Business Development: Managing Communications Report & Strategies

This report delves into the critical aspects of managing communications within a business context, focusing on two assignments. The first assignment explores the decisions required to start a retail business (ABC Company), emphasizing the importance of internal and external information sources, stakeholder identification, and the development of effective business relationships. It covers price and location strategies and proposes future improvements. The second assignment examines communication processes within a small political activists' organization, comparing horizontal, vertical, and diagonal communication methods. It suggests improvements to existing communication systems, the integration of communication systems, and strategies for enhancing individual communication skills. The report emphasizes the role of information and knowledge in decision-making, stakeholder management, and the implementation of effective communication strategies for business success.

Managing Communications
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TABLE OF CONTENTS
INTRODUCTION................................................................................................................................3
ASSIGNMENT 1.................................................................................................................................3
INTRODUCTION................................................................................................................................3
1.1 A discussion on different decisions to be made ........................................................................3
1.2 Examination of the information and knowledge required to make decisions in relation to start up
a new business.................................................................................................................................3
1.3 List of internal and external sources of information and understanding and justify it..............4
1.4 Recommendations for the selection and analysis of information needed for business start up.4
2.1 Identification of stakeholders for a decision-making process...................................................4
2.2 Making contact with identified stakeholders and to develop business relationships...............5
2.3 Price strategy and location strategy applicable for ABC retail business ..................................5
2.4 A strategy for future improvements...........................................................................................5
EVALUATION.....................................................................................................................................6
CONCLUSION....................................................................................................................................6
ASSIGNMENT 2.................................................................................................................................7
INTRODUCTION................................................................................................................................7
3.1 Identification of the existing processes of communication in an organization..........................7
3.2 Comparison of the different communication processes and improvisation of the appropriate
communication in the organisation..................................................................................................7
3.3 Ensuring the integration of systems of communication.............................................................8
3.4 Explanation of improving the own communication skills by using the personal plan..............8
4.1 Existing approaches to the collection, formatting, storage and dissemination of information and
knowledge........................................................................................................................................9
4.3 Appropriate changes to improve the collection, formatting, storage and dissemination of
information and knowledge...........................................................................................................10
4.3 Implementation of a strategy to improve access to systems of information and knowledge. .10
EVALUATION...................................................................................................................................10
CONCLUSION...................................................................................................................................11
REFERENCES...................................................................................................................................12
............................................................................................................................................................14
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INTRODUCTION
The systematic planning, implementing, monitoring, and revision of all the channels of
communication within an organisation are known as managing communication. This is an important
part of any organisation which helps in interacting with each other (Managing communications, 2016).
This learning is comprises of two assignments, in one, it is about starting up a new business and the
other is based on the case study of small political activists' in which strategic communication process
as been described.
ASSIGNMENT 1
INTRODUCTION
To start up the new business entity in the retail sector that is ABC company, there are various
decisions are to be taken. Company should focus on making contact with identified stakeholders and
develop their business relationships. The reports covers the decisions which are to be taken for the
business by considering internal and external sources of information.
1.1 A discussion on different decisions to be made
A discussion of the different decisions to be made in relation to starting up a business is not
easy task. So the company needs to make key decisions for the betterment. Different types of
decisions include tactical, strategic and operational. These decisions involve how one will fund the
operation, how much money one need to survive in the early period of business and the location for
the facility. To start a new business, one should need finance. To determine the finance for the business,
owner can borrow money from the bank or may be he himself will eligible for grant money (Tamir and
et.al., 2015). Another option is to borrow from friends or family members or to involve with a partner
who can supply the needed capital. Second decision are to be taken for the business is site. If, one is
planning to start a brick-and-mortar retail operation as opposed to an Internet or home-based business,
choosing a location is a critical step. The location should be in the reach of the consumers so that
chances of the successfulness of business are higher.
1.2 Examination of the information and knowledge required to make decisions in relation to start up a
new business
Information and knowledge play a crucial role for conducting effective decision making process
in the ABC retail business. Due to highly competitive market, organisation needs high level of
knowledge, skills as well as expertise people. Each level of management has certain kinds of
responsibilities which include analysing for the effective market, to attract large customers base and to
increase profitability. By conducting various research, the management will find out about the various
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market analysis such as which customers segment should be targeted and how to influence the market
sales. They need knowledge and information to take decisions (Hwang and Yoon, 2012). For knowing
the level of knowledge, organization come across certain challenges, as tacit and explicit knowledge of
every person differs in various ways such as price and location strategy. Knowledge and information
should be properly managed with knowledge management techniques which improve strategic position
of business.
