Business Communication Essentials

This assignment delves into the core aspects of business communication, examining its importance in information sharing within and outside organizations. It specifically analyzes legal, security, and confidentiality requirements in communication. The document further explores various negotiation approaches and provides insights into their application in different business contexts.

PRINCIPLES OF BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Importance of negotiation.....................................................................................................1
1.2 Features and used of various negotiation approaches...........................................................1
1.3 Components of negotiation tactics........................................................................................2
TASK 2............................................................................................................................................3
2.1 Various types of presentation................................................................................................3
2.2 Different resources use to develop presentation...................................................................3
2.3 Different methods of giving presentation.............................................................................4
2.4 Best practices........................................................................................................................4
2.5 Collect and use feedback.......................................................................................................5
TASK 3............................................................................................................................................5
3.1 Characteristics of bespoke.....................................................................................................5
3.2 Factors taken in developing and presenting bespoke............................................................5
3.3 Procedure of collecting information......................................................................................6
3.4 Techniques to develop bespoke............................................................................................6
3.5 Approval of bespoke.............................................................................................................6
TASK 4............................................................................................................................................7
4.1 Stages of information system................................................................................................7
4.2 Limitations and benefits of different information system.....................................................7
4.3 Legal, security and confidentially needs...............................................................................8
4.4 Use and effectiveness of information system........................................................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10
.......................................................................................................................................................10

INTRODUCTION
Business communication is information sharing between people within and outside an
organization that is performed for the commercial benefit of the organization. A communication
should be free from barriers so as to be effective. Under this given report mentions about the
various kinds of presentation and their needs (Bovee, Thill and Raina, 2016). Significance of
negotiation in business environment will be discussed under given report. Characteristics of a
bespoke documents are given under this report.
TASK 1
1.1 Importance of negotiation
Negotiation is the process of two individuals or groups reaching a joint agreement about
differing needs of ideas. Negotiation is a method by which people settle differences. It is a
process by which compromise or agreement is reached while avoiding argument and dispute.
There are some importance of negotiation given below:
 Understand the perspective of others
 Helps to resolve conflict
 Understand cultural differences
 Reach and agreement and achieve compromise
 Fair process
 Produce effective business relationships
 Smooth running of an organisation
 Efficient business
 Develop strategy
1.2 Features and used of various negotiation approaches
Negotiation approaches are given below:
Distributive Negotiation- With this type of negotiation, you look at the property or goal of the
negotiation as if it were a fixed amount of something (Guffey and Loewy, 2010). This is
sometimes referred to as a fixed pie negotiation.
Features of disruptive negotiation:
 Parties interests are opposing
 One person’s interests oppose the other’s.
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 Use of manipulation Competitive
Uses of disruptive negotiation:
 Maximising own interest
 Gaining a competitive advantage
 Disruption of competitors.
Integrative Negotiation- This negotiation approach is also called as collaborative or creating
value approach. It is superior to all negotiation approaches (Ruggie, 2011). It results in both the
parties feeling that they are achieving what they wanted.
Features of Integrative negotiation:
 The dominant concern here is to maximize joint outcomes.
 Cooperative
 Interests are aligned mutual problem solving
Uses of Integrative Negotiation:
 Positive approach.
 All parties are ‘happy’ with the outcome
 Separate people from the problem.
1.3 Components of negotiation tactics
Negotiation tactics are the detailed methods employed by negotiators to gain an
advantage. Negotiation Tactics are often deceptive and manipulative and are used to fulfil one
party’s goals and objectives – often to the detriment of others.
Components
Preparation- This is looking at the timescale and the resources (Viterbi and Omura, 2013). You
will have to collect facts and data. Most importantly it looks at the organisation policies and
procedures and the legal and ethical requirements.
Negotiation Styles- The most popular way to divide the typical negotiation is: Competing (or
Aggressive), Collaborating (or Cooperative), Avoiding, Compromise, accommodating
(Conceding). Most negotiators have one or two preferred negotiation styles.
Negotiation Behaviours- This is all about the awareness of someone's body language, their
effective listening and questioning skills.
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Exchanging information- This is looking at the focus that they have, the goals that will be set for
themselves over a period of time and they will look at proposals.
