Report on Principles of Business Communication and Negotiation

This report delves into the core principles of business communication, encompassing negotiation strategies, presentation techniques, and the creation of bespoke documents. It examines the importance of negotiation in a business context, exploring different approaches and tactics. The report also covers various presentation types, resources, delivery methods, and feedback collection. Furthermore, it discusses the characteristics, creation process, and legal requirements of bespoke business documents. Finally, the report analyzes information systems development, including typical stages, benefits, limitations, and security considerations. The content provides a comprehensive overview of essential communication and information management practices in a business environment.

PRINCIPLES OF
BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Importance of negotiation in business environment.........................................................1
1.2 Features and uses of different approaches to negotiation.................................................1
1.3 Components of negotiation tactics...................................................................................2
TASK 2............................................................................................................................................3
2.1 Different types of presentation and their requirements....................................................3
2.2 How different resources can be used to develop a presentation.......................................3
2.3 Different methods of giving presentations.......................................................................4
2.4 Best practice in delivering presentations..........................................................................4
2.5 How to collect and use feedback on a presentation..........................................................4
TASK 3............................................................................................................................................5
3.1 Explain the characteristics of bespoke documents...........................................................5
3.2 Factors to be taken into account in creating and presenting bespoke documents............5
3.3 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......................................................6
TASK 4............................................................................................................................................7
4.1 Explain the typical stages of information systems development .....................................7
4.2 Analyse the benefits and limitations of different information systems............................7
4.3 Legal, security and confidentiality requirements for information systems......................8
4.4 Explain how to monitor the use and effectiveness of an information system..................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
There are some guidelines or principles that are to be considered and followed to make
Communication effective. Among them seven are fundamental and relevant and these are clarity,
completeness, conciseness, courtesy, correctness, consideration and concreteness. These
principles are popularly known’s as 7Cs of Business Communication (Bovee, Thill and
Raina,2016). The current report is describing about the importance of negotiation in a business
environment. In addition to this, it also explaining uses and features of different approaches of
negotiation.
TASK 1
1.1 Importance of negotiation in business environment
Negotiation is nothing but a discussion among individuals to find out an alternative
which takes into account the interest of all and nobody is at loss (Murugesan and Gangadharan,
2012). The negotiation style plays an important role in corporates. Some of the benefits of
negotiation are listed 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
1.2 Features and uses of different approaches to negotiation
There are two approaches of negotiation :
 Disruptive (competitive approach) : A disruptive negotiation usually involves people
who have never had a previous interactive relationship, nor are they likely to do so again
in the near future.
Features :
 Competitive
 Parties interests are opposing
 Inflexible
 Use of manipulation
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 Concealing information
Uses :
 Gaining a competitive advantage
 Maximising own interest
 Disruption of competitors.
 Integrative (collaborative approach) : Integrative means to join several parts into a
whole. Conceptually, this implies some cooperation, or a joining of forces to achieve
something together (Österle, 2013). Usually involves a higher degree of trust and a
forming of a relationship.
Features :
 Collaborative
 Creating value
 Interests are aligned
Uses :
 Maximising joint outcomes
 All parties are ‘happy’ with the outcome
 Building relationships and trust
1.3 Components of negotiation tactics
Negotiation tactics are the detailed methods employed by negotiators to gain an
advantage. The main components to a negotiation are:
 Preparation - This is looking at the timescale and the resources.
 Negotiation Styles - The most popular way to divide the typical negotiation is:
Competing (or Aggressive), Collaborating (or Cooperative), Avoiding, Compromise,
accommodating (Conceding).
 Negotiation Behaviours - This is all about the awareness of someone's body language,
their effective listening and questioning skills (Zott, Amit and Massa, 2011).
 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.
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TASK 2
2.1 Different types of presentation and their requirements
Different types of presentation and their requirements are discussed below :
 Informative presentation -This presentation type uses descriptions, demonstrations and
uses definitions to explain a matter or a subject.
