Analysis of Business Communication and Information Principles Report

This report provides a comprehensive overview of business communication and information principles. It begins by explaining the importance of negotiation in a business environment, detailing various negotiation approaches and tactics. The report then explores different types of presentations, resources for development, methods of delivery, and best practices for effective presentation delivery, including feedback collection. Furthermore, the report delves into bespoke business documents, outlining their characteristics, factors for creation, legal requirements, techniques for creation, and gaining approval. The report also covers information system development, analyzing its stages, benefits, limitations, and legal, security, and confidentiality requirements, along with monitoring methods. The report concludes by summarizing the key findings and providing relevant references.

The principle of Business communication and information
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
Table of Contents
Introduction................................................................................................................................2
1.1 Explain the importance of negotiation in a business environment..................................3
1.2 Explain the features and uses of different approaches to negotiation..............................3
1.3 Identify the components of negotiation tactics................................................................4
2.1 Explain the different types of presentation and their requirements.................................4
2.2 Explain how different resources can be used to develop a presentation..........................4
2.3 Explain different methods of giving presentations..........................................................5
2.4 Explain best practice in delivering presentations.............................................................5
2.5 Explain how to collect and use feedback on a presentation.............................................5
3.1 Explain the characteristics of bespoke documents...........................................................5
3.2 Explain the factors to be taken into account in creating and presenting bespoke
documents..............................................................................................................................6
3.3 Explain the legal requirements and procedures for gathering information for bespoke
documents..............................................................................................................................6
3.4 Explain techniques to create bespoke business documents..............................................6
3.5 Explain how to gain approval of bespoke documents......................................................7
4.1 Explain the typical stages of information system development.......................................7
4.2 Analyse the benefits and limitations of different information systems............................7
4.3 Explain legal, security and confidentiality requirements for information systems in a
business environment.............................................................................................................7
4.4 Explain how to monitor the use and effectiveness of an information system..................8
Conclusion:................................................................................................................................9
Reference..................................................................................................................................10
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
Introduction
Negotiation is an effective way of resolving the conflicts between the two parties (Moshiri
and Cardon, 2014). Negotiation is very much important to maintain a business environment.
It also helps in maintaining the internal relationships in the organization. Essential skills are
also required for becoming an excellent negotiator (Bargiela-Chiappini and Nickerson, 2014).
Bespoke business documents are also one of the essential documents used in various
organizations.
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
1.1 Explain the importance of negotiation in a business environment
For a business purpose negotiation is very much required. Negotiation skills are very much
significant for both informal and for formal interaction. In business, negotiating conditions
are a lease, service delivery, sale and right contacts (Peltier, 2016).
Negotiation skills are essential in a business environment because:
 It helps in maintaining a good relationship.
 It helps in resolving conflicts as well as it also helps in avoiding future problems.
 It helps in providing quality solutions.
1.2 Explain the features and uses of different approaches to negotiation
Features of Negotiation:
 Required at least two parties.
 It is essential for both the parties to discuss all the matters whenever conflicts
occurred.
 It is essential for the parties to have some predetermined goals.
 Preparation needed as well as excellent verbal communication is also required
between two parties. Moreover, an effective verbal communicator is also required
in both the parties.
Uses of different approaches to negotiation:
Different approaches to negotiation involve:
 Distributive: Distributive approach is also referred to as a win-lose
approach. When a right amount of goods and services are divided between
two parties than this situation is called distributive negotiation.
 Integrative: Integrative approach helps in finding the possible outcome
which is benefitting for both the parties (Mayfield and Mayfield, 2017).
 Compromise: Compromise approach occurred when both the parties are
interested in doing partnership for resolving the conflict.
1.3 Identify the components of negotiation tactics
The main components which include in negotiation tactics are:
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
 Facts and data are helpful during the negotiation tactics.
 Resources are very much required in negotiation tactics.
 Organizational procedures and policy need to follow during the negotiation
tactics.
 There are some Ethical and legal requirements required in negotiation tactics.
 It is must essential to Establish barriers during the negotiation tactics.
 Priorities also need to be established.
 Required common ground during negotiation.
2.1 Explain the different types of presentation and their requirements
Different types of presentation and their requirements are as follows:
 Providing information: This presentation gives an update about those
projects and future events which are helpful in project functioning.
Moreover, Informative presentations are factual and very brief.
 Decision making: This presentation is about the suggested action which
takes for the betterment of audiences.
 Persuasive presentation: Persuasive presentation is used for changing the
attitude, behaviour, and belief of another individual when that individual
has some amount of free choices (Mayfield and Mayfield, 2017).
2.2 Explain how different resources can be used to develop a presentation
There are different resources which are used for developing a presentation are as follows:
 Providing handouts: Providing handouts explain about the technical terms and the
key points which are used during the presentation.
 Producing hands-out: Producing hands- out is used for giving the copy of graphs and
the diagrams to the audience. All these graphs and diagram are helpful for their future
projects (Mayfield, Mayfield and Sharbrough III, 2015).
It is essential for a presenter to produced handouts in a good quality of the paper.
 Other resources include whiteboard, speakers and the laptop: For a presenter, it is
essential to use all these resources during a presentation.
2.3 Explain different methods of giving presentations
There are various types of presentation, and every type of presentations has a different effect
on individuals. The presentation is possible with the help of numerous ways such as video
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
link, electronically and paper-based which are used by the audience hands- out. Face to face
discussion and international conferences are examples of presentation (Christensen, 2016).
The presentation is categorised into 4 categories which include instructional, educational,
persuasive and informative.
2.4 Explain best practice in delivering presentations
Best practices in delivering presentations are as given below:
Use audio and video: It is essential for a presenter to use audio and video during the
presentation because using video and audio clips promote cognitive processing.
Use of solid content: It is essential for a presenter to organize their content in a solid form.
Without a solid content, the presentation does not look attractive.
Good eye contact with everyone:
In delivering the presentation, it is much required to make eye contact with everyone.
2.5 Explain how to collect and use feedback on a presentation
There are different modes which are used for collecting feedback are as follows:
 During a presentation, it is important to observe all the nonverbal feedbacks.
 During the presentation, it is essential to pay attention to the questions.
 It is important to gather intelligence after, before or during breaks.
 Presenting a short quiz in the educational presentation is important.
3.1 Explain the characteristics of bespoke documents.
 Bespoke documents are those business documents which are designed
specifically for the department and for the organization.
 Bespoke business documents include business cards, brochures,
catalogues, compliment slips, and the letterheads.
 The main aim of producing bespoke business documents is for giving a
good impression on the other customers and businesses.
 Still, some bespoke documents are there which are not still planned or
researched.
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
3.2 Explain the factors to be taken into account in creating and presenting
bespoke documents.
There are different factors to be taken into account in creating and presenting the bespoke
documents, which are as follows:
 “House style”: “House style” is a set of rules and the format which are used by the
company during written communication and during creating documentation.
 Audience and message: Creating a flyer and poster is very much dissimilar from
creating a contract for the business. Therefore, audience and message are very much
essential for creating documents for the business (Pearson, 2017).
3.3 Explain the legal requirements and procedures for gathering information for
bespoke documents.
The legal requirements and procedures for gathering information for bespoke documents are:
 In letterheads, the only name of those companies is included which are fully
registered. In letterheads, company's contact details and logo need to be included.
Clear letterheads need to be produced.
 Company slips are used in many companies for avoiding folding. Compliments slips
are generally sized for fitting into the standard envelope.
 Business cards are also essential for gathering information for bespoke documents.
3.4 Explain techniques to create bespoke business documents
Techniques used for creating bespoke business documents:
 Research needs to be conducted:
 Planning a research
 Sourcing information
 Conducting research It is required to provide the design options:
 Showing knowledge or the application of the regulation and the legislation.
 Document size or style
 Effective use of the resources and the software applications
 Image size or quality.
 Use of different work processing and image editing software are also one of the
important techniques used for creating bespoke business documents.
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
3.5 Explain how to gain approval of bespoke documents
In many organizations, senior management approved the business documents. Therefore, it is
essential to check times, dates and amounts in the business documents for gaining the
approval for bespoke documents (Martin, 2017).
4.1 Explain the typical stages of information system development
The typical stages of information system development are as follows:
 Evaluating and analyzing the information system.
 Identifying various problems in the existing system
 Designing the hardware and software such as installing specific programming,
operating system, and security in an information system.
 Testing the information system for those individuals who are using this system.
4.2 Analyse the benefits and limitations of different information systems
Benefits of a different information system are:
 The management system is used for analyzing the information system, solve the
problems of the structure as well as allow manager for planning future plans.
 All the staff in Street League sees the details regarding learners in the Hanlon.
Limitations of different information system:
 A technical fault is always found in this system.
 Delivers inaccurate information in the system.
4.3 Explain legal, security and confidentiality requirements for information
systems in a business environment.
 Information systems are complying with legal legislation and procedures which
include the Freedom of Information Act and data protection act.
 It also complies with organizational policies such as confidentiality and security.
Moreover, it also complies with the Computer Misuse Act and data protection Act
(Kernbach, Eppler and Bresciani, 2015).
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
4.4 Explain how to monitor the use and effectiveness of an information system
For monitoring the effectiveness of an information system, a sampling of the end product is
must require. Random sampling and Haphazard sampling method are also used for
monitoring the use and effectiveness of an information system (Rittmaster and Piccionelli,
2018).
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
Conclusion:
In this project, it could be understood that the negotiation is very much important for
maintaining a business environment in the organization. Moreover, various techniques have
been used for creating bespoke business documents. Various typical stages of information
systems development are also easily understood with the help of this project.
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PRINCIPLE OF BUSINESS COMMUNICATION AND INFORMATION
Reference
Bargiela-Chiappini, F. and Nickerson, C.R., 2014. Writing business: Genres, media, and
discourses. Routledge.
Christensen, T.L., Avaya Inc, 2016. Using business rules for determining presence. U.S.
Patent 9,398,152.
Kernbach, S., Eppler, M.J. and Bresciani, S., 2015. The use of visualization in the
communication of business strategies: An experimental evaluation. International Journal of
Business Communication, 52(2), pp.164-187.
Martin, W.J., 2017. The global information society. Routledge.
Mayfield, J. and Mayfield, M., 2017. Leadership communication: Reflecting, engaging, and
innovating.
Mayfield, J., Mayfield, M. and Sharbrough III, W.C., 2015. Strategic vision and values in top
leaders’ communications: Motivating language at a higher level. International Journal of
Business Communication, 52(1), pp.97-121.
Moshiri, F. and Cardon, P., 2014. The state of business communication classes: A national
survey. Business and Professional Communication Quarterly, 77(3), pp.312-329.
Pearson, R., 2017. Business ethics as communication ethics: Public relations practice and the
idea of dialogue. In Public relations theory (pp. 111-131). Routledge.
Peltier, T.R., 2016. Information Security Policies, Procedures, and Standards: guidelines for
effective information security management. Auerbach Publications.
Rittmaster, T.R. and Piccionelli, G.A., GEOCOM LLC, 2018. System and process for
distribution of information on a communication network. U.S. Patent 9,924,216.
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