
important for business to cope up with changing scenario and deliver good quality of services to
large number of buyers. According to the given case, the major issue is related to lack of time
through whic information is not passsed on to employees (Eppler, 2006). However, the hostizal
top donw communication was followed due to different kind of work and its direct impact on the
business of firm. Such kind of sceanrio affect business performance to a great extent and
corporation faced issue in delivering good quality of services on right time. Furthermore,
employees associated with small political activists require proper communication so as to all
related parties can be work in the direction of growth and development of the business. However,
lack of comunication plan tends to increase frustration level of employees and force them
8

to ,eave the job as soon as possible. It can be critically evaluated that supervisors was not able to
communicae with personnel and neither she took views as well as suggestions of workforce.
Though, the issue was related to time management whereby firm faced several kind of issues.
Moreover, a normal procedure of communication is followed under which workforce are
just informed regarding the work to be done. It can be critically evaluated that two way
communication procedure is not ensured becuase of lack of time (Leeuwis, Leeuwis and Ban,
2004). However, the nature of project does not allow supervisor to keep record related all these
filed. Still the current prcoedure of communication is not significant and the same does nto
contribute towards motivation of personnel.
3.2 Desining ways ot imporve the appropriateness
There are different methods to improve the appropriateness of communication process
under which management of voluntary organization can effectively implement the stuiable
communication. This process consists of suitable approaches and time saving aspects such as
written commmunication methods, e-mail and writing memos etc. These practices facilitate to
learn new approaches for completing the work and making personnel more happy with current
work situations (Ruggles, 2009). Furthermore, multiple channels of communication can be
applied under which supervisors provide a chance to employees to share thier feelings and views
regarding a particular project. At the sametime, weekly or monthly face to face meeting must be
conducted whereby it becomes easy to reduce the frusration level of employees and increase
thier motivation to a great extent. Apart from this, top down and down to top commuication can
also be implemented whereby management can effectively interact with employees. Such kind
of procedure increase rate of return of the firm and accomplish long as well as short term
objectives in the marketplace. Apart from this, writing memos and notice board are the effective
aspect for current volutary organization whereby supervisor can be manage the timely
communication with all its employees (Ailawadi and et.al., 2009).
Moroever, communication procedure can be improved by using two way procedure to
intereact with buyers. This assists workforce to ensure thier contribution in the decision making
procedure. At the same time, voluntary organization will be able to manage all its project and
personnel will also be taken part in the decision making procedure.
9

3.3 Comparing different communication processes and explain how the voluntary oranization
can imporve appropriate communication along with integration of communication system
The integratio of communication system is very important through which management of
business can effectively produce valid outcome in the direction of growth and success of
business. As per the given case voluntary organization is facing issues of communication
between employees andmanagement. However, appropriate mode of commuication, like interest,
wrrite and face to face communication can create sense of satisfaction among personnel. This is
becuase by usingi internet or email managemnt float information to employees and then reply of
the same is also provided (Jones, 2009). This tends to be the intereact process. Apart from this,
face to face meeting can also be effective under whcih personnel are provided guidance and their
isues get resolved on right time. For this purpose, e-mail and memos as well as telephonic
conversation can take place between management and employees.
This would be effective to increase thier attention and support them to contribute towards
growth and success of the firm. Apart from this, formal and information procedure
communication can be maintained under which supervisor can taken meeting with other
members. At the same time, immediate supervisor must ensure to have information
communication at certain point of time (Kim, Song and Kim, 2009). This would be effective to
retain them for longer time span and create competitive edge of the business in the marketplace.
Apart from this, information processes of communication can be promoted within department
also. This would be effective to increase the motivation level of workforce and support them to
accomplish numerous activites regarding strength of the business.
3.4 Personal plan to improve own communication skills
According to the given case scenatio, supervisor is facing issue related to lack of
communication due to time related issues. In case i will work on the position of Supervisors then
following plan will be implemneted by me for improving communication skills- Language proficiency-It is the most important skills i need to work upon under which i
focus upon improve basic lanaguge as English which is easily understood by all people.
Here, use of words and fluency will be considered. In addition to this, common language
10

