Shine Stores: Communication, Knowledge, and Information Management

This report examines the crucial role of communication, knowledge, and information management within an organization, using Shine Stores as a case study. It explores the processes of data collection, formatting, storage, and dissemination, highlighting the importance of effective communication channels and addressing potential barriers. The report provides recommendations to improve communication strategies, including clear and concise messaging, effective channel selection, and the use of visual aids. Furthermore, it analyzes various approaches to collecting, formatting, storing, and disseminating information, emphasizing the need for authentic data sources and systematic storage methods. The report also outlines strategies for improving the information and knowledge system, such as implementing advanced software, database management systems, and leveraging internet resources. Finally, it offers a personal plan for a volunteer supervisor to enhance their communication skills, focusing on internal and external communication, and concludes with the significance of effective data and information management for achieving desired outcomes.

MANAGING COMMUNICATIONS, KNOWLEDGE AND
INFORMATION
ASSIGNMENT 2

TABLE OF CONTENTS
ASSIGNMENT 2.............................................................................................................................1
1) INTRODUCTION...................................................................................................................1
2) 3.1............................................................................................................................................1
3) 3.2............................................................................................................................................2
4) 3.3............................................................................................................................................2
5) 3.4............................................................................................................................................3
6) 4.1............................................................................................................................................3
7) 4.2............................................................................................................................................4
8) 4.3............................................................................................................................................4
9) EVALUATION.......................................................................................................................5
10) CONCLUSION.....................................................................................................................5
REFERENCES................................................................................................................................6

