Report on Principles of Business Communication and Information Systems

This report provides a comprehensive overview of the principles of business communication, encompassing negotiation, presentation skills, bespoke document creation, and information systems. Task 1 delves into the importance of negotiation in a business environment, exploring various approaches and tactics, including impersonal strategies, distributive negotiation, and compromise. Task 2 focuses on presentations, detailing different types, resource utilization, delivery methods, and best practices, including the use of feedback for improvement. Task 3 examines bespoke documents, covering their types, influencing factors, legal requirements for gathering information, creation techniques, and approval processes. Finally, Task 4 addresses information systems, outlining development stages, benefits, limitations, and legal, security, and confidentiality requirements, along with monitoring their effectiveness. The report integrates various academic references to support its analysis.

Principle of business communication

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK1.............................................................................................................................................3
P1.1Importance of negotiations in business environment ...................................................3
P1.2 Features and uses of different approaches of negotiation tactics ..................................4
P1.3Compnonet of negotiation tactics ...................................................................................4
TASK2.............................................................................................................................................5
P2.1 Types of presentation and requirement in business ......................................................5
P2.2 Resources use in presentation development...................................................................5
P2.3 Method of presentation...................................................................................................6
P2.4 Best practices in delivering presentation.....................................................................6
P2.5 Use of feedback .............................................................................................................6
TASK3.............................................................................................................................................7
P3.1Types of bespoke document ...........................................................................................7
P3.2 Factor those affecting bespoke document....................................................................7
P3.3Legal requirement and procedures for gathering information for bespoke document....7
P3.4Techniques to create bespoke .........................................................................................8
P3.5Gain approval of bespoke ...............................................................................................8
TASK4.............................................................................................................................................8
P4.1Typical stage of information system development ........................................................8
P4.2Benifites and limitations of information system.............................................................9
P4.3Legal, security and confidentiality requirement in a business environment...................9
P4.4Monitoring the uses and effectiveness of information system ....................................10
CONCLUSION..............................................................................................................................10
REFRENCES ................................................................................................................................12

INTRODUCTION
Business communication is information sharing between people within and outside an
organization that is performed for the commercial benefit of the organization. It can also be
defined as relaying of information within a business by its people. simply put, this field examines
communications in an office or work setting that lead to a clearer understanding of virtually
every human process that occurs there. This report will be explain about importance of negation
in any organization as ell as also discussed about feature and various types of approaches like
compromise, impersonal and many more,. Moreover , in this also discussed about presentation
develop and delivered, different type of practices use. This is also explain different type create
bespoke document and legal requirement or gathering information techniques.
TASK1
P1.1Importance of negotiations in business environment
Negotiation is a process where two or more parties with different needs and goals discuss
an issue to find a mutually acceptable solution. In business, negotiation skills are important in
both informal day-to-day interactions and formal transactions such as negotiating conditions of
sale, lease, service delivery, and other legal contracts.
Good negotiations contribute significantly to business success, as they:
help you build better relationships
deliver lasting, quality solutions - rather than poor short-term solutions that do not
satisfy the needs of either party
help you avoid future problems and conflicts.
Negotiating requires give and take. You should aim to create a courteous and constructive
interaction that is a win-win for both parties. Ideally a successful negotiation is where you can
make concessions that mean little to you, while giving something to the other party that means a
lot to them. Your approach should foster goodwill, regardless of the differences in party
interests.
A good negotiation leaves each party satisfied and ready to do business with each other again.
This guide explains why negotiation is important, and outlines strategies and tactics for
negotiating well (Bovee, Thill and Raina 2016).

P1.2 Features and uses of different approaches of negotiation tactics Impersonal-one of the most effective negotiation strategies involves separating the
people involved from the problem. Negotiators often get tied up in personal issues with
those who they are negotiating with. When this occurs, it can lead to problems
completing a deal. To finish the negotiation, it is often beneficial to separate the people
from the problem Lack of information-another approach that you can take toward negotiation is keeping
important information to yourself. Some refer to this as keeping your "cards close to the
vest." You go into the negotiation without divulging everything about the project. Distributive negotiation-one approach to negotiation is the distributive negotiation
strategy. With this type of negotiation, you look at the property or goal of the negotiation
as if it were a fixed amount of something. This is sometimes referred to as a fixed pie
negotiation
 Compromise-another approach to negotiation involves compromising with your
negotiation partner. This type of negotiation usually works when you have an ongoing
relationship with the counter party (Leathers and Eaves 2015).
P1.3Compnonet of negotiation tactics
There are three main components to a negotiation:
 Negotiation Is a Process-One big takeaway from ZEHREN♦FRIEDMAN Negotiaton
Skills Training is that negotiating is a process. Even if you just recognize that fact and use
that process in every negotiation you face, you will get better outcomes.
 What changes from negotiation to negotiation is how much time you spend on any one
part of the negotiation process.
 Negotiating Behaviours- Some people don’t have any negotiating process that they use
—They act a certain way and they expect you to react a certain way. And even within the
process, negotiating behaviours add a layer of complexity to the negotiation. So,
negotiating behaviours is the second major component of a negotiation.
 Playing the Game-Sometimes it’s not possible to grow the pie any bigger, it’s not
possible to serve both parties, nor maximize the outcome. In those situations, you must
know how to play the game. It’s important to know how to play the game even within the
context of the negotiating process. Playing the game includes tactical negotiation. Given

that tactics exist to pry concessions away, it’s also important to know how to give things
up (Vom Brocke and et.al., 2014).
TASK2
P2.1 Types of presentation and requirement in business
1) Providing Information-This format encompasses anything from a team meeting
that gives updates on a project or upcoming event to a demonstration that shows
product functions.
2) Teaching a Skill.-Your company just installed a new system or implemented a
new process that requires people to learn how to use the new tool and apply the
process.
3) Reporting Progress-As you integrate the new system into your daily routine,
your boss wants to know how it’s working. You might schedule a divisional
meeting or group off-site to share the progress.
4) Selling a Product or Service.-A briefing like this might include a recap of the
product or service, next steps and action items, or a discussion of needs and
improvements before the product is ready to sell (Aronoff and Ward 2016).
P2.2 Resources use in presentation development
To ensure a presentation is effective, presenters should implement a range of different
resources. Providing hand-outs is a very easy way to allow the audience to take notes if they
need to, as well as explaining key points/technical terms from within the presentation. Producing
hand-outs allows the presenter to give more detailed information whilst saving time to present
the important parts, as well as giving the audience a copy of any diagrams or graphs that may be
needed in future.
Resources also include any equipment used to present e.g. laptop, speakers, a whiteboard
etc. It is always important to have a plan when presenting electronically in case any of the
equipment is faulty. It may also be useful to email the presentation to the venue prior in case
there are any faults; this means the presenter has a back-up copy (Rosemann and vom Brocke
2015).
P2.3 Method of presentation
There are many different types of presentation and each has a different effect on the
audience depending on the purpose. Presentations can be displayed in a number of ways;

electronically, paper based using audience hand-outs, via video link e.g. international
conferences, via a face-to-face discussion etc. Usually, presentations fit into one of four
categories; informative, instructional, educational or persuasive. Each of these will have similar
content and some themes may overlap, however all types of presentation will have slight
differences in the techniques used in order to achieve the specific aim (Weiss 2014).
P2.4 Best practices in delivering presentation
It is important that all presentations are rehearsed, even if you are going to improvise.
This is so the speaker is aware of the timings of the presentation, so they can give a rough idea to
the audience and allow for any questions at the end.
1. Voice. Using your voice effectively can have a great impact on your delivery. The best
speaking voice is conversational, natural, and enthusiastic.
2. Gestures. Speakers often communicate with their audience either intentionally or
unintentionally using gestures and other physical behaviors.
3. Visual Aids in Presentation. Visual aids can help you emphasize main ideas, illustrate
a concept, or stimulate the interest of your listeners (Hair 2015)
P2.5 Use of feedback
 To collect feedback, presenters could produce a short questionnaire/evaluation on
how informative/engaging etc. the presentation was, including questions such as
“what did you like/dislike most about the presentation?” and “how
aware/informed are you now of the topics discussed?”, as well as incorporating
questions regarding next steps e.g. “what action are you going to take based on
the presentation?”.
 Another method of collecting feedback is to self-evaluate, the easiest way to do
this is to film the presentation so it can be watched later. Watching performances
back will enable you to assess areas that could be improved e.g. speak more
clearly/slowly. All feedback gathered will contribute towards improved
presentations in future (Mills and Rodger 2015).
TASK3
P3.1Types of bespoke document
There are a huge number of uses for bespoke business documents whether they are used
in the office, a warehouse or on the road by your sales teams. Bespoke business documents are

documents designed for a specific organisation or department. They are personalised to suit each
business and can include letterheads, compliment slips, invoices, business cards, leaflets,
brochures and catalogues
It is important that when creating a bespoke documents that the aim is to give a good
impression to other businesses or customers; to do this, documents need to be professional and
well thought out. If a bespoke document looks unprofessional & poorly-designed it can severely
affect the company reputation with its stakeholders. Documents need to be consistent throughout,
meaning that the company logo needs to be the same on all documents produced, as well as the
general theme (Ward 2016).
P3.2 Factor those affecting bespoke document
When designing different types of bespoke documents, different factors need to be taken
into consideration, however there should be a consistent style throughout, this is called a “house
style” where there is a preferred format and layout of documents produced.
There are certain legal requirements companies must follow when producing business
documents,
Letterheads are one of the most important pieces of stationery within the office, as they
set the standard for all correspondence received by customers and stakeholders. Letterheads need
to be clear and should just include the company’s logo and contact details. The letterhead needs
to be positioned appropriately so a long letter can fit on an A4 page if necessary (Busco 2014).
P3.3Legal requirement and procedures for gathering information for bespoke document
legal requirements companies must follow when producing business documents, for
example letterheads should include the full registered name of the companies, the VAT
registration number and the full address including the postcode. Sometimes, documents should
also include contact details such as a telephone number or email address, as well as a website and
the director/senior manager of the Company. Legally, all documents needs to be commercially
sensitive and comply with copyright law; this means making sure information included is not
confidential and conforms to the Data Protection Act, as well as making sure all information
used is with consent (Chang 2016).
P3.4Techniques to create bespoke
Techniques to create bespoke business documents:
 Research

◦ Sourcing information
◦ Planing the research
◦ Conducting research
 Providing design options
◦ Showing knowledge and application of legislation and regulations
◦ Efficient use of software applications and resources
◦ Appropriate document type
 Approval of document:
 Checking and proofreading skills
 Editing skills
 Consultation
 Final approval
P3.5Gain approval of bespoke
In most organizations, senior management are responsible for approving business
documents and checking they follow the agreed house style before they go out to the public.
In all documents, it is important to check dates, times, amounts etc. as these will not be
detected when carrying out a spell-check on the document; this is especially important for
documents such as promotional posters/flyers as prices and dates need to be accurate and up to
date (Whetten and Cameron 2015).
TASK4
P4.1Typical stage of information system development
Information systems are developed a number of different ways, and various procedures have
been developed, these include;
 The waterfall model-A sequential process used to develop information systems. The
process looks like a waterfall as progress steadily flows downwards through each stage
of development
 The fountain model- It is offers more interactions between design and distribution
allowing for the software to be more refined before distribution.
Typically, the main stages involve; analysing and evaluating the existing system and
identifying any problems, outlining requirements for the new system whilst fully addressing
problems, designing the system; this includes both software and hardware (Charter 2017).

P4.2Benifites and limitations of information system A distributive approach- It is when two parties try to claim the maximum amount for
themselves; this is also known as a win-lose approach, as the intention is to “win” as
much as possible. Distributive negotiation means there is a fixed amount of
goods/resources which are divided between the two parties unequally. A compromise approach- In where the two parties are more interested in creating a
partnership and will settle for less than they asked for to avoid conflict. This is also called
taking a soft approach or soft bargaining, where each party will agree to disagree and
treat each other as friends in order to seek agreement as much as possible. D
 An integrative approach- It is also known as the win-win situation as it aims to find the
best possible outcome which benefits both organizations equally; this is the most
desirable approach to negotiating.
P4.3Legal, security and confidentiality requirement in a business environment Data protection and freedom of information acts- These acts apply to all organizations
including; government departments, hospitals and health trusts, educational institutions,
the police etc. The freedom of information act- It gives members of the public the right to ask public
bodies to disclose all information on a particular subject. Unless there is a good reason to
withhold the information e.g. a threat to national security, it must be provided within 20
days.
 The computer misuse act-Which was introduced primarily to deal with computer
hacking. It covers offense including gaining unauthorized access to computer
programmers and databases, as well as harmful intent to commit a hacking offense. The
act also covers the intent to impair operation or prevent access to a computer or computer
programmer (Trevino and Nelson 2016).
P4.4Monitoring the uses and effectiveness of information system
This information will be useful for planning a long-term recovery plan for the affected
areas. Information tools will play a key role in monitoring the progress of post disaster activities.
Some examples of information system needs are:

 A Geographic Information System (GIS) will be customized in a way that will
aggregate damage data and produce maps for monitoring and coordination. This
integrated (database and GIS) syste
 High-resolution satellite One-meter resolution imageries were used in damage
assessment in six highly damaged cities in Pakistan following the October 2005’s
earthquake
 A set of standardized forms will be used in initial damage assessment. These
forms been designed to fit with various types of natural disasters (Russell and
et.al.,2014).
CONCLUSION
In this research concluded about business communication use in the organization like
importance of importance of internal and external negation , uses of techniques and features.
This report also cover uses of presentation in any company , different type of resources
included . This is also explain different type create bespoke document and legal requirement or
gathering information techniques.

REFRENCES
Books and Journal
Aronoff, C. and Ward, J., 2016. Family business values: How to assure a legacy of continuity
and success. Springer.
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Busco, C.A., 2014. Integrated reporting. Springer,.
Chang, J.F., 2016. Business process management systems: strategy and implementation. CRC
Press.
Charter, M. ed., 2017. Greener marketing: A responsible approach to business. Routledge.
Hair, J.F., 2015. Essentials of business research methods. ME Sharpe.
Leathers, D.G. and Eaves, M., 2015. Successful nonverbal communication: Principles and
applications. Routledge.
Mills, R.J. and Rodger, J., 2015. Modeling a Successful E-Business Using Essential Principles
from Netscape. Journal of Small Business Strategy. 12(1). pp.52-61.
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management. In Handbook on business process management 1 (pp. 105-122). Springer Berlin
Heidelberg.
Russell, E.J.,. and et.al.,2014. Guiding Principles for Conducting Service-Learning
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Trevino, L.K. and Nelson, K.A., 2016. Managing business ethics: Straight talk about how to do
it right. John Wiley & Sons.
Vom Brocke, and et.al., 2014. Ten principles of good business process management. Business
process management journal. 20(4). pp.530-548.
Ward, J., 2016. Keeping the family business healthy: How to plan for continuing growth,
profitability, and family leadership. Springer.
Weiss, J.W., 2014. Business ethics: A stakeholder and issues management approach. Berrett-
Koehler Publishers.
Whetten, D.A. and Cameron, K.S., 2015. Developing management skills. Pearson.