 Presentation skills:The good presentation skills arrived only trough level of confidence
of person. According to the given situation confidence of workforce is boosted just with
the help of practice on improving the presentation skills (Kitchen, 2013). Leadership skills-Being supervisor, i must be good leader who adopt situational like of
leadership whereing work is get done effectivelty aloing with maintaining higher level of
motivation among personnel. At this juncture, i will adopt autocratic and democtractic
leadership style in accordance with set procedure. This facilitates to accomplish
communication procedures effectively as all employees will be communicated about thier
task in an effectual manner (Wilson, 2002).
 Learning and development-I will refer different sources such as books, journals and
training session to intereact with members and making them understand about work
related areas. At the same time, i will put efforts to develop varied skills through which i
can coordinate with different department and projects in an effectual manner. Apart from
this, social media and other related aspects can be used by supervisor for updating the
knowledge and accordingly adopt suitabkle strategies to complete all related projects on
right time (Riddle, 2013).
4.1 Reporting on existing approaches to the collection, formatting and storage as well as
dissemination of information and knowledge
The existing approaches for collecting information is reviwing the project and assess
performance of personnel. However, voluntary organization is facing issue related to
inappropriate work environment where workforce are not informed about thier work related
areas. On the other hand, formatting of information is done by using existing step of record
keeping. The basis focus might laid on mannual record keeping for collecting data and
presenting the same. For example, voluntary organization collect information related to human
resources department, IT and research & development (Eppler, 2006). However, storage is done
by using suitable aspect under whcih all workforce are asked to carry out task on the basis of
given deadlines. In addition to this, dissemination is not done properly becuase of lack of time. It
is main barriers in accomplishing long as well as short term objectives of volunatry organization.
At this juncture, business need to shed light on effective approaches for growth of the business
11

and development of workforce. It is showing that existing approaches are to going to help
workforce as well as management to carry out all operational activities effectively.
In addition to this, formatting is done on department basis. For example, HR department
handle the work related to recruitment and selection and then all data related to attrition rate are
recorded (Leeuwis, Leeuwis and Ban, 2004). This proves to be effective to create competitive
edge of the business in the marketplace. It shows that current procedure of information and
knowledge can be changed by using appropriate method to meet the expectations of all related
stakeholders.
4.2 Carrying out appropirate chnages to improve collection, formatting and storage as well as
dissemination of information and knowledge
The appropriate change can be brought in the collection, formatting and storage as well
as dissemination of information. At this juncture, supervisor can focus on technological
innovation so that accordingly data collection, formatting and storage procedure become quite
easy. For example, Excel and word format can be used for collection of information and the
same can be applied for effective formatting. This facilitates to keep effective record keepign
system and accordingly cater need of entire business in an effectual manenr (Ruggles, 2009).
However, voluntary business given in case can go for updated software for inhouse operation.
Apart from this, formatting of collected data is done by using those specific software. Hence,
formattng makes it possible to keep the data format shot and precise. Apart from this, storing is
done in the excel format and other related advanced technologies such as flash memory. This in
turn resources can be utilized effectively. At last, dissemination of data cane be done with the
help of e-mail and other related technologies. For instance, social media marketing are used for
advertisement and connecting with number of poeple. Moreover, data sharing or file sharing kind
of procedures are used by business so that accordingly related parties can gather information of
the business.
4.3 Implementing strategy to improve access to system of information and knowledge
There are several kind of strategies to improve the access to system of information and
knowledge. Here, voluntary organzation can follow the below mentioned approaches for
accessing information and knowledge at the workplace-
12

