Effective Communication and Information Management for Organizational Success

In today's rapidly technological advanced world, companies can leverage various communication channels such as telecommunication, social media, and websites to collect and manage data. This helps increase reach to a larger customer base and provides them with relevant information about the company's services. Additionally, emails enable individuals to enhance their skills and abilities for better communication. Furthermore, customized portals can be developed to record and manage information, allowing staff members to access and record information using login credentials. This enhances the information system and enables informed decision-making.

Managing Communication Knowledge
and Information

TABLE OF CONTENTS
INTRODUCTION......................................................................................................................3
TASK 1......................................................................................................................................3
1.1 Range of Decisions..........................................................................................................3
1.2 Information and Knowledge Required.............................................................................4
1.3 Internal and External Source of Information...................................................................5
1.4 Recommendation for Improvements................................................................................5
2.1 List of Stakeholders..........................................................................................................6
2.2 Selection of Professional and Other Stakeholders...........................................................6
2.3 Plan for Involving People in Decision Making Process...................................................7
2.4 Future Improvements.......................................................................................................7
TASK 2......................................................................................................................................8
3.1 Existing processes of communication in the given case study........................................8
3.2 Different communication processes.................................................................................9
3.3 Implementation of improvements....................................................................................9
3.4 Personal development plan............................................................................................10
4.1 Existing approaches.......................................................................................................10
4.2 Changes to improve........................................................................................................11
4.3 Strategy to improve access to systems...........................................................................11
CONCLUSION........................................................................................................................12
REFERENCES.........................................................................................................................13

INTRODUCTION
For the business, communication, information and knowledge is of key importance as
all these becomes the base for decision and future development. However, it is required to
manage and control the same so that necessary inputs can be attained through it. For this,
company can set standard way for communication and information recording so that it can be
converted into crucial information whenever required (Denning, 2014). In this respect,
present report is prepared to assess the significance and management of communication,
information and knowledge. This report includes two part, first part is related to case of
business who is planning to open shop for selling high quality foods, which is named as Star
Foods. In this part, emphasize is laid on assessing information and knowledge. In the later
part of report, case of acquiring nearby café is focused. In this section, discussion is done on
communication process.
TASK 1
1.1 Range of Decisions
For any business to initiate, it is required to take different set of decisions so that
business can be sustained for longer. Hence, Star Foods need to take following decisions
prior commencing the business:
o Sources of Fund: Fund act as a backbone of business and in the initial phase, it of
key importance. The company need to have enough finance so that it can manage the
infrastructure, prepare inventory and do necessary expenses. In this respect, cited
company need to take decisions with regards to sourcing the enough funds. It can be
managed through owner’s capital, bank loan and from private investors (Gray and
et.al., 2012). Through this, business can able to do preliminary expenses.
o Location: For any business, location is of key importance and therefore same decision
need to be considered by Star Foods in order to cater the attention of large pool of
customers. The company can open a store which is convenient to the reach of
customers, have enough parking space and also where inventories can be loaded and
unloaded (Kaner, 2014). Mentioned enterprise can open the store at one of the
residential place in London.

Figure 1: Types of Decisions
o Marketing: Decision related to marketing also need to be taken in the initial phase of
business in order to boost the awareness among customers. It is necessary because
through marketing only, customers will came to know about products and hence sale
of the firm will enhance.
o Variety of Foods: Further, decision need to consider for the variety of foods by
considering the needs and wants of the customers. Through this, more of customer
can be attracted (Turban, Sharda and Delen, 2011).
1.2 Information and Knowledge Required
For the purpose of taking above mentioned decisions, Star Food need to emphasize on
varied set of information and knowledge. Initially, information related to market must be
acknowledge by the owner so that tactical and operational strategy can be developed. With
this, knowledge of market competition and substitute products of food sector will attained
that aids in developing favourable strategy. After this, buyer perception need to evaluate in
order to make available appropriate products (Baharuddin and et.al., 2015). Through this,
knowledge of market needs and demand will attained that helps in framing sound marketing
strategy. Beside this, information related to legislation and code of conduct must be required
in order to complete the necessary formalities. Food sector is highly regulated by Food
Commission and therefore all such norms must be acknowledge by Star Food in order to
commence the business without any barrier. Next set of information that required for the
Marketing
Variety of Foods
Location
Sources of Fund