 Instructional presentation - The general usage of this is to have an instructional
approach that is structured, sequenced and led by teachers.
 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.
 Persuasive presentation -This is a specific type of speech where the speaker has a goal
to convince the audience to accept their point of view (Guffey and Loewy, 2012).
 Decision making presentation - This is a presentation when you suggest a lot of ideas
for the audience, which gives them a variety of different points to look at. It is a
presentation of persuasive arguments which will tell the audience the good and bad things
about the product they are offering.
2.2 How different resources can be used to develop a presentation
Different resources can be used to develop a presentation are listed below :
 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 (Viterbi and Omura, 2013).
 Use of speaker notes and cue cards - These are put in place to help the speaker can put
down their key points down so they can refer back to their PowerPoint.
 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.
 Use of boards and flip charts - This is a good way to interact with the audience because
once the presentation is over the speaker can have immediate feedback which will help
the speaker out.
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2.3 Different methods of giving presentations
Various methods of giving presentations are sated below :
 Face to face - When doing a face to face presentation it is where a presenter and the
audience is in a physical location.
 Webinar - This is a remote presentation which is an internet based online workshop.
This is mainly a voice and a video chat.
 Video Conferencing - This is almost like a face to face presentation. However, this is a
remote presentation where it will be a two-way video via webcam to go through the
presentation and then questions can get asked (Beynon-Davies, 2013).
2.4 Best practice in delivering presentations
There are 4 ways in which to ensure you can produce a good presentation. These include:
 Planning
 Preparation and organising
 Practice delivery and timings
 Effective communication
2.5 How to collect and use feedback on a presentation
When collecting feedback on a presentation it is important that you take all of the
information in. When collecting it, you can collect it in a number of different ways. These
include: evaluation sheets, verbal feedback, surveys, activities and tasks. All of these are useful
to use because people will give them their honest opinion so you can get the best feedback
possible. It is important to use feedback on a presentation; this is because it's for your personal
benefit. Not only is this a good way to get your strengths of the presentation back, but it also
benefits you so you can work on the areas which need improving (Hartman and McCambridge,
2011).
TASK 3
3.1 Explain the characteristics of bespoke documents
Bespoke documents are documents or materials made specifically for that use, company,
or subject / information. Characteristic of bespoke documents are following :
 Logo
 Professional style
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 Fit for purpose
 Consistent house style
 Appeal to potential customers
 Security in editing
 Distinct from competitors
 Maintains reputation of organisation
3.2 Factors to be taken into account in creating and presenting bespoke documents
The factors that need to be considered when creating a bespoke document include:
 Corporate factors- This is mainly focusing on the brand of the company. This focuses
on the professional image of the company, but also focuses on the use of text that will be
used within the document (Bovee, Thill and Raina,2016).
 Available resources- This is looking at what kind of software you are going to use and
why. This is very important because you will need to look into all the costings and the
staff and look at how the presentation will function and work when the work gets put into
place.
 Ease of use- This is looking at mainly the layout that you use and the styles that you use.
This is important because you want to make sure that it is right for your audience. Your
main concern is the file format because you want to make sure it is easy to be understood
by the 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.
3.3 Legal requirements and procedures for gathering information for bespoke documents
The legal requirements include:
 Data Protection Act 1998
 Copyright Designs and Patents Act 1988
 Common law duty of confidentiality
Procedures for gathering the information for bespoke documents is all about having the correct
information and having the requirements that is necessary. You need to make sure that you
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research all of the legal requirements and make sure that the consultation and approval of the
information is gathered.
3.4 Explain techniques to create bespoke business documents
When creating a bespoke document there are many different techniques you need to
consider. These include:
 Research- When doing this, you need to think about the: Source of information that you
are requiring about, 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- With this, knowledge and application of legislation and
regulations is key for a bespoke document. You need to have efficient use of software
applications and resources (Murugesan and Gangadharan, 2012.