 Reliable data sources-This indicates that all information collected for the business must
be through reliable sources. Here, management ensures to accesscensus data and site of
firm and other related trend for collecting the information (Ailawadi and et.al., 2009). Current and valid information-All the collected information must be current and valid so
that accordingly valid outcome can be obtained. Here, current trend can be analyzed by
accessing suitable site for collecting the information. Furthermore, data must be current
and valid so that voluntary business can be effectively seek its growth.
 Effective security system-The system used for collection and formatting of information
effective security system can be used. Further, password is kept for electronic sotware
applied for the business (Jones, 2009).
CONCLUSION
The aforementioned report concludes that effective management of communication is
important for the business and its growth as it supports corporartion to accomplish long as well
as short term objectives in the marketplace. However, technological advancement is important
for business to deliver good quality of information and store the information so as to disseminate
the same a most fruitful manner. It can also be said that effective communication procdure tend
to attract more buyers and support all its stakeholders to create competitive edge in the
marketplace. Apart from this, key people or personnel must be incorporated in the business
decision making process.
13

REFERENCES
Journals and books
Ailawadi, K. L. and et.al., 2009. Communication and Promotion Decisions in Retailing: A
Review and Directions for Future Research. Journal of Retailing. 85(1). pp.42–55.
Arvidsson, S., 2010. Communication of corporate social responsibility: A study of the views of
management teams in large companies. Journal of Business Ethics. 96(3). pp.339-354.
Austin, E.W. and et.al., 2015. Strategic Public Relations Management: Planning and Managing
Effective Communication Campaigns (Vol. 10). Routledge.
Ballantyne, D. and et.al., 2011. Value propositions as communication practice: Taking a wider
view. Industrial Marketing Management. 40(2). pp.202-210.
Coombs, W.T., 2014. Ongoing Crisis Communication: Planning, Managing, and Responding:
Planning, Managing, and Responding. Sage Publications.
Eppler, M. J., 2006. Managing information quality: Increasing the value of information in
knowledge-intensive products and processes. Springer Science & Business Media.
Fairhurst, G.T. and et.al., 2010. The social construction of leadership: A sailing guide.
Management Communication Quarterly. 24(2). pp.171-210.
Greene, J.A. and et.al., 2011. Online social networking by patients with diabetes: a qualitative
evaluation of communication with Facebook. Journal of general internal medicine. 26(3).
pp.287-292.
Jones, R., 2009. Personal knowledge management through communicating. Online Information
Review. 33(2). pp.225–236.
Kim, Y. A., Song, H. S. and Kim, S. H., 2009. A new marketing strategy map for direct
marketing. Knowledge-Based Systems. 22. pp.327–335.
Kitchen, P.J., 2013. Marketing Communications. Qualitative Market Research: An International
Journal. 5(2).
14

Leeuwis, C., Leeuwis, C. and Ban, A., 2004. Communication for rural innovation. Blackwell
Publishers.
Ruggles, R., 2009. Knowledge management tools. Routledge.
Wilson, T. D., 2002. The nonsense of knowledge management. Information research. 8(1).
pp.81.
Liu, B.F., 2010. Distinguishing how elite newspapers and A-list blogs cover crises: Insights for
managing crises online. Public Relations Review, 36(1), pp.28-34.
Moore, R. and Lawhorne, B., Jpmorgan Chase Bank and NA, 2013. System and method for
managing customer communications over communication channels. U.S. Patent
8,358,771.
Saft, and et.al., 2011. Graphic user interface for displaying content selections on a display panel.
U.S. Patent D638,025.
Steele, J., Research In Motion Limited, 2010. Icon for a hand-held electronic device display.
U.S. Patent D612,394.
Takano, and et. al., 2010. Graphical user interface for a computer display. U.S. Patent
D614,192.
Verčič, A.T., Verčič, D. and Sriramesh, K., 2012. Internal communication: Definition,
parameters, and the future. Public relations review, 38(2), pp.223-230.
Viswanath, K.J., Hubli, M.S. and Kumar, M., Cisco Technology, Inc., 2010. Method and system
for managing communication of router information. U.S. Patent 7,643,485.
Online
Riddle, J., 2013. Effective Communication Skills. [Online]. Available through:
<http://workawesome.com/communication/effective-communication-skills/>. [Accessed
On 6th February 2017].
Communication. 2017. [pdf]. Available through: <http://www.pmi.org/~/media/PDF/Knowledge
%20Center/Communications_whitepaper_v2.ashx>. [Accessed on 6th February 2017].
15