business is related to technology (Galliers and Leidner, 2014). Latest technology related to
preserving of foods must be installed by the company in order to increase the life of products.
This will help in minimizing the losses of the business. Moreover, proper information related
to raw material, staffing and industry standards must be attained in order to incorporate
necessary changes in the business.
1.3 Internal and External Source of Information
Star Food need to consider internal and external source of information in order to
initiate the business in appropriate manner. Internal information for the company will be own
knowledge and experience of the owner, information from marketing and research team,
knowledge of managers and critical thinking aspect of key members of business. Based on it,
appropriate strategies can be developed so that the business can sustain for longer. Also, it
assists in framing tactics to minimize the extent of rivalry in the business.
On the other hand, external information can be attained through government
published report, consultancy firm, internet, newspaper, food magazines, industry analysis
and from other related places. It is suitable to consider such information prior opening the
business so that future challenges and barriers can be forecasted. Through this, necessary
steps can be taken by the company to manage the negative effect (Mithas, Ramasubbu and
Sambamurthy, 2011). Further, professional can be hire by Star Food in order to obtain
external set of information. These professionals can be business consultant, lawyer, Charted
Accountant and other related.
1.4 Recommendation for Improvements
Since, Star Food can consider above mentioned internal and external set of
information for taking decision. However, there can be some further options which can be
considered by the company to enhance its effectiveness of business. The company can set
inclusion and exclusion criteria so that most relevant information to business will only be
considered while making decision. Also, filter of 2 years can be apply on the secondary data
so that only most relevant information related to food business will be considered. This will
help in obtaining most relevant and appropriate information concerning to business. In
addition to it, cited organisation can collect information directly from the suppliers in order to
assess the market needs and situation. With the help of it, sound marketing and product
planning can be done. Also, hiring a consultant will assist in accumulating primary
information relevant to business. Through this, strategies will be developed relevant to

customers (Ingram and et.al., 2012). In addition to it, professional like lawyer and CA will
help in taking initial level decisions in appropriate manner. Hence, these recommendations
can be considered for the improvements in business.
2.1 List of Stakeholders
For any business to operate, there are several set of stakeholders that work in their
own way. Through stakeholder, necessary input and output is attained to business and
therefore those stakeholder influences the business decision as well. Considering the case of
Star Food, there are several set of stakeholders that influences the starting of business. These
are as follows:
1) Owner of the business
2) Private investors who was invested money in setting up the business
3) Bank that provided loan to business
4) Managers and staff members that are responsible for the daily operations of the
business.
5) Supplier who will supply the inventory on regular basis
6) Professional such as lawyer and CA who provides necessary guidance at different
stage
7) Customers that will buy the end products
8) Society where the business will operate
9) Government who will give permission to run the business
All above players possess some and other interest in the business operation and also
plays a significant role in changing the business decisions. Hence, it is required to involve
relevant number of stakeholders in the decision making so that their interest and objectives
can be completed. Further, it aids in strengthening the business relationship.
2.2 Selection of Professional and Other Stakeholders
In order to develop business relationship, stakeholders like manager, suppliers, staff
member, lawyer, Charted Accountant, owners and government representative will be
selected. This is so because mentioned stakeholder will offer necessary information based on
which appropriate decisions can be taken. Charted Accountant and Lawyer will help in giving
financial and legal advisor respectively. Manager and staff member will support in framing
operational strategy so that needs of customers can be addressed in appropriate manner.
Further, government representative will aid in gaining necessary documents for opening up

the business. In order to develop business relationship, different mode of communication will
be followed. Communication from lawyer and CA will be done in a formal manner through
verbal mode so that interaction between them increase (Lang and Heasman, 2015). Further,
suppliers will be treated formally through written and verbal communication so that regular
contact with them can be increased. Government representative will be communicated
through written communication in a formal manner. This will help in gaining documents and
permission to open the food business in EU. Hence, all these communication will be taken
into account in order to take necessary decisions. With this, business can initiate in
appropriate manner and also help in overcoming the barriers.
2.3 Plan for Involving People in Decision Making Process
Star Food need to involved varied set of stakeholders in the decision making process
so that success can be attained. In this respect, owner and manager can be involved for taking
up decisions related to finance, product, marketing aspects, pricing strategies, target
customers, location of the business and nature of business. Through this, relevant decision
will be taken which aids in boosting the business efficiency. In addition to it, Lawyer and CA
will help in taking decisions related to tax saving and legal norms. Staff member will be
considered to streamline the operational strategy so that convenient to customers can be
offered. Further, government representative will help in acquiring lands for the business and
also completing necessary formalities related to business initiation. Also, it will help in
gaining the license to commence the business (Wong, Ormiston and Tetlock, 2011). Apart
from it, suppliers and market player will assist in taking decisions related to nature of
products and services to be offered to customers. With this, market needs will be assessed
that aids in meeting direct requirement of customers. Also, supplier will assist in identifying
the new range of foods in the market so that it can be availed to the convenient reach of
customers. Hence, all these person will be involved in decision making in order to taken
corrective action.
2.4 Future Improvements
After establishing the business, Star Food need to focus on certain other set of
strategies so that future improvement can be done. In this respect, the cited organisation can
focus on the internal records for taking future decisions related to expansion or opening of
other brand in the city. In this respect, information related to sales and revenue can be
attained upon which market potentials can be assessed. Also, the company must review its

