Business Communication Report: Tesco Information Management Analysis

This report provides a comprehensive analysis of business communication, using Tesco as a case study. It begins with an introduction to business communication and its importance, followed by an examination of different types of information and methods of presenting it, including electronic, print, and visual aids. The report then analyzes a Tesco poster, evaluating its corporate communication effectiveness. Furthermore, it delves into legal and ethical issues related to business information, referencing the Data Protection Act and Freedom of Information Act. The report also discusses operational issues and various communication methods, concluding with a summary of findings and recommendations. The report highlights the significance of effective communication strategies for organizational success, emphasizing Tesco's commitment to information management and ethical practices.

Business Communication
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TABLE OF CONTENTS
INTRODUCTION ...............................................................................................................................3
TASK 1.................................................................................................................................................3
P1) Different types of information...................................................................................................3
P2) Methods of presenting information...........................................................................................4
TASK 2.................................................................................................................................................5
P3) Poster for Tesco.........................................................................................................................5
P4) Evaluation of corporate communication...................................................................................6
TASK 4.................................................................................................................................................7
P5) Legal and ethical issues relating to the business information...................................................7
P6) Operational issue in relation to business information...............................................................8
P7 Electronic and non electric methods for communications..........................................................8
Conclusion..........................................................................................................................................10
References...........................................................................................................................................11
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INTRODUCTION
When it comes to deliver business messages in an effective manner, there is a saying,'' It’s
not what is said, but how it is said.'' Business communication also refers to the way in which an
organisation shares information to promote its goods and services. Feedback is an inbuilt part of
business communication (Guffey and Loewy, 2010). Communication plays a vital role in the
process of directing and controlling human resources in the organisation. The motive of this report
is to focus on collection and management of business information in Tesco as it is important for the
future prosperity (Du, Bhattacharya and Sen, 2010). This report will discuss about the types of
business information along with the legal, ethical and operational issues.
TASK 1
P1) Different types of information
Information systems play a significant role in the cited firm. It helps the organisation to
improve productivity, efficiency and customer’s services. Networked information system supports
the firm to share knowledge and data throughout organisation. It provides access to information to
managers, executives, project teams and key employees for making decisions and managing
operations. Information consists of data which is organised to answer some questions and for
solving problems (Meredith, 2012). There are some general types of information systems such as
database management system. It is a combination of software and information that makes it possible
to organise and analyse data. It is a general information system and not designed to work within a
particular organisation or a special kind of analysis. On the contrary, there are number of specialised
information systems which are specially designed to support a specific process in the organisation
to carry out special analysis (Mai and Hoffmann, 2014). For example: Enterprise resource planning
(ERP) is an information system made to integrate the management of all internal and external
information of organisation. Types of information systems are:
Transaction processing: This type of system offers the decision makers in Tesco up to date
information on various types of transactions. For example: order processing systems enables the
sales department to input details of customer orders to a central database and transfer the details of
orders to manufacturing, accounting and customer service department.
Customer management: This system provides information on customer’s preferences,
tastes, demands and purchasing patterns. This system holds data on sales records, queries, reactions
to the marketing campaigns, complaints and service requests (Hartman and McCambridge, 2011).
Decision support system: It provides the managers of cited firm to access financial,
marketing and operational data which helps them to make reliable and quick decisions. Managers
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choose data, analyse it and make reports in different formats. With this system, users can find
answers to particular questions as a way to evaluate the possible effect of a decision before it is
implemented.
Supply chain management: It enables Tesco to share information through secured
networks with suppliers and business partners. This in turn improves the efficiency and controlling
costs. The firm gives supply chain members information regarding sales and production needs to
enables partners to plan their operations efficiently (Decarie, 2010).
Service support: This type of system enables the field service teams of cited company to
access the information required for completing their work efficiently. The system contains customer
service records, technical data on firm’s equipment, etc.
P2) Methods of presenting information
Using the appropriate methods for presenting information can improve understanding and
helps to stimulate and motivate. Tesco must review the options before presenting information to any
kind of audience to ensure maximisation of effectiveness of information. The cited organisation
can take these options for presenting information: Electronic: This method is convenient as it seems to be everywhere with organisation
having 24/7 access. This includes emails, social media, website banners and pay per click
ads. The cited firm has to consider the importance of presenting information. Print: The cited organisation can also adopt brochures, fliers, ads, catalogues, reports,
memos and letters. With increasing electronic communication, print methods have a benefit
that company does not need to worry about the way in which message will look on devices
and computers with various display settings. Teleconference: Tesco can also consider teleconferencing. Tele-meetings will provide the
same benefits of face to face communication without travel expenses and scheduling
headaches (DiSanza and Legge, 2011). The organisation can schedule meetings on short
notice and also, use basic video technology which frequently comes free with a smartphone
or personal computer. Visual aids: Use of visual aids will better involve attendees and making key points. The
cited company can also take charts and graphs which gives a usual pop to numbers which
are to be presented having an instant impact on the audience. Use of power point
presentation is also done for creating informational graphics that organise thoughts,
emphasise them and highlight the key concepts (Grunig, 2013). Face to face: Face to face interactions will let the firm to get more personal, assess the
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body language of customers and demonstrate products along with using visual aids. Graphs: They are the visual elements to make large numbers and complex information
simpler. They display large amount of data in an efficient way and aids in identifying and
interpreting patterns in the data. The most common types of graphs are bar graph, pie charts
as well as line graphs and scatter plots. Each of them has a different function in the display
of data like for showing comparisons, analysing proportional distributions, identifying
changes and clarifying the relation between numerical measurements. '
 Tables: They are suggested for relatively smaller amount of values which belong to a single
category. Where graphs will give a quick overview of data to the cited company, tables
focus on these values. The success in communicating results and interpretation to the
audience gives a basis to use this method (Cardon, 2010).
