Analysis of Communication and Information Management in Organizations

This report delves into the critical aspects of communication and information management within organizations, focusing on identifying and addressing communication challenges. Part 1 explores data collection methods, primarily emphasizing the use of surveys to gather primary data, detailing advantages, risks, and methods to avoid errors. Part 2 examines communication gaps, the impact of incorrect information, and the factors contributing to these issues within an organizational context. Part 3 presents an example of announcing negative organizational news, highlighting the importance of clear and effective communication during challenging times. Part 4 provides a comprehensive introduction, discusses suggested solutions like intranet services, and offers technical tools and facility recommendations, including Bitrix, along with schedule and cost management considerations. The report concludes with recommendations for fostering effective communication and organizational development, including the need for efficient leaders and training programs to improve communication practices and overall business outcomes.

Running head: COMMUNICATION AND INFORMATION MANAGEMENT
COMMUNICATION AND INFORMATION MANAGEMENT
Name of the Student
Name of the University
Author Note

1COMMUNICATION AND INFORMATION MANAGEMENT
Table of Contents
Part 1................................................................................................................................................2
Data collection method................................................................................................................2
Advantage and risks.....................................................................................................................2
Avoidance error in data collection method..................................................................................3
Part 2................................................................................................................................................4
Gap in communication.................................................................................................................4
Incorrect information due to communication..............................................................................5
Part 3................................................................................................................................................6
Announcing negative Organizational news.................................................................................6
Part 4................................................................................................................................................8
Introduction..................................................................................................................................8
Discussion........................................................................................................................................8
Suggested solution.......................................................................................................................8
Technical tools and facility..........................................................................................................8
Schedule and Cost management..................................................................................................9
Conclusion and Recommendation...............................................................................................9
References......................................................................................................................................11

2COMMUNICATION AND INFORMATION MANAGEMENT

3COMMUNICATION AND INFORMATION MANAGEMENT
Part 1
Data collection method
The communication problem is the major problem in an organisation which affects the
functional area of organization business expansion. In case of collaborating with another
company or identify the problem within the company, communication is the only medium to
understand that. To address all problems, data collection method is the only way to determine
that and deliver a possible solution for that. Conducting a survey is beneficial for the origination
where employees will determine the problem aspect of management will mitigate those. There
are two types of data collection policy like Primary data and Secondary data. Primary data is
collected from business field research; a survey has been conducted by this process and findings
are the most important aspect of that (Peppard & Ward, 2016). Secondary data is a form of a
collection of information that has been collected from books, journal, newspaper article, online
articles, government sites or any official sites. In case of addressing communication problem use
of primary data is relevant and through this proper data, findings can evolve. Employees’ are
noticed some critical things that management overlooks, so in that case, thesurvey can highlight
that aspect and company can mitigate the problem as well. So a direct question answer in the
survey process is the ultimate result that influences the communication mitigation problem. The
complete questionnaires are based on the communication gap. 10-12 close-ended questions were
there, and those questions are highlighting the right information. The survey questions would
send to every employee through email.
Advantage and risks
There are some advantages of the survey. The first one is less time consuming as these
areclose-ended questions so employees’ can select their answer very quickly. Another advantage

4COMMUNICATION AND INFORMATION MANAGEMENT
of the survey process is the easiness of the process. Questions are straightforward and related to
the importance of communication in their organization (Bloom et al., 2014). In case they are not
sure about the option they can skip any question, and there is no such pressure to answer all of
these. If they deliver any wrong answer, through the Google form of question they can revise the
answer as well. On the other hand, risk like if employees' forget the entire form, no result can be
found. If there is any manipulated case, then the undesired answer can be extracted, in that case,
objective findings cannot be established in that process. These are the possible risk of that
process that might hamper the survey.
Avoidance error in data collection method
There are some chances to get wrong answers from that survey process. There must be a
section where open-ended questions will be given so that employees can state their view and this
is the only way to mitigate error in the survey. Another aspect like make this survey mandatory
for employees, if the survey process is mandatory for all employees, then they have to deliver
their answer (Hashim, 2015). Lastly, answers need to have a wider range of options so the
employees’ can get their desired option within that row and tick the right reason after opted the
option. Employees’ feedback and suggestions are the important aspects of mitigating this
communication gap in the organization.

5COMMUNICATION AND INFORMATION MANAGEMENT
Part 2
Gap in communication
In an organization communication is the most significant option to know employees in a better
way and through this process business operation chances also increased. Good and productive
communication is expected from employees and managers for the development of the company.
There are some cases where internal contradiction for which company cannot reach the desired
level. This is the projected problem of communication gap, and the gap is creating aneffect on
the business expansion.
There are some people in the managerial position, but most of the people are employees.
The scale of business is large, and company needs to consider this large set up in a systematic
understanding. Proper communication may not happen at every time with employees, and
sometimes managers are not able to understand their need (Vaishnavi & Kuechler, 2015). The
unclear version of policy or understanding is the real problem behind communication gap. This
is the generated gap that created between employees and managers and the business operation
process is not successfully gone through in that process. Certain companies maintain distance in
between managers and employees; this also influences communication gap between them. If
managers do not understand employees' problem, then operation process must slow down.
Sometimes new employees' do not even know their CEO or any authorized people, that they
might lose their way of operation direction. The manager should guide their employees and
directed them on the right path to reach vision and objectives of the company.