ASSIGNMENT 2
1) INTRODUCTION
As discussed earlier management of information and knowledge plays a crucial role in
working structure of an organization. When the data is collected for any specified purpose it is
required to be processed, analyzed and communicated among the different levels of management
in the enterprise. Proper and clear communication process lays significant flow of information
required at every stage of business activities. Different approaches are adopted by Shine Stores
to collect, format, store and disseminate the knowledge and facts. The report benefits the
institution in setting up its aims and objectives and communicating these guidelines to the middle
and lower level management.
2) 3.1
Communication is a continuous process of exchanging verbal and nonverbal subject
matter. It is essential that the information should be conveyed and understood by the recipient in
the same manner as intended by the sender (He and Cai, 2012). As communication is a two way
process and incomplete without feedback from the receiver to the sender on how well the
message is understood. The exchange of facts or ideas between individuals holding different
positions in the organization to achieve mutual harmony.
Sender:
The person intends to convey some message to other individual or group of people.
Message:
The subject matter can be in the form of information, ideas, opinion, suggestions and facts.
Encoding:
Conversion of subject matter into certain signs, symbols and codes by the sender is refereed as
encoding.
Communication Channel:
The encoder is required to transmit the message through proper channel of communication. The
choice of appropriate medium is essential for making message effective and correctly
interpreted (Liu, 2012)
Receiver:
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The message is received by the receiver, who tries to understand the message in the best
possible manner to achieve the desired result.
Decoding:
Now the message or symbol from the sender is converted in the form that exact meaning of the
message can be understood properly and completely (Miller, 2011)
Feedback:
It helps the sender to conform the correct interpretation of message by the decoder.
3) 3.2
Shine Stores understands very well the importance of communication processes in its
functioning. It helps to convey and spread significant decisions of owners to his employees. In
return, he receives many facts and findings from the subordinates. Below are few
recommendations made to improve the communication process (Tseng, 2010)
 The information should be formulated in simple, clear and precise manner as it reduces
the situation of confusion and chaos.
 Channel for distribution of views, plans and knowledge should be effective enough and
not hinder by various barriers (Laudon and Laudon, 2010)
 The message obtained by the receiver or encoder should be read and heard carefully.
Also, the receiver can repeat the content received to ensure about any doubts or queries.
 Use of audios, graphics, and pictures not only make the communication attractive but
easy to convey and understand concept behind it.
4) 3.3
An enterprise faces various barriers during the process of communication which hinders
the performance. The integration of system of communication helps to monitor and solve the
issues faced during the processing. Through this concept the organization is able to provide
electronic and physical security solutions, installations and up gradations in the working
structure of the enterprise (Miller 2011). It has helped in building strong communication network
in internal and external environment of the business entity. Usage of advanced telephonic
conversation and database management system helps to respond effectively and in less time. Not
only the employees of Shine Stores are interconnected through integrated methodology and
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techniques but the clients or customers of the entity are also benefited by its communication
system (Nothhaft, 2010). New schemes and offers are transmitted through print media, social
networking sites and personal selling method. This system also adopts maintenance management
of the relevant communication equipment s and components along with their critical secure
infrastructure.
5) 3.4
Now, acting as volunteer supervisor in Shine Stores I would like to improve my
communication skills and power to convey the guidelines and instructions to the subordinates. It
is necessary to establish a proper, clear and interacting communicating team structure. Due to
which I am able to circulate the knowledge related to objectives and proceedings of different
business activities (Pauley and Pauley, 2009). Apart, from internal communication process focus
should also be laid on external elements. I should improve my personal skills to present and
transmit confidently my thoughts and messages through use of pictures, graphics, audio notes,
articles and real time examples. In order to lay strong customer and business relationship I
should actively participate in industrial events, exhibitions, meetings and conferences. Websites,
social media profiles or personality development classes are another way to improve my
communication skills (Whiteman and Mattord, 2011). Optimistic approach towards the barriers
hindering the communication process will help to attain better results.
6) 4.1
 There are different approaches to collect, format, store and disseminate information and
knowledge in the enterprise. Firstly, the data is collected with the help of different
methods such as observation, experiment, survey, publications and government agencies.
The firm has numerous internal and external sources to receive required data and
information (Bazzichelli, 2009).
 After collection of information the firm performs formatting procedure. Formatting
process takes place with the help of various soft wares. The information is classified into
different segments depending up on respective fields like data and figures related to sales,
marketing.
 Now this properly classified and analyzed information is stored in the computers and
database systems. Earlier, the storage process was confined to paper and pen but now
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with technical enhancement and digitization of resources the storing techniques have also
modified (Campbell and Ling, 2011).
 At last dissemination and transmission of information is done to make employees aware
of the current scenario of the organization. The awareness creates better understanding
about the plans and procedures of the enterprise. This ultimately brings improvements in
the action and implementation of strategies in favor of the business entity.
7) 4.2
As mentioned above the prevailing system of data collection, formation, storing and
dissemination in Shine Stores needs to be refreshed for further developments. The data should be
collected from authentic sources of information (Rand, 2012). Company's records, cash flow
statements, balance sheets should be refereed at the time of collecting data. The research should
be confined to the respective area only.
The formatting procedure should be performed under guidance of skilled and
knowledgeable experts. As they are aware about the current scenario of the store and can suggest
measures to cope up with the critical situations (Scannell, 2007). Formatting of data and facts
should be done in such a manner that every aspect is covered including its respective merits and
demerits
The enterprise needs to adopt innovative measures to store the information in systematic
and précised way. Use of information technology in storing digital data of the enterprise is very
influential. Files and folders should be maintained with proper titles and specific information in
it. Also, focus should be laid on transmitting and communicating knowledge among the members
of the store (Coda and et. al., 2010). Proper and clear channel for distribution of instructions and
guidelines needs to be adopted. Mails, memos, notices, reports, newsletter and articles should be
published and circulated among the important people.
8) 4.3
The store deals in wide range of electronic goods and services which enables to make use
of information related to sales, marketing, employees records, schemes offered to clients,
agreements signed by the enterprise (Quester and et. al., 2004). Due to abundance of information
to be processed for the firm various strategies can be adopted to improve the information and
knowledge system:
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 Installation of highly equipped soft wares that provide stringent safety and security
measures. In the modern world, every year new technologies are introduced in the market
and the enterprise can adopt them to acquire better results (Wu and et. al., 2009).
 Such database management system should be adopted that automatically updates the
records and files in response of fluctuations occurring in the functioning.
 Optimum use of internet and authentic resources should be made at full extent. This will
make the enterprise aware about the current and the upcoming scenario of the company.
9) EVALUATION
It can be evaluated from the above assignment that communication plays vital role in the
transmitting and collection of information and knowledge. Shine Stores make use of different
types of communication process in its enterprise like formal communication, informal
communication and unofficial communication (Guffey and Loewy, 2010). Recommendations are
provided to prepare a proper system for collecting, formatting, storing and disseminating
knowledge and information of the organization. The firm can be benefited by these methods to
plan for future growth and development plans and objectives.
10) CONCLUSION
The report signifies the core benefits of managing information and knowledge of an
organization. It makes analyses of the communication process followed by the electronic firm
and designs the appropriate ways to improve it. It also covers the impact of information
technology in the functioning of data collection, storage and transmission. Further a personal
plan of supervisor in the organization to improve his communication skills and strengths. Thus, it
can be concluded that effective use of collection, storage and transmission of the data and
information gives desired outcomes.
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Whiteman, M. E., and Mattord, H. J., 2011. Principles of Information Security. Cengage
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Wu, M. C. and et. al., 2009. Founding team and start-up competitive advantage. Management
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