Bargaining- This is achieving mutual agreement with someone over a period of time (Galetić
and et. al., 2011). To get to that point you need to look into their problems and solve them for
them.
TASK 2
2.1 Various types of presentation
A presentation is the process of presenting a topic to an audience. It is typically a
demonstration, introduction, lecture, or speech meant to inform, persuade, or build good will or
to present a new idea or product.
Informative presentation-This presentation type uses descriptions, demonstrations and uses
definitions to explain a matter or a subject. However, they sometimes place the audience where
they can understand. An informative speech makes a tricky topic easy to understand as it offers a
different point of view
Inspirational presentation-The main purpose of this is to inspire and uplift the audience. This
will have more of a story telling point of view from the presenter which will have a use of vivid
language and will have an emotional connection with the audience (Louhiala-Salminen and
Kankaanranta, 2011).
2.2 Different resources use to develop presentation
Use of software packages- This is important because this is all about the creation of the
whole presentation. With this you will have the creation of: text, images, graphs, charts, tables
and linking to internet pages.
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. This also acts again as additional
information for the speaker.
Develop a presentation- When developing a presentation, you will use all of the
resources listed above. (Software packages, speaker notes and cards, audience hand-outs and
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boards and flip charts). This will help develop these stages by initial proposal, drafts, edits and
final agreed presentation (Pöppelbuß and Röglinger, 2011).
2.3 Different methods of giving presentation
Flip chart- A flip chart is a large pad of paper on a stand. It is a very useful and flexible
way of recording information during your presentation can even use pre-prepared sheets for key
points. Record information as go along, keeping one main idea to each sheet.
Visual Aids- Standing in front of a group and speaking for long periods while holding
notes in hand can become monotonous. Using visual aids will better engage attendees and make
points. Charts and graphs give a visual pop to numbers you’re presenting, having an instant
impact on audience.
Face-to-Face- A presentation provides an opportunity to meet your customers and
prospects in person. When doing a face to face presentation it is where a presenter and the
audience is in a physical location. This could either be a seated presentation or a standing one.
2.4 Best practices
4 ways in which assure to produce a good presentation are given below:
 Planning
 Preparation and organising
 Practice delivery and timings
 Effective communication
When planning need to assure that focus everything on audience (Smith and Dubbink,
2011). When focusing on audience presentor want 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 and better. When practising and delivering it is always good to read a
script when going through each slide of the presentation so presentor can provide audience with
best information as possible. This is because need to make sure presentor have a loud clear
voice, you talk at a steady pace, the volume of presentor voice is loud enough for everyone to
hear, body language and posture is standing up straight and using hand gestures.
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2.5 Collect and use feedback
When collecting feedback on a presentation it is important that presentor take all of
information in. When collecting it from various ways. These include: evaluation sheets, verbal
feedback, surveys, activities and tasks (Strydom, 2011). It is important to use feedback on a
presentation, this is because it's for personal benefit. Not only is this a good way to get strengths
of the presentation back, but it also benefits so presentor can work on the areas which need
improving.
TASK 3
3.1 Characteristics of bespoke
Bespoke is a term used in the United Kingdom and elsewhere for an individually- or
custom-made product or service. Bespoke documents can come in a variety of various ways.
Some of these include: Handbooks, spreadsheets, questionnaires, databases, sideshows and
presentations.
Characteristics of bespoke:
 Logo
 Professional style
 Consistent house style
 Appeal to potential customers
 Maintains reputation of organisation
3.2 Factors taken in developing and presenting bespoke
Corporate factors- This is mainly focusing on the brand of the company (Budka and et.
al., 2010). This focuses on the professional image of firm, but also focuses on the use of text that
will be used within the document.
Ease of use- This is looking at mainly layout that you use and the styles that you use.
This is important because want to make sure that it is right for audience.
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.
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3.3 Procedure of collecting information
Legal requirements include:
Data Protection Act 1998
Copyright Designs and Patents Act 1988
Common law duty of confidentiality
Recording sources
Procedures for gathering the information for bespoke documents is all about having the correct
information and having needs that is required (Galetić and et. al., 2011). There are several
various methods when gaining this approval. One of most common ones are having face-to-face
meetings or even having a phone calls on this.