6COMMUNICATION AND INFORMATION MANAGEMENT
Incorrect information due to communication
Sometimes incorrect information may come evolved due to communication gap. Internal
conflict is the most responsible factor for that. If problem areas are identified in the organization,
then it is quite easy to mitigate those situations through the interaction. On the other hand, the
conflict between two sectors or lots of grievances between them is the most effective issue in
business. For business extension, this kind of behavior is not accepted in the management.
Incorrect information due to communication is the major contradictory settlement that faced by
the company. Information will come in a chain process, and at the end of this chainingprocess,
something different motive has involved which is not stated by the management. For the long run
in business, this communication problem needs to be mitigated (Schwalbe, 2015). Managers and
leaders need to take the initiative to mitigate the situation and organization behavioral change is
the most effective reason behind that. Proper training to access new communication method is
the major training concern for employees. Cultural sensitivity issues may provide a better
commitment to communication and communication between workers and management mitigate
this situation and help business to extend their global arena. Employees’ mistrust over
management may create some communication gap as well. If employees’ maintain this attitude
and continue their utter disgust over management and authorized persons, then it will be
organization’s non-competence situation that can only deal with legitimate communication
management.

7COMMUNICATION AND INFORMATION MANAGEMENT
Part 3
Announcing negative Organizational news
To,
The employees,
ABC Organization.
Australia.
Dear all,
I, John Smith, the operation manager of ABC Company want to notify all the employees
that we are facing some communication problem in this company. For the successful
enhancementof the company, communication is most interesting and evaluative part to determine
the problem aspects of the company. We have found that lack of communication between
employees, mismanagement in delivery issues, team bonding, and lack of knowledge regarding
the job roles and getting fear to confess that anindecent amount of training is the major reason
behind the stagnant condition in the organization.
The functional area of the organization has hindered in some cases like supply chain
management, business in external territory, supply and distribution issue and transport problems
in between different cities. Communication is related to all these events and managing internal
communication is the only important aspect to focus on. Lack of communication inefficiency is
the major reason behind imbalance situation in logistics, supply products and growth in business.

8COMMUNICATION AND INFORMATION MANAGEMENT
We have conducted a survey also, and through this survey, we found thatinternal
communication system can only develop the business extension of the company. In this survey
process, some other aspects also come up like managerial behavior towards their employees or
lack of communication between them and the different situation between departments are
considered as the major issues. There are some miscommunication issues also raised up in this
process and sometimes some important information is not delivered to the concerned person. We
have found that some tools of communication management are not working and those need to be
replaced.
Therefore, we are on the verge of saving our company, and the only way of saving is the
effective communication between employees and managers. Better business ideas, concept and
expansion in business can only happen due to that process so it will be easier to take that
initiative to make effective communication and build a legitimate business. For the introduction
of innovation or new concept in business, work techniques and procedure must change. So
training and workshop will be provided to them for meeting ultimate organization ultimate goal
and success. We will take this initiative to mitigate this communication gap, and our company
will establish their business market in aglobal aspect.
Thanking you,
Operation Manager,
ABC Organization.
Date: 18.01.2018

9COMMUNICATION AND INFORMATION MANAGEMENT
Part 4
Introduction
Communication in workforce management is important for any organization to establish
the business at an optimum level and enhance their business opportunity globally. Most
companies are dealing with communication problems, and that resist their growth opportunities.
Employees need to be enough interactive so that better products can be done. The major problem
is the communication flow and misinterpretation of management (Hu & Kapucu, 2016). The
problems are internal, and these problem situations are putting a curse on their production. The
purpose of the proposal is to identify the communication-related problem in the organization and
mitigate those problems by effective tools and software. Through the solution, communication
must be direct, and there is no miscommunication will happen in that case.
Discussion
Suggested solution
The solution that needs to be implemented is the intranet service that can connect with all
the devices in the organisation. So any message from managers or any department executives can
become visible to every employee, managers, and executives. This is the best way to showcase
their message in this portal, and no interference will hamper the situation (Garvey, 2014). This is
the suggestive solution for using this intranet portal like Bitrix in the organization.
Technical tools and facility
Bitrix is the technological tool that used for better communication in business and
through this social tool operation, document sharing, online conversation all these can be

10COMMUNICATION AND INFORMATION MANAGEMENT
possible. It has activity stream and through that stream every employee, managers can know
about the feeling of others. It has mixed function and this process a fruitful conversation can be
made. There is no standard option and employee accepts these processes wholeheartedly as no
such passing through words are not coming their way (Galliers & Leidner, 2014). Company’s
manager can state some announcement, revise business deal, any declaration all these are
possible just because of this portal. Anyone can send important emails or replay any mail from
this portal, so this portal is vital for making digital communication process. A basic feature like
cloud hosting, absence management, HRMS and HRIS facilities, unlimited free user, source
code, API process all these are incorporated in this portal so that communication process evolved
in a right manner and right information will deliver at the right person (Weaver et al., 2016).
Schedule and Cost management
The process will take two weeks to implement in the organization. Software needs to
install on all the computers, and IT operation manager will check the availability of computers to
deal with that program. So it will take some time (Gutteling, 2015). It will cost more than $4000
for a monthly subscription. It will also cost a renewal charge of $1000 for every year. This is the
basic cost of scheduling the software into the organisation.
Conclusion and Recommendation
The organization also needs some efficient leaders who can take care of effective
communication in business. The extra amount of training and workshop processes need to be
done for the development of organizational position and standard. The functional unit of
origination is one of the original parts that generate revenue so better approach need to
implement in that sector. Introduction of Bitrix is another aspect that encourages the organization
position and communication gap is mitigated by that process. This is the possible

11COMMUNICATION AND INFORMATION MANAGEMENT
recommendation that organization can take to mitigate their communication problem. Technical
reasons, connectivity, and thedifferent functional unit must work together so that extra efforts
need not deliver the desired production.