1.3 List of internal and external sources of information and understanding and justify it
The internal sources of information are collected from inside sources of the organisation.
Internal source of information includes the account ledgers which are used for predicting future events,
personnel and payroll systems etc. that is further used for costing a project and ascertaining the
availability. Other source can be marketing department which provides information based on the
opinions and buying habits of potential customers (West and Bogers, 2014). These all will suitable for
ABC to start up a new business as well as determine the success of products and services offered to
their customers. External information can be collected by the external sources such as government
websites, trade journals, multimedia like Facebook, twitter etc. To start a new business, Google will
play a vital role in gathering large amount of external information.
1.4 Recommendations for the selection and analysis of information needed for business start up
For improving the methods used in the selection and analysis of information needed for
business start ups are as recommended. ABC business is focusing to become highly valued business in
front of customers and community. The recommendations for the company are to be growing for the
international needs for more decision making. Furthermore, the business should include strengthening
the knowledge of the management systems and develop computerized decision support systems
(Valacich and et.al., 2015). Other recommendations for improving the selection and analysis are
competitor intelligence systems which will be highly advantageous for the organization.
2.1 Identification of stakeholders for a decision-making process
The identification of stakeholders for a decision-making process are done on the basis of
management, employees, customers and government. Other stakeholders includes stockholders,
creditors banks, investors, communities, general public, media etc. Company should create better
partnerships with their stakeholders who encourage constructive talk to make the business successful
by learning and listening each other (Hauck and et.al., 2013). This helps to reduce conflicts and assists
in better decision making. When, stakeholders are involved in early stages of planning process then,
decision making problems can be minimized. Each company has a set of unique stakeholders and their
level of interest and influencing ability also differ. Here, the stakeholders which company is focussing
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is customers which are easily to be attracted and increase firm's profitability. ABC business should first
identify and assess the importance of customer needs and requirements.
2.2 Making contact with identified stakeholders and to develop business relationships
As an owner of ABC Company, he can make contact with customers through various media
such as telephone, emails, letters, fax, word of mouth and social media. To contact and develop
relationship with customers for starting a new business should be effective for the business. The main
aim of ABC Company is to enhance their productivity and to increase its profits. To maintain good
relationship with stakeholders and to get desired outputs, effective contacts with customer are
important (Vahlne and Johanson, 2013). In the process of identifying the stakeholders it is important to
gather details as much as possible about their interest and influence ability on the organization. This
helps the organization to develop appropriate targeted customers for the company.
There are several methods which are used in developing business relationship with
stakeholders. Marketing communication can target audiences through using compatible communication
strategies. Further, business entity should prepare a communication plan which helps in defining the
audience, defining its requirements, constructing a communication schedule, shaping a medium of
communication and preparing the content (Andersson and et.al., 2015). Other method can be used is to
understand their needs so they can be personalized and targeted. Company should find innovative and
efficient ways to communicate with the customers. It should encourage the feedback of stakeholders
which is quite vital to monitor the effectiveness.
2.3 Price strategy and location strategy applicable for ABC retail business
Price strategy and location strategy applicable for ABC retail business is main aspect in starting
of the business. A new retail business needs to be where the customers are find reasonable degree of
security, access to public transportation, adequate parking for commercial as well as personal vehicles,
room for an office etc. The business owners can use a cost-plus method for pricing (Pettigrew, 2014).
In which, they calculate production and advertising costs then add a percentage to their unit costs.
Business owners must study the market and competition before setting a price for new products and
should be attractive.
2.4 A strategy for future improvements
A strategy for future improvements in the process to manage the stakeholders and some
proposals for improvement are following. The company is managing customers of ABC company very
effectively (Neves and et.al., 2012). The organisation is giving their customers good shopping
experience which is fairly and honestly, healthy and affordable, evaluating it by changing customer
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needs. They can give eco friendly product range and later evaluate customer complains which can be
useful.
EVALUATION
Information and knowledge plays an important role in modern organisations. Due to the
complexity of business processes people need high level of knowledge, skills and expertise which can
play as a drawback for the firm. The internal sources of information are mainly collected from the
inside of the organization. Stakeholders of the company are the individual or group which are
interested and can influence the organization which can acts as a benefits of the company. To maintain
a good relationship with the stakeholders and to get the desired outputs following are important.