progress on quarterly basis so that loopholes can be identified and action plan can be
developed. Further, feedbacks from staff member and customers must collect on regular basis
so that shortcoming can be identified and same is rectified in appropriate manner. Apart from
it, the business must focus on incorporating inventory management and HR planning so that
operational issues should not develop. Meanwhile, firm analysis must be done through
techniques like competency mapping, balance scorecard and other related measures so that
weakness of business can be overcome (Ingram and et.al., 2012). Hence, these are several
tactics that Star Food need to consider for the course of future improvements.
TASK 2
3.1 Existing processes of communication in the given case study
As per the cited case, I am thinking for business expansion where a shop next door to
me offered a chance to buy his business. The cited cafe is well established and following
appropriate channel of communication to pass all type of information among their employees.
It is just exchange of ideas and information from one person to another (Peng, 2013).
Currently they are using one way communication where top management just give order to
staff members and they need to complete their work on their instructions. There are mainly
two types of communication process followed within cited firm such as:
 Horizontal Communication Process: Under this, only two parties are present in the
whole discussion i.e. Sender and receiver. Here, just to acknowledge with the accurate
information sender send message to receiver with any mode of communication
(Ensuring Successful System Integration, 2011). In the given cafe, this particular
process of communication is being followed as hierarchy exist in small level.
Figure 2: Horizontal Communication Process
(Source: Proakis and Salehi, 2007)
 Vertical Communication: Particularly this process exists in two ways i.e. Oral and
written. Within written communication, particular organization uses media release &
emails to communicate information among all their employees (Choo, 2010). While

on the other hand, company conduct meetings, conferences, video conferences etc. for
exchange of information in oral communication. As per the given case, they basically
use oral communication due
3.2 Different communication processes
In today’s competitive and challenging world it is becoming highly essential to adopt
various on the basis of which business can be easily grow. As per the given case, a person is
planning to expand his business and thinking over buying his nearest well established cafe.
Within this concern, it is essential to use appropriate two way communication process
where top management team includes all their employees into their business process. It boost
their morale and motivate them to work hard. (Proakis and Salehi, 2007) Further, within this
concern, the organization need to look forward for their internal communication. Two way
communication process need to be followed by company where work is easily communicated
in between all workers. Under this, they involve all their workers and provide them job
satisfaction. In order to buying that cafe and run this with a new boss identity it is essential to
build trust among employees rather than ruling them (Choo, 2010).
Hence, it can be determine that two way communication process is one of the best
way to grow the company in future by reducing the stress level of workers. By involving
them in activities they serve best quality to customers. Through this, reviews and feedback of
customers can be reached to higher authority and hence relevant decisions can be taken to
manage the loopholes. Additionally, continuous improvement can be impart through it.
3.3 Implementation of improvements
In order to ensure greater integration of systems of appropriate communication cited
firm need can use various ways which supports them in their future growth.
Integration of appropriate communication system helps owner in satisfying his/her
workers. It also helps in developing positive business relations with all the staff members. In
the cited case example, owner need to develop better relations with all workers of that
particular café (Lang, 2001). It is the only way through he will be able to understand their
working criteria and set particular management accordingly.
Always a management strategies of running business differs from start-up phase.
Maintaining a brand image of well-established cafe by a newly owner is quite difficult and
for the same, he should develop trust among all workers (Guffey and Loewy, 2010). A proper
workshop can be integrated for obtaining both internal and external communication. It is the
best way under which right information can be provided to all workers. Another best