 Approval of document- This is the final requirements that need to be done before being
finished.
3.5 Explain how to gain approval of bespoke documents
There are many different methods when gaining this approval. One of the most common
ones are having face-to-face meetings or even having a phone calls on this. Senior management
are responsible for approving business documents and checking they follow the agreed house
style before they go out to the public. In my organisation, all letters that I make are approved by
my line manager before they are posted. They are checked for spelling, grammar and
punctuation, as well as making sure they read correctly.
TASK 4
4.1 Explain the typical stages of information systems development
The typical stages of information system development include:
 Analysis- This is the stage when the users and the IT specialists work together to collect
all of the business requirements.
 Feasibility study- This is the stage when the information analyst makes a study and will
look at the strengths and weaknesses.
 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.
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 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 (Zott, Amit and Massa, 2011).
 Deployment- This is the stage when the product is finished with the project team which
then gets passed to the operations team.
 Evaluation- This is the stage of the analysis and the testing.
 Maintenance- This is the final stage when you monitor it. This is so that if any problems
arise you will then be able to fix the problem.
4.2 Analyse the benefits and limitations of different information systems
Both Manual and Electronic system have their benefits and their limitations :
 Manual system benefits- capital investment; everyone has experience of using manual
systems; relevance to user; reduce information overload; data entry errors; lower risk of
data loss; simplicity
 Manual system limitations- time; efficiency; physical space requirements; file naming
conventions; archiving requirements; degradation of physical records
 Electronic system benefits- storage capacity; time, simultaneous multiple access to
records; combination of other data; presentation of information; business efficiency,
integration of multiple systems.
 Electronic system Limitations- capital investment; up to-date software and
technological change; data loss through technology failure and security threats; system
upgrades; server storage space; file naming conventions; quality of data input; resistance
to change; may require training; information overload; duplicate copies of records.
4.3 Legal, security and confidentiality requirements for information systems
Legal Requirements :
 Laws protecting public and private sector information – Data Protection, Freedom of
Information
 Licensing arrangements
 Accuracy of information
Security and confidentiality Requirements :
 Levels of access
 Lockable security facilities
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 Security of keys
 Use of policies and procedures to monitor systems
 Use of passwords
 Protection of computer systems
4.4 Explain how to monitor the use and effectiveness of an information system
First of all, you have to develop a plan that specifies objectives. You will then need to
create a timescale for implementation and review and resource implementations. After this you
would then get your feedback from others which will give you the implementation of: levels of
usage and the timing of usage (Guffey and Loewy, 2012). This means you can gain early
knowledge or any faults you would have with this system. After this, you would need to look
into all of the legal and organisational requirements. Give any training necessary and make any
other adaptations that are needed.
CONCLUSION
From the above based report, it can be concluded that negotiation is nothing but a
discussion among individuals to find out an alternative which takes into account the interest of
all and nobody is at loss. In this report, typical stages of information systems development has
been described effectively. Apart from this components of negotiation tactics has also be
explained.
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REFERENCES
Books and journals
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Österle, H., 2013. Business in the information age: heading for new processes. Springer Science
& Business Media.
Murugesan, S. and Gangadharan, G.R., 2012. Harnessing green IT: Principles and practices.
Wiley Publishing.
Zott, C., Amit, R. and Massa, L., 2011. The business model: recent developments and future
research. Journal of management, 37(4), pp.1019-1042.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Viterbi, A.J. and Omura, J.K., 2013. Principles of digital communication and coding. Courier
Corporation.
Beynon-Davies, P., 2013. Business information systems. Palgrave Macmillan.
Hartman, J.L. and McCambridge, J., 2011. Optimizing millennials’ communication styles.
Business Communication Quarterly, 74(1), pp.22-44.
Online
Information System for Business Effectiveness. 2017. [Online]. Available from
:<http://www.managementstudyguide.com/information-system-for-business-
effectiveness.htm>.
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