CONCLUSION
To make a good decision experience, good information and interpreting the information
correctly is quite vital. The decision making should be effective in terms of money and location. This
can benefited in the expanding their consumer base as well as increasing in their profitability and in
making effective relationship with their stakeholders.
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ASSIGNMENT 2
INTRODUCTION
The organisation chosen for this case study on organisational communication is a small political
activists’ organisation. The reports covers the existing communication process, integration of
communication systems. The product also recommend about the improvements to the organization
existing approaches and excess to the information and knowledge systems. The reports also covers the
communication skills of a personal plan.
3.1 Identification of the existing processes of communication in an organization
The existing processes of communication in the given case study is horizontal top down
communication. Horizontal communication is the sending of information between people, divisions,
departments or units within the same level of organizational hierarchy. Horizontal communication is
often referred to as 'lateral communication'. This communication decreases misunderstanding between
departments working on the same project, thereby increasing efficiency and productivity (Davenport,
2013). It may result in better implementation of top-level decisions because employees on lower levels
are permitted to coordinate directly with each other in the implementation of the decision made at the
top.
Horizontal communication facilitates teamwork if a project requires tasks from different people
or departments. It may also increase job satisfaction and motivation by creating more employee
empowerment in communication. The different communication processes are vertical and diagonal
communication. Vertical communication occurs between hierarchically positioned persons and can
involve both downward and upward communication flows. Whereas, other is diagonal communication
(Becker and et.al., 2013). It refers to communication between managers and workers located in
different functional divisions. Although both vertical and horizontal communication continue to be
important. But this communication is no longer adequately capture communication necessarily and
flows in most modern organizations.
3.2 Comparison of the different communication processes and improvisation of the appropriate
communication in the organisation
The comparison between horizontal and vertical communication are degree of formality. In
horizontal communication, it enjoys greater degree of informality. On the other hand, vertical
communication is more formal than horizontal communication. Horizontal communication is mostly
done through oral media. Whereas, vertical communication is mostly done through written media. The
other difference is length of communication line. Horizontal communication occurs in short line as it
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happens directly between sender and receiver. However, in vertical communication, it passes through a
long line of communication (Heldman and et.al., 2013). The voluntary organisation cited in the case
study can improve appropriate communication through updating databases, solicitations, and mailings.
The effective communication can take place through utilizing the time saving communication systems,
such as writing memos, e-mails, and other written communication methods to delegate tasks to be done
within a time period.
3.3 Ensuring the integration of systems of communication
Ensuring the integration of systems of communication can done when the organizational
systems communication planning is necessary. Communication plan is the foundation of decision
making, where one want to be focus, opportunities can discover, optimizing challenges and monitor
efforts (Fan and et.al., 2013). Communication planning includes Understand current situation: Research about the current situation both internally as well as
externally are to be done. Define Goals and Objectives: It should define goals and objectives which should be focused by
the organisation to be accomplished. Target Audience: It should determine the target audience of communications. For this, the
company should make list and analysis for each group which is important for the
communication. Key Messages: It should identify the main idea which needs to be communicated with the
people (Rouse, 2016). The messages which is communicating in the organization should be
more simple and specific. Communication strategy: It should be decide on which kind of communication strategy should
be used to communicate between the workforce.
 Evaluation: To understand the message correctly so one should evaluate it correctly by which
one gets message delivery successfully.
3.4 Explanation of improving the own communication skills by using the personal plan
Improvisation of the own communication skills by using the personal plan are as explained. As
a volunteer supervisor, there are various personal communication skills which are needed for the
effective communication skills and they are as following.
Behave ethically: Understand ethical behaviour and business practices, and ensure that own behaviour
and the behaviour of others is consistent with these standards and aligns with the values of the
organization (Verderber and et.al., 2013).
Build relationships: Establish and maintain positive working relationships with others, both internally
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and externally, to achieve the goals of the organization.
Communicate effectively: Speak, listen and write in a clear, thorough and timely manner using
appropriate and effective communication tools and techniques.
Creativity/innovation: Develop new and unique ways to improve operations of the organization and to
create new opportunities.
Foster teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and
make decisions that enhance organizational effectiveness (Epner and Baile, 2014).
Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details,
data, information and activities.
Plan: Determine strategies to move the organization forward, set goals, create and implement actions
plans, and evaluate the process and results.
Solve Problems: Assess problem situations to identify causes, gather and process relevant information,
generate possible solutions, and make recommendations and/or resolve the problem.
4.1 Existing approaches to the collection, formatting, storage and dissemination of information and
knowledge
Data collection, formatting, storage and dissemination are the existing methods which are used
by the small political activists’ to understand the information they want to communicate to others.
These methods are used by various organisations to communicate information and knowledge in the
organisations. The methods which the chosen company uses in the data collection are observation
method, experiment method and subjective estimation. The observation method is which the
organization is visiting to the customer for assessing the customer complaints about the business
content. This first hand knowledge which avoids a response bias (Seidel and et.al., 2013). In
experiment method, the firm collects information on a specific parameter which can be obtained
through variables. Whereas, in subjective estimation, the organization uses alternative sources to know
the information by knowing their tastes and preferences.
The formation are done according to the organizational requirements, small political activists’
uses different types of formatting tools to formatting the information. These are practical, referral,
bibliographic, analytical and consolidating information. It also uses statistical data. After collecting and
formatting data, storage method takes place in which relevant and updated information should be
stored by the company. Storage is concern to easy access and easy retrieval of information according to
the requirements (Jasimuddin, 2005). There are various tools for storage method and they are
documentation form and online form. In dissemination, first information should verify the appropriate
receiver. Then, the appropriate media for dissemination of information will be selected. The various
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media can be oral media and electronic media. The various electronic media are TV, radio, internet,
email, fax, video, teleconferencing, webcasts etc. The company should choose the correct media for the
communication which is important to reach the potential.
4.3 Appropriate changes to improve the collection, formatting, storage and dissemination of
information and knowledge
The changes to improve the collection, formatting, storage and dissemination of information
and knowledge should be appropriate and systematic. In collection of content oriented information
resources such as library catalogues, specialized databases, digital libraries, web resources etc. can be
used. The capturing of formatting information can be stored in database which is easy to retrieve
according to the required purpose (Veronese and Chaves, 2016). Data bases such as electronic
databases, digital libraries and web resources can be used. When the organization need the problem
centred information browsing sources of information or checking the existing information to check
whether capturing and stored information can be useful for this specific purpose. Disseminate
information help to develop communication links with the people to address issues such as product
marketing, right to information, job opportunities, health etc.
4.3 Implementation of a strategy to improve access to systems of information and knowledge
Implementation of a strategy to improve access to systems of information and knowledge is
important for the day to day operations. It is important to easy access of information. For this, better
implementation of the information and knowledge system is essential. This should include information
about each department of the organization which should discuss progress and any issues, reviewed and
update, co-ordination and can upgrade the system using feedback and suggestions of others (Louise-
Hamilton and et.al., 2014). Ongoing support of voluntary supervisor is quite necessary for any
information and knowledge management system. Information and Knowledge Management strategy
should be kept up-to-date by constantly improving levels and methods of collecting information and
knowledge. Company should filter down information developments, gather feedback and ensure
objectives are met by the organisation.
EVALUATION
The chosen company is using these as existing methods in which the organization is managing
data collection, formatting, storage and dissemination methods effectively. Due to the complexity of
business processes, people need high level of knowledge, skills and expertise. The benefits include the
direct interaction with the customer is the best way to collect the data as well to know the needs and
requirements of them. In dissemination, internal sources are playing a vital role in communicating with
the people.
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CONCLUSION
Information and knowledge plays an important role in modern organisations. To maintain the
good relationship with the customers, the voluntary supervisor should meet the objectives, needs and
requirements of the customer. To improve the collection, formatting, storage and dissemination of
information and knowledge, all the process should be very systematic and effectively done.
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REFERENCES
Journals and Books
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Science & Business Media.
Davenport, T.H., 2013. Process innovation: reengineering work through information technology.
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for improvement. Journal of computer-aided molecular design. 26(6). pp.675-686.
Pettigrew, A. M., 2014. The politics of organizational decision-making. Routledge.
Seidel, S. and et.al., 2013. Sensemaking and sustainable practicing: functional affordances of
information systems in green transformations. Management Information Systems Quarterly.
37(4). pp.1275-1299.
Tamir, M. and et.al., 2015. An expectancy-value model of emotion regulation: Implications for
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