3.4 Techniques to develop bespoke
Research- When doing this, need to think about the Source of information that are
necessary, planning all of the research that needs to be done, conducting research and with the
findings, organising and recording research data collected.
Providing design options- Knowledge and supplication of legislation, effective use of
software, appropriate document type. Document size and style, accurate data input, image size
and quality
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 (Pöppelbuß and Röglinger, 2011).
3.5 Approval of bespoke
Techniques
 Face-to-face meetings
 Conference calls
 Use of technology – sharing documents, editing documents, tracking changes
Stages of approval
 Initial proposal
 Draft versions
 Agreement of changes
 Final approval.
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TASK 4
4.1 Stages of information system
An information system is software that helps you organize and analyse data. An
Information System (IS) is a system composed of people and computers that processes or
interprets information (Ruggie, 2012).
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
Typical stages of information system
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. When the organisation has found these wants and needs then they
will test it to fit for purpose (Strydom, 2011).
4.2 Limitations and benefits of different information system
Management Information Systems- Management information system refers to the
processing of information through computers and other intelligent devices to manage and support
managerial decisions within an organization
Advantages
1. Giving an overall picture of the company.
2. Acting as a communication and planning tool.
Disadvantages
1.Highly sensitive requires constant monitoring.
2. Budgeting of MIS extremely difficult.
Transaction processing system- It is a way of computing that divides work into
individual, indivisible operations, called transactions (Smith and Dubbink, 2015). A transaction
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processing system (TPS) ortransaction server is a software system, or software/hardware
combination, that supports transaction processing.
Advantages
 Time saving
 Cost saving
Disadvantages
 Unscheduled Downtime
 Atomicity
4.3 Legal, security and confidentially needs
Legal Requirements
 Laws protecting public and private sector information – Data Protection, Freedom of
Information
 Licensing arrangements
 Transfer of information
 Internal and external to the organisation
Confidentiality Requirements
 Levels of access
 Lockable security facilities
Security of keys
 Use of passwords
 Use of policies and procedures to monitor systems
 Protection of computer systems
4.4 Use and effectiveness of information system
 Obtain feedback from users e.g. ease of use, functionality
 Timing of usage e.g. look at peak time usage for potential overload of system
 Gain early knowledge of faults
 Identify user training requirement (Viterbi and Omura, 2016).
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CONCLUSION
It has been concluded from the above report that Business communication is information
sharing between people within and outside an organization. Under given report studied about
Legal, security and confidentially needs. Factors taken in developing and presenting bespoke
studied under given report. Features and used of various negotiation approaches studied in
mention report.
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REFERENCES
Books & Journals
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Budka, K.C. and et. al., 2010. Communication network architecture and design principles for
smart grids. Bell Labs Technical Journal.15(2). pp.205-227.
Galetić, V. and et. al., 2011, May. Basic principles of Machine-to-Machine communication and
its impact on telecommunications industry. In MIPRO, 2011 Proceedings of the 34th
International Convention (pp. 380-385). IEEE.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Louhiala-Salminen, L. and Kankaanranta, A., 2011. Professional communication in a global
business context: The notion of global communicative competence. IEEE Transactions
on professional communication. 54(3). pp.244-262.
Pöppelbuß, J. and Röglinger, M., 2011, June. What makes a useful maturity model? a framework
of general design principles for maturity models and its demonstration in business
process management. In ECIS (p. 28).
Ruggie, J., 2011. Report of the Special Representative of the Secretary-General on the Issue of
Human Rights and Transnational Corporations and other Business Enterprises: Guiding
Principles on Business and Human Rights: Implementing the United Nations ‘Protect,
Respect and Remedy’Framework. Netherlands Quarterly of Human Rights.29(2).
pp.224-253.
Smith, J. and Dubbink, W., 2011. Understanding the role of moral principles in business ethics:
A Kantian perspective.Business Ethics Quarterly. 21(2). pp.205-231.
Strydom, J.W. ed., 2011. Principles of business management. Oxford University Press.
Viterbi, A.J. and Omura, J.K., 2013. Principles of digital communication and coding. Courier
Corporation.
Online
The importance of Negoatiation, 2014. [Online]. Available through:
<http://www.shapironegotiations.com/the-importance-of-negotiation/>./
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