integration is providing appropriate feedback. By providing this, right business practices can
be entail and quality services can be provided to customers.
For further expansion and growth of business collectively ideas can be taken from all
management staff. In order to gather these ideas seminars can be organized where particular
can give better plan for improvement and growth of organization.
3.4 Personal development plan
In today’s highly competitive world it is becoming more important for particular
person to possess best areas of skills and qualities. Within this concern, I need to develop my
communication skills just to grow my business.
In order to run cafe one of the most important quality is to impress their customers by
providing them quality services. I can enhance my communication skills by using two way
communication process. In this, I use to interact with all workers and gain creative ideas. It is
the best way through which I can understand their issues and try to overcome with them.
One of the best plan to improve my communication skills is taking part in conferences and
seminars. Through this, I can enhance my confidence level and easily interact with people.
By using verbal communication and conducting several meetings within organization I am
able to raise my confidence level.
At the time of any type of formal communication, e-mails can be used and it help me
in improving my written communication skills (Proakis and Salehi, 2007). Further, these are
some of the best ways which can be used for my personal development along with my
communication skills.
4.1 Existing approaches
There are different approaches used within the cited business organization such as:
 Written Memo’s and emails: In order to communicate any type of information
organizations uses written memos and emails. It can be described as a best formal
ways which represent professional attitude of workers towards their work (The
communication process & the elements of communication, 2010). It is basically used
fir collection, storage and discrimination of information and also save the time in
discrimination of data.
 External communication: For collecting any type of Information Company uses
external communication in which one of the best way is using internet. Here,
information regarding cafe expansion and strategies for attracting customers can be

collected. With the help of this, different viewpoints of stakeholders can be collected
(Dalkir, 2013).
 Top down communication: For discrimination of any information top down
communication can be used. Under this process, tasks delegation can be done and
employees can easily accomplish their tasks on the given deadline.
So the company uses this process for collecting, storage, formatting and discrimination of
information through which business process can be more strengthen and employee as well as
customer satisfaction can be enhanced.
4.2 Changes to improve
There are various approaches which can be used for improving overall collection, storage and
dissemination of information and knowledge.
 Use of effective communication channel: One of the most important ways to be used by
management team of company is use of appropriate communication channel. By
conducting various business meetings and seminars company can easily improve
collection ad formatting of information. Further, proper telephonic conversation can be
used for better dissemination of information.
 Written and oral communication: These are two most effective tools which entails
appropriate change within an organization. Oral communication helps in collecting
information from employees and also used to discriminate the data to them.
 Positive attitude and smile: In order to improve collection and storage of information and
knowledge it is essential to carry out positive attitude (Peng, 2013). Through this
employee performance can be improved with appropriate process of communication.
They feels motivated and easily share any type of information with management people.
 Digital System: Further, digital system can be installed in order to track the order of
customers and also to generate bill from it. Through this, chaos at café can be reduced
and hence customers will be offered with required dishes in timely manner. Through this,
company can able to manage the sales and hence are able to increase the business
performance.
By the way of using above mentioned methods company will improve its current
approach of collecting, storage, formatting and discrimination of data.

4.3 Strategy to improve access to systems
One of the best way to improve the overall system for sharing information and
knowledge is keeping positive attitude towards workers and motivating them to work hard. It
is the best way to share reliable information among each other’s and maintaining a best
working environment. In addition to this, by keeping healthy relations with workers their
satisfaction level can be increased (Dalkir, 2013.). It is the most effective ways to improve
the overall communication system of company as staff members can easily talk with each
other without any type of hesitation.
E-mails can be send to customers timely just to disseminate any type of information
and also important information can be published over internet. In this rapidly technological
advanced world, company can use several telecommunication, social media, website etc. to
collect and discrimination of data. It is the best ways to increase reach up-to more customers
and providing them appropriate information about their services. With the help of e-mails an
individual can enhance his/her skills and abilities of better communication. Further,
customized portals can be developed in order to record and manage the information. For this,
login credentials will be offered to staff members so that information can be recorded and
accessed by them. This will enhance the information system and hence informed decisions
can be taken in appropriate manner.
CONCLUSION
From this report, it has been articulated that within any business organization it is
highly important to enhance motivation level of workers by sharing right information among
each other. It is being identified that passing appropriate information and sharing appropriate
knowledge is one of the key factors for running successful business. Through this,
appropriate decision can be taken and it also supports in overcoming the barrier. In addition
to it, business forecasting becomes easy through proper management of communication,
information and knowledge.

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