Unit 16: Review and Restructure Star Printers London Operations

This report, prepared as a consultant's review for Star Printers London, analyzes and proposes restructuring of the company's internal and external operations, focusing on communication, knowledge, and information management. The report begins by assessing information and knowledge needs for effective decision-making, examining both internal and external sources. It then explores strategies to increase personal networking and stakeholder involvement in the decision-making process, emphasizing the importance of stakeholder analysis and relationship development. Furthermore, the report details the existing communication processes within the organization and suggests improvements to ensure greater integration of communication systems. Finally, the report covers the collection, formatting, storage, and dissemination of information and knowledge, recommending changes to improve access and efficiency. The report concludes with recommendations for improvement to enhance profitability and operational efficiency.

UNIT 16 MANAGING COMMUNICATIONS, KNOWLEDGE AND INFORMATION
MANAGEMENT: REVIEW AND RESTRUCTURE THE INTERNAL AND EXTERNAL
OPERATION OF STAR PRINTERS LONDON

Table of Contents
INTRODUCTION...........................................................................................................................1
Task 1: Demonstrating how one understands how to assess information and knowledge needs....1
1.1&1.2 Discussing the range of decisions to be taken and examine the information and
knowledge needed to ensure effective decision-taking .............................................................1
1.3 Assessing the current operations internal and external sources of information and
understanding .............................................................................................................................2
1.4 Explaining and justifying recommendation for improvement .............................................3
Task 2: Explaining how you would create strategies to increase personal networking to widen
involvement in the decision-making process [Also refer to PPT]..............................................3
2.1 Identifying stakeholders for a decision-making process in the company and explaining
why do one think they are important and appropriate.................................................................4
2.2&2.3 Explaining how and why contacting those identifying and developing business
relationship is important..............................................................................................................5
2.4 Designing strategies for improvement..................................................................................6
[Refer to PPT].............................................................................................................................6
Task 3: Explaining how you would develop communication process [Also refer to PPT]........6
3.1Reporting on existing processes of communication in an organisation based on your
finding.........................................................................................................................................6
The learner in this section of assignment, reports all the existing communication process used
by Star Printers London private limited. ....................................................................................6
3.2&3.3 Explaining ways to improve appropriateness and explaining how you would
implement improvements to ensure greater integration of system of communication in that
organisation.................................................................................................................................7
3.4 Create a personal plan to improve own communication skills.............................................8
4.1 A report on existing approaches to the collection, formatting, storage and dissemination of
information and knowledge.........................................................................................................8
4.2 Explaining how you will carry out appropriate changes to improve the collection,
formatting, storage and dissemination of information and knowledge.......................................9

4.3 Explaining how you will implement a strategy to improve access to systems of
information and knowledge.........................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
As a consultant of Star Printing London private limited, the learner, in this present
assignment will review as well as restructure all the external and internal operations of Star
Printing London private limited. The Learner will demonstrate various ways, to understand how
information, knowledge about proper use of IT modem, the technology of communication, and
decision-making process be improved to strengthen the business of SPL Limited company.
Along with this learner will also illustrate how harmony between different departments of a
company can be established will help the business to rise.
Task 1: Demonstrating how one understands how to assess information and
knowledge needs
LO 1
1.1&1.2 Discussing the range of decisions to be taken and examine the information and
knowledge needed to ensure effective decision-taking.
To: Manager Star printing london
From: Consultant
Date- 3/09/17
As opined by Lambe (2014), decision making in the field of business is a very
complicated matter, one wrong decision will destroy any company. Most of the decisions in this
business World are taken in a competitive, dynamic and complex environment. The reason for
the loss of Star Printers London private limited company is that the manager of this company
made decisions on inaccurate as well as incomplete knowledge. Therefore, the learner conveys
that manager of Star Printers London private limited must take decisions frequently and
continuously in accord to the needs of the company. In order to take correct decision for the
company, accurate and complete knowledge in one's field or domain is of extreme necessity. In
order to form a successful business, company manager first makes good decisions and then
implement them. In the opinion of Ward and Peppard (2016), for making the good decision,
knowledge is of great need. Both knowledge and information are required for effective decision-
making. Knowledge is much broader field than information. Knowledge refers to all those rules,
regulations, principles, insights, templates, models related to companies’ domain. A broad range
of decision is taken by Star Printers London private limited company in order to earn a profit.
The range of decision must include Programmed decisions, Tactics decisions, Non-programmed
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decisions, and Operational decisions. Program decision refers to the routine decisions that a
company takes repeatedly without many discussions, they are considered as standard decisions,
steps that company follows regularly. Program decisions save time for the company. The tactic
decision, are mainly the strategies of business that includes evaluation of companies'
infrastructure, deep analysis of various information in the field of work that is to be implemented
for the growth of business. Non-program decision making, techniques are used for those
unstructured problems, which are not continuously recorded in any company. Operational
decisions are made for implementation of tactics. It can be said that every level of management
has its own responsibility therefore in order to take effective decision they need to have expert
knowledge and information. In this Morden scenario there is presence of too much complexity in
this manner people should have heigh level of knowledge, skills and expertise.
1.3 Assessing the current operations internal and external sources of information and
understanding
In the opinion of Galliers and Leidner (2014), an access to internal as well as external
sources of information is necessary for the company to rise. The learner conveys that Star
Printers London private limited company has a huge number of departments within it such as
design department, accounts department, marketing department, print department etc. Different
departments have different works to do. Thus, it is very important that internal as well as external
information of every department is assessable and transparent to all staff members so that this
information can be used for proper decision-making.
The current internal source information in Star Printers London are:
Financial information that consists of all the gains and loss of the company, constituting product
prices, staff payment list, taxes involved etc, unfortunately, Star Printer London private limited
company lacks to give proper product prices.
Personal information is the information of all the employees in the company, their salary, their
length of service to the company, staff’s productivity rate etc.
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Illustration 1: Internal and external
(Source: Coombs, 2014)
In Star Private London private limited company staff information is not exact. Marketing
information refers to the information of the all those products and services that are very
beneficial or profitable for the Star Printer London private limited company.
External source of information
Marketing information is also collected by comparing sales of the different competitive company
in order upgrade productivity and business of any company, but Star Printer London private
limited company do not compare their sales value and productivity with that of other companies.
Purchasing information is the information accumulated by the purchasing department, like the
number of pages, printing ink and printing machines been purchased by the company etc. Star
Printer London private limited company does not produce any purchasing information.
The existing status of external information in of Star Printers London private limited company
includes all governmental information. Star Printers London private limited company fails to use
all the legal governmental information and thus lagging behind.
The external information in the sector of Databases and research is very poor in Star Printers
London private limited company.
1.4 Explaining and justifying recommendation for improvement
The learner after reviewing various factors, related to the deficiency of internal and
external information sources in Star Printers London private limited company, has realised the
causes for its downfall. Therefore, the learner in this section of the assignment will recommend
some of the improvements in these internal and external sources of information for Star Printers
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London private limited company, as well as justify the ways that to be used for promoting the
Star Printer London private limited company to earn huge profit. As the learner, has analysed the
present status of internal information in Star Printers London private limited company, and the
causes of the downfall of the company. In the field of financial information, in order to improve
the finance sector, all the information related to finances, prices of products, staff payment list of
the company, are to be accumulated and given to the company. In the sector of personal
information, the exact information of all the employees working for the company must be
provided to the company. The company must manage marketing information, consisting of all
the information about the products, and services of the company properly. Recommendations, in
the field of external information of the company, are legal governmental information
intellectually followed by the company, so to reduce governmental pressure on the company.
Research information on ways to improves sales level of the company needs to be improved; this
research also includes collecting important information about the competitive companies that
will help Star Printers London private limited company to reach pioneer position among the
other competitors.
Conclusion
From the above it has been concluded that decision making in the field of business is a
very complicated matter, one wrong decision will destroy any company. Most of the decisions in
this business World are taken in a competitive, dynamic and complex environment. The learner
after reviewing various factors, related to the deficiency of internal and external information
sources in Star Printers London private limited company, has realised the causes for its downfall.
internal and external sources of information for Star Printers London private limited company, as
well as justify the ways that to be used for promoting the Star Printer London private limited
company to earn huge profit.
Task 2: Explaining how you would create strategies to increase personal networking to widen
involvement in the decision-making process [Also refer to PPT]
LO 2
2.1 Identifying stakeholders for a decision-making process in the company and explaining why
do one think they are important and appropriate
To: Manager Star printing london
From: Consultant
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Date- 3/09/17
The learner in this assignment evaluates the importance of stakeholders, for the decision-
making process of Star Printers London private limited company. As suggested by Coombs
(2014), Stakeholders are the group of people or organisation, who are concerned about the
company. Concerned stakeholders are very important for competitive planning, for benefit of the
company. Stakeholders such as book publishers, Newspaper Company, magazine company etc
are important stakeholders of Star Printers London private limited company. The decision-
making process of Star Printers London private limited company must keep the interest of the
stakeholders in mind. The interest of the stakeholders needs consideration in order to terminate
conflict between the stakeholders. The stakeholder of the company can be individual or group
which are interested in working of organisation and can influence the activity of firm.
Illustration 2: Stakeholders
(sources: What Is a Stakeholder? 2017,
First of all, the stakeholders must be analysed according to their importance and their
contribution to the Star Printers London private limited company. Stakeholders that are more
important must be given the priority in the decision-making process of the company, so to
benefit such stakeholders. Secondly, the company must remember that influence, as well as
power of stakeholder, strongly affects the success or failure of the company. Thus, the benefit of
powerful stakeholders must always be analysed while making any decision for the company. The
company can also form a general body of stakeholders who will be notified before any decision
takes place. The members will represent their respective organisations or offices. Any decision
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should be made democratically after consulting with all the existing stakeholders. In this process,
a voting process is suggested as this democratic process can end all the conflicts. The voting
process should be a fare one as it evokes the sense that SME keeps an open approach to its
decisions and any modification of the proposed decision is welcomed by the company. The
stakeholder should be involve in decision making process due to which the level of conflicts can
be reduced. With the help of them one creative solution may be generated and operation of
business can run effectively. Each company must identify expert stakeholders and ability is also
differed.
2.2&2.3 Explaining how and why contacting those identifying and developing business
relationship is important.
The learner in this section of the assignment will explain why contact making is
important for the identification and the development of the business relationship, for the
profitability of Star Printers London private limited company. Stakeholders are very important
for any company, first correct identification of beneficial and powerful stakeholders are
necessary for the development of the Star Printers London private limited company.
Stakeholders such as employees, shareholders, Newspaper Company, Magazines Company as
well as publishing houses are very important powerful stakeholders for SPL private limited
company, thus the company must obey their demands of what kind of ink and pages must be
used. In the words of Borghoff and Pareschi (2013), strong communication between stakeholders
and company is necessary. This may be achieved by gaining primary knowledge about what the
stakeholders do or their role. Then asking the stakeholder directly what they find wrong with the
company and how such problems are to be solved. In order to make the stakeholders believe the
fact that company works for their benefit, they are to be told successful stories about the
company.
To make them a part of the SPL family, the company must send them greetings cards in
occasions and should invite them in periodical meets and social gatherings.
In those free mixing environments, they can informally talk about the development of their
relations or the way to achieve more market share to make the organisation sustainable.
Another important part of developing a relationship is commitment to the service. SPL should
maintain a strict code of service while dealing with a stakeholder’s demands.
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No company will keep their trust on SPL if it fails to meet the proper deadline or the demands.
Therefore, quality and punctuality are very important to maintain the goodwill of the
organisation.
There are several SME printing companies like SPL and as the market is very competitive, the
company must give its best to retrain its stakeholders.
These, are the methods to structure strong bond between company and stakeholders that will
certainly benefit the Star Printers London private limited company.
The various strategies behind making strong relation with stakeholder of start printers of
London
They should take effective step in manner to involve them in decision making progress.
There should be meeting with stakeholder on regular basis.
The stakeholder of company must be engaged in communication activity and target as per the
requirement.
They play very essential role because they help in manner to create positive workforce. The
feedback process about their involvement in activity should be taken to ensure their
effectiveness.
The main object behind involving the stakeholders in decision making process is improved
decision.
2.4 Designing strategies for improvement
[Refer to PPT]'
Conclusion
From the above it has been analysed that Stakeholders are the group of people or
organisation, who are concerned about the company. Concerned stakeholders are very important
for competitive planning, for benefit of the company. This may be achieved by gaining primary
knowledge about what the stakeholders do or their role. Then asking the stakeholder directly
what they find wrong with the company and how such problems are to be solved. In order to
make the stakeholders believe the fact that company works for their benefit, they are to be told
successful stories about the company. There are several SME printing companies like SPL and as
the market is very competitive, the company must give its best to retrain its stakeholders.
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Task 3: Explaining how you would develop communication process [Also refer to PPT]
LO 3
3.1Reporting on existing processes of communication in an organisation based on your finding
The learner in this section of assignment, reports all the existing communication process used by
Star Printers London private limited.
Three types of communication processes that are utilised by Star Printers London private
limited are formal, informal, and downward communication process. In the opinion of Child and
Hsieh (2014), the formal structure of communication involves all the communications that take
place within an organisation. The formal structure of communication is an effort done by the
company to regulate proper informational flow in the organisation. Some of the forms of formal
communication in Star Printers London private limited are the conferences, telephonic calls
performed in the company, the departmental meeting, news bulletins of SPL private limited etc.
Formal communication system is intended to keep the company in a continuum with its
workflow. It also helps the employees and the stakeholders to know about the company and its
core policies in a better way. By knowing this, they can mould themselves to the guideline of the
company.
Figure 1: Components of communication
(Source: 9 Communication Barriers Killing Your Career & Relationships, 2017)
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Figure 2: Communication process
(Source: Communication strategies to engage a variety of stