Business Communication and Information System Development Report

This report delves into the core principles of business communication, emphasizing negotiation's significance within a business environment and the various approaches to it. It explores negotiation tactics, presentation types, resource utilization for presentation development, and effective presentatio...Read More

Areas covered:
Unit 03: Principles of business communication and information
INTRODUCTION
Business communication is a continuous flow of information shared among people
within and outside of an organization conducted for its commercial advantage. It is a goal
oriented which can be used to promote certain products or services of an enterprise for sale.
Regulated by several norms and policies, this helps in transferring message or conveying data
to masses of a firm through various channels of communication like internet, publications,
radio, television and word of mouth.
This report studies the importance of negotiating a business environment, its features
and approaches (Bovee and Courtland, 2012). Identification of components of negotiation
tactics and the use of resources for developing a presentation are also discussed along with
stages of information system development.
AC1.1: Explain the importance of negotiation in a business environment
Negotiating is Communication Bridge between individuals or more than two parties for
finding out any alternatives which is mutually acceptable by all. In business, these skills are
necessary for formal and informal interactions. It is the conversation between people or group
for finding a solution which suits both parties for sale, lease, delivery or other legal contracts.
All business environments at a point faces the need of negotiation due to conflicts or issues
and is used to avoid these by achieving an agreement without causing further obstruction in
future (Murugesan and Gangadharan, 2012). This is really important for a business to
maintain relationships between others and for efficient working of its operations.
It enables employees in keeping workplace relations as it helps in normal workflow
continuation of an organization effectively and attain organisational goals. Negotiation helps
in building good relationships between business, individuals, which assist in avoiding future
conflicts and problems. Effective relations make work more enjoyable as business runs
smoothly people involved may accept and go along with changes that organization want to
implement making them more creative and innovative. Business which has impressive social
dealings can easily make deals and gain economies of scale.
AC1.2: Explain the features and uses of different approaches to negotiation
Several ways are used by negotiators like presentation of demands, deadlines, best
alternatives etc. (Williams, 2013). It is important to analyse problems and identify ways that
both businesses accept. Ability of negotiating requires active listening, being analytical,

preparation and good verbal communications. Negotiation can be handled in many ways and
its outcome depends on the approaches as it may vary according to time.
Distributive (Competitive Approach) - It is a competitive strategy applied to decide
the way to distribute a fixed resource and is also known as claiming value, zero-sum or win-
lose bargaining. Bargaining orientation is based on the fact that only one person or party can
win at the expense of other. This is a competitive approach where there is less concern about
reputation and creating leadership. Controlling orientation where one party's gain is viewed
as other party losses.
Integrative or (Collaborative Approach) – It is also called as interest based bargaining
or win bargaining. This is a strategy of negotiating where parties get together in finding a
win-win solution to their disputes that is focused on developing mutually beneficial
agreements based on the interests of individuals.
Win-win orientation is a superior method to other problem solving styles as everyone
ends up satisfied and is possible only when parties are not in conflict. Here the mutual gain is
in attainable aspect and parties understand each other’s point of view. It aims at finding the
best possible outcomes which benefits both organizations equally and is the most desired
approach in business (Armstrong and et.al., 2010). Both tasks and relations are considered
and long-term approach seeks better relationships.
Compromise- This approach is used when two parties are more interested in
partnership creation and will settle for less to avoid conflict. It is also called as soft
bargaining or soft approach where each party seeks agreements as much as possible by
agreeing to disagree. To avoid a losing a situation people give up the conflict by agreeing or
compromising. It is the best way when it is possible to convince both parties and when the
partial benefits of one party’s goals satisfy the other one. Compromise is a better option when
the disputed resources are limited.
AC1.3: Identify the components of negotiation tactics
Negotiating plan of action are the methods used by negotiator's for gaining advantage and are
misleading and manipulative which is used to fulfil one party's objectives and goals.
Considering different negotiation approaches paves way for usage of several tactics.
Preparation- It is the sensing of timescales and resources where facts and data has to
be collected (Mosco, 2014). This mainly focus on the policies and procedures of an
organization, its legal and ethical requirements.
Negotiation Styles- Most negotiators have two preferred styles of negotiation.
Competing (aggressive), collaborating (cooperative), avoiding, compromise, accommodating
(conceding) are the popular ways of negotiating.
Negotiation Behaviours- It is the awareness of someone's questioning skills, body
language and effective listening.
Exchanging Information- This is the looking of the goals set for themselves over a

period of time and proposals.
Bargaining- It is achievement of the mutual agreement with someone over a period of
time and looking into their issues or problems also solving them will be needed.
AC2.1: Explain the different types of presentation and their requirements
There are many forms of presentations with a variety of purposes and its main types in
businesses are the following:
Informative Presentation- This type uses descriptions, demonstrations and definitions
for explaining matter or subject. They also placed an understanding audience that also
includes things which are brief, to the point and factual. A short presentation getting straight
to a point which may be an informative speech, and makes the topic easy to understand by
offering a contrary point of view (Ruggie, 2011). The main aim of this approach is
influencing changes in beliefs, attitude, or behaviour of another person when they has some
level of free choice.
Decision making presentation- Here the presentor suggests ideas for the masses which
may give them various points to consider. It is the presentation of compelling arguments
which tells the audience good and bad about what they are offering.
AC2.2: Explain how different resources can be used to develop a presentation
Ensuring an effective presentation requires implementation of several resources. Some of
them are as follows:
Software packages use- It is all about the creation of whole presentation such as texts,
images, graphs, charts, tables and internet page links.
Speaker notes and cue cards- It acts as an additional information to the speaker and
helps them with the presentation. They can put their key points and can refer back to their
power point demonstration.
Audience hand-outs- It is an easy way which allows the audience in taking notes and
explaining points or terms from the presentation (Whitman and Mattord, 2011). This helps
the presentor to give more detailed information at the same time saving time as well as giving
the masses diagrams or graphs that may be needed in future.
Boards and flip charts- It is a better way of interacting with the audience because
once the presentation is over the speaker gets immediate feedbacks which helps them with
further explanation or demonstration.
Develop presentation- All resources will be used while preparing a demonstration and
helps these stages by initial proposal, drafts, edits and final display.

AC2.3: Explain different methods of giving presentations
There are several ways of presentation and each one has different effect on the audience
depending on the purpose. It may be represented electronically, paper based using hand-outs,
video links etc. The main four types of categories; Informative, instructional, educational and
persuasive.
Face to face- While doing this kind of demonstration a presentor and audience must
be available in a physical location (Greer, 2012). It could be sated or standing and includes
usage of computer screen, flip charts or boards etc.
Webinar- It is a remote presentation based mainly on internet online workshops.
Mainly is a video chat a voice method of delivery. Both presentor and audience will be
logged into online and can listen or see each other and will be according to certain time set
for the masses to join in.
Video conferencing- It is like the face to face presentation method where two way
video through a webcam is used to go through the presentation and questions can be raised.
AC2.4: Explain best practice in delivering presentations
All presentations must be rehearsed before presenting it to make the speaker aware of the
timings of the presentation, so that improvisations needed can be made and also to get an idea
to the masses and allow any questions at the end (Gitlin, Hayes and Weinstein, 2012). It is
also beneficial in creating cue cards as they can refer to this for key points without referring
the slides.
Voice- For a greater impact of delivery using effective vocalisation by speaking in
conversational, natural and enthusiastic way.
Gestures- Communicating to audience deliberately or unintentionally by use of
indications and other physical behaviours.
Visual aids in presentation- It helps in emphasizing ideas, concept illustration oor
stimulating interest of listeners.
To ensure a good demonstration the following needs to be considered:
 Planning
 Organising and preparation
 Practising timings and delivery
 Effectively communicating
When planning is done it is necessary to make sure that focus is given on audience
and while doing this providing good quality information, use of better choice are also to be
considered. Preparing and organizing includes writing out the key points and practising and
delivery it will be fine to read a script when going through each slide of presentation to
provide best information. And communicating effectively is important while presenting.

AC2.5: Explain how to collect and use feedback on a presentation
Collecting feedbacks requires the presenters to produce a questionnaire on the presentation to
the audience (Vom Brocke and et.al., 2014). It is important to take all informations in while
collecting feedbacks. Evaluation sheets, verbal answers, surveys, activities and tasks are
some ways to collect responses from the gathering. This is helpful in measuring the response
of the masses about the demonstration. Giving hand-outs can also be implemented to know
the certain aspects of the display such as good ending, use of visual aids, how far they agree
etc. Another way is self evaluate which is easy to perform by filming the presentation and it
can be watched later. All these are good for improving the areas which needs to work on and
also to gain strength of the presentation back. These are all useful as people will give their
honest opinion which can benefit by availing best feedbacks.
AC3.1: Explain the characteristics of bespoke documents
The uses of bespoke business documents are immense whether it is used in office or
warehouse. It is designed for a specific department or organization and are personalized to
cause each business which may also include letterheads, invoices, business cards and
brochures etc. The main aim is to leave a good impression to other businesses and customers
by making it professional and well thought (Eaves and Leathers, 2017). Consistency should
me maintained throughout the preparation of these meaning that the company logo must be
same on all. Some documentation must be done after proper planning and researches to avoid
unprofessional look and irrelevant to the topic. These documents are of many types like
handbooks, spreadsheets, databases, slide shows and presentations. These are important for
creating a good image of the organization which may attract more potential customers or
make the present ones interested. The most crucial point of bespoke documents making is to
maintain a fabulous company reputation that which makes the business on the right track and
concentrate on achieving goals set.
AC3.2: Explain the factors to be taken into account in creating and presenting bespoke
documents
Designing and presentation of bespoke documents needs several components to be
considered as there should be a consistency in style where a chosen format and layout of
produced representation. Spelling, grammar, quality of final document and checking whether
it meets the organizational standards and specifications are the factors to consider while
presenting a bespoke document (Stair and et.al., 2011). The approval of the writing will be
completed after meeting these requirements.
Corporate factors- This mainly focus on the brand of a company, its professional
image and the text which will be used in the the document.
Available resources- This looks up the software to be used and its need. It is

important to visage all the staff and costs and know how the presentation will work when the
task gets put into place.
Ease of use- It looks mainly the layouts and styles which are used in the documents
and is important to make sure that it is right for the audience. File format should be the main
concern to confirm that it is easily understandable by the masses.
Other considerations- It includes anything other than all these factors which may help
in the proper documentation of bespoke documents.
AC3.3: Explain the legal requirements and procedures for gathering information for bespoke
documents
Certain legal documents that companies must follow when producing business documents
(Bovee and Courtland, 2012). Legally all these must be commercially delicate and obey law
by making sure of the confidentiality of information’s included by confirming the data
protecting act and also ensuring consent.
 Data protection act
 Copyrights Designs and Patent act
 Common law duty of confidentiality
 Remits and limits of research
 Recording sources
Correct information and meeting the requirements are the necessary procedures for
gathering data for bespoke documents. Ensuring consultation and approval of the information
gathered , researches done of all the legal needs are important. Many methods are used for
this approving, face to face meetings or phone calls are the common ways to achieve it.
AC3.4: Explain techniques to create bespoke business documents
There are many different skills and methods used in creating a bespoke document which
includes word processing, image editing software developed for specific kinds. It needs
careful planning and production description before starting. Thinking of the way it will be
distributed and used should inform the ways to design a document. When creating bespoke
documents there are many different techniques to consider they are:
Research- Certain things are to be seen while doing this, source of information
required, planning of the investigation that must be done with findings, recording and
organizing collected data.
Providing design options- For a bespoke document the key needed is knowledge and
application of legislation and regulation. Efficient use of software applications and resources

must be utilized (Murugesan and Gangadharan, 2012). Appropriate size and style of
document type is needed making it easy for people to read and go through. Also accurate data
input, image size, format and quality will be suited for the users.
Approval of document- The last requirement that needs to be done before finishing the
document is including a few things like; Proofreading and checking, editing, consultation,
feedback and final approval.
AC3.5: Explain how to gain approval of bespoke documents
Senior management are responsible for the approving of business documents and checking
they follow the agreed style of house before they go out to public. The stages involved in
attaining approval of bespoke documents are:
Create an initial draft- Sending an early draft for review is to emphasize that indeed a
working draft and that stakeholder input is needed. For this the business may do researches to
meet with stakeholders seeking high level input.
Obtain input- After the completion of draft there is a need to attain the additional
input to answer questions. Conducting a requirement walk through will be needed. It may be
efficient to receive statements through email as sending mail with specific questions attaching
draft copy of deliverable for more information regarding background.
Sending deliverable for review- Once requirements document has been reviewed and
key questions are resolved the writing is ready for final review and approval.
Finalise deliverable- This is the last step after the above steps of approval of
document (Williams, 2013). Sending the final transfer to anyone who needs to know about
the final representation and including those involved in implementation and testing against
the specification.
AC4.1: Explain the typical stages of information system development
Main stage involves analysing and evaluating the existing system and identification of
problems, outlining requirement for a new one, designing the system and testing. There are
mainly two stages:
Manual- Covers all the card index, categorisations and filing systems
Electronic- Includes the customer and office support systems
Typical stages of information system development include:
Analysis This stage includes the IT specialists and
users working together to collect all business
requirements. As per the need both will have
to work on the design and discuss with each

other about the tasks to be done (Armstrong
and et.al., 2010).
Feasibility study Here the information analyst studies the
strength and weaknesses which determines
the success and will show need of
developing.
Design It looks the input, output, storage,
processing, system control, backup and
recovery.
Development and
testing
This identifies the need of the user by the
organization.
Deployment This is the stage when product is finished
with project team and gets passed to the
operations team.
Evaluation It is the stage of testing and analysis.
Maintenance This is the stage of monitoring that if any
problems arise it can be fixed.
AC4.2: Analyse the benefits and limitations of different information systems
Benefits Limitations
Manual system promotes capital investment It lacks time
Electronic system has a large storage capacity But it does not provide capital investment
AC4.3: Explain legal, security and confidentiality requirements for information systems in a
business environment
Data Protection Act 1988 It says that how personal information is used
by organizations, businesses or government.
Everyone is responsible for data use and must
follow rules of data protection principles.
Freedom of Information
Act 2000
It is an act to make provision for disclosing the
information held by public authorities or
persons who provide services for them and to
revise Data Protecting Act and Public Records
Act 1958 (Mosco, 2014).
Copy design and Patents
Act 1988
It is an act to restate law of copyright to make
fresh provision as to the rights of performers

and others in performances.
Security of systems must be in place. Pitting all these legislations in spot to ensure
safety at work by employer also to make sure that information regarding all employees are
stored somewhere where no one have access to it.
AC4.4: Explain how to monitor the use and effectiveness of an information system
Checking the working of the created information system and collecting data on it for
monitoring and evaluation of effectiveness of the system needs the following:
Developing a plan that specifies the objectives and then create a timescale for the
implementation, review and resource them (Ruggie, 2011). After this the feedbacks can be
attained from others which means acquiring early knowledge or errors with the system and
looking into the legal and organizational requirements. Providing training and making
changes if needed.
CONCLUSION
From this report on principles of business communication and information it can be
concluded that good communication is necessary for building a team that will make the
business successful. Communication is an exceptional importance for business.
REFERENCES
Books and journals
Armstrong, G., Kotler, P., Harker, M. and Brennan, R., 2015. Marketing: an introduction.
Pearson Education.
Bovee and Courtland, 2012. Business Communication Today, 10/e. Pearson Education India.
Eaves, M. and Leathers, D.G., 2017. Successful nonverbal communication: Principles and
applications. Routledge.
Gitlin, R.D., Hayes, J.F. and Weinstein, S.B., 2012. Data communications principles.
Springer Science & Business Media.
Greer, R.R., 2012. Introducing plain language principles to business communication
students. Business Communication Quarterly, 75(2), pp.136-152.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Mosco, V., 2014. Political Economy. In The Routledge Companion to Global Popular

Culture (pp. 35-44). Routledge.
Murugesan, S. and Gangadharan, G.R., 2012. Harnessing green IT: Principles and practices.
Wiley Publishing.
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.
Stair, R., Moisiadis, F., Genrich, R. and Reynolds, G., 2011. Principles of information
systems. Cengage Learning Australia.
Vom Brocke, J., Schmiedel, T., Recker, J., Trkman, P., Mertens, W. and Viaene, S., 2014.
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journal, 20(4), pp.530-548.
Whitman, M.E. and Mattord, H.J., 2011. Principles of information security. Cengage
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Williams, C., 2013. Principles of management. South-Western Cengage Learning.