TASK 2
P3) Poster for Tesco
The company holds a belief that no food which is safe for human consumption should go
waste. The customers and peers also care about this issue seriously. Company has made a
commitment that no excess food will get wasted in their UK operations. In near future it will offer
surplus food for donation from all their central European stores. For doing this, the organisation is
making changes to the way it operates. It includes implementation of systems for better
understanding where the waste comes from and to re-evaluate how to handle waste. The company
chairs a coalition of leaders from government, business, research and civil society. This group is
devoted to accelerate progress towards sustainable development. This goal is to divide per capita
global food waste at retail and consumer level, and reduction in food losses along production and
supply chains.
In support to these the company is calling the wider industry to make commitments to
reduce food waste and set targets. For this clear timelines to redistribute food surplus in their
operations is being set. It is the first business firm to publish data on UK food waste in their
operations and has supported to identify food waste hotspots. Along with this the company is
working with their own farmers, growers and suppliers to reduce farm food waste wherever it
occurs. The company has also set their own food waste resolution to divide food waste within their
members operations in the future. The company is also proud to become one of the founding
signatories of the new Courtauld 2025 commitment. Courtauld is an industry wide ten year
voluntary agreement intended to make food and drink production and consumption more
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sustainable. One of the target is to achieve is 20% reduction in food and drink waste in UK.
P4) Evaluation of corporate communication
It is essential to have a strong communication system for development and regular activities
of any organisation. In simple words, it is one of the most necessary thing in any business firm
through which growth and strategies are highly impacted. Communication in the organisation is
selected by the strategy of their own (Sigmar Hynes and Hill, 2012). This strategy is taken while
any communication is done in the organisation. Therefore it is necessary to have an effective
corporate communication. This strategy must have all the guidelines of corporate communication
including communication in and outside the organisation. Many of the successful business firms
have a very strong corporate communication strategy for making their communication effective.
The existing corporate communication helps to establish a strong communication in the cited
company. This in turn leads to smooth flow in organisational operations. Various terminologies and
steps of corporate communication are applicable to understand for the organisational development
and implementation of those terms in the firm. Tesco is a perfect example of an organisation which
works with the communication strategies in the business world.
The current corporate communication helps the company to define the approach in the
respective field. It sets specific guidelines for the human resources to communicate in a standard
manner. It aims to achieve the organisational goals with the best communication media and tools. It
defines a work plan and supports in implementation of the plan for improving existing
communication system in the company. It targets to offer the best output from the available medias
of communication. An effective communication aids in identifying the weaknesses and lacking in
the current communication systems and to find out a way to remove the weaknesses (Dyrud, 2011).
Corporate communication helps to achieve the corporate objectives selected to accomplish mission
and vision of the cited firm. The motive of corporate communication is to ensure the continual flow
of information to achieve the corporate objectives. These objectives are the short term targets of the
company and these targets can be achieved only if there is a strong communication system. The
cited company has an effective communication strategy as it meets the organisational objectives
within the given time schedule and available resources. So it can be analysed that Tesco adopting
posters to communicate with its stakeholders and external parties is providing the company
immense benefits as it has a wider reach and attracts more and more people (Esser and Hanitzsch,
2013). The eye catchy and attractive looks of the poster offers the audience to get enough
knowledge about the company. It does not make them feel boring and monotonous while looking
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and reading the poster.
TASK 4
P5) Legal and ethical issues relating to the business information
To protect the business information there are various laws which are made by the legislation
of the country. So that there is no misuse of the information by any individual and organisation. All
the Acts should be followed strictly for maintaining the information before making use of data and
making any plan all these acts must be strictly followed by the organisation. (Ru-Chu, 2013)
Data protection Act 1998
Organisation use to collect the information about the people so this Act protects all the
information related to the people from being persecute. The information which are stored by the
organisation must procure all the information positively and lawfully. Collection must be done only
for the useful purpose. Use of this formation must be relevant and not be misused. It should be up
to date and if it is not necessary to keep the data it should not be kept for the longer time. If there is
no right for using the information it should not be used (Kankaanranta and Lu, 2013). Transfer of
data is prohibited under this law. Tesco follow these acts to protect the information:
Freedom Of Information Act 2000
This act allows both individual and organisation to ask for the information which is required
by the organisation to the public authority. If the public authority is having the information it can
provide the information to the organisation within 20 business days. This Act gives great strength to
Tesco because it helps the organisation to get the relevant information.
Computer misuse Act 1990
Legislation of UK has made this act so that individual and organisation get protection from
being hacked this act states that no one hack the computer of others and misuse personal data. There
are three types of misuse which are uncertified access to other computer details. Using of internet to
access other person computer. Using of personal details by modifying it (Conrad and Newberry,
2012).
Ethical issues
Ethics are the morale and values of the individual which are sometimes acceptable and
sometimes non acceptable by the Business. There is a code of conduct which the organisation
maintain while making the use of email, internet. policies of the organisation, and ownership of the
information which should not be altered by the individual working in the organisation (Robles,
2012).
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P6) Operational issue in relation to business information
Operations related to the business are those things which a business do for surviving in the
competitive market. Operations must be done effectively so that it can reduce cost of the operations
and also increase the satisfaction of the customer. Many of the information is stored and manage by
the organisation which are very important for doing the business operations. An organisation faces
many operational issue for managing the business information (Conrad and Newberry, 2011).
There are two main issues which the organisation face:
1.Requirement of the information should be fulfilled by the relevant data.
2.Information of the business should be reach to all the staffs in the organisation.
These both issues can be solved by the organisation by formulating the policies which must be put
at the place which will help to manage the information.
1. Information stored by the organisation is maintained by the information system
management. To decrease the risk of malicious attacks the organisation can include the login
with security password and use of IT system.
2. To recover all the data it is necessary to backup all the data so that when the information is
lost or corrupted information can easily get restored by the IT service provider.
3. As it is very important for the organisation to provide health and safety security to the
employee by complying with the health and safety regulations made by the government. As
it is the key to increase the morale of the employee.
4. Policies of the organisation shouldn't affect the staff and it should meet all the legal
requirement and policies made by the organisation must be consistent and flexible so that
according to the change in environment it can change accordingly. Policies made by the
management increase the productivity and coordination among the employee (Alshare Lane
and Miller, 2011).
5. Information security system is established in the organisation so that all the information of
the business is safe and secure. No one will able to misuse the data which is available for the
organisation. if there information security system available.
6. Cost for implementing the policies should be considered while making the policies so that
resources available with the organisation is more that enough to establish all the policies
efficiently in the organisation
P7 Electronic and non electric methods for communications
There are various types of electronic and non electronic method to communicate the
business information. Electronic communication is done through the advance techniques introduces
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in the market. And in non electronic communication the the information is delivers by the means of
report, letters, flow charts and verbal communication (Cardon and Okoro, 2010).
Electronic communication: There are many forms of electronic communications which has it s
own benefits and drawbacks. Some of them are very common through which organisation can
easily reach to the people Email: It is one of the most common method to communicate the information. It provide
the business to easily reach to the people through sending message which is delivered
instantly. It can be used for communicating internally as wells as externally Text messages: This is also like email message is send to the recipient instantly they receive
the text in their mobile phone so when the organisation wants to convey the message
immediately to the people this is the good form of electronic medium which can be used
for communicating internally to close people. Websites: This is the wide form of communication channel through which company can
reach to many number of people who visits the website of the organisation. For
communicating to the general public this medium can be used. Phone call: When the business information is personal and to reduce the misunderstanding
the organisation can use phone call to communicate.
 Fax: To communicate to the people living far away the organisation uses fax to send the
message. This communication channel is used in very rare case.
Non electronic form of communication: Business information can be delivered through variety of
non electronic medium which are as follows:1. Invoice: It is the Paper in which quantity of all the item its price description and all the
details are mentioned for making the payment.2. Face to face: This is the most efficient form of communication which involve Two parties
where both can express themselves very easily to each other and there is no chance of
misunderstanding and if there is misunderstanding it will solved easily (Shwom and Snyder,
2015)3. Letter: When there is high standard of communication than letter is use so that clear
information and details can be send to the people it is very much personal. And can give rise
to legal liability.
4. Memorandum: For the purpose of communicating the business information internally within
the organisation. This is mostly use for communicating the information to employee.
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CONCLUSION
From the above report it has been concluded that for practising the operational activities
there is a need of information for doing work by Tesco. There are different types of informations
which are vital for the organisation so it needs to collect all the data as and when required. There are
various methods through which proper information is collected by Tesco and stored with full
security. Tesco must follow all the laws related to protection of information so that there is no
misuse of information and all of them are safe and secure. All the information must be delivered to
the staff so that they can work efficiently. This will help the organisation to establish a healthy
environment within the organisation and communication will help to deliver relevant information to
the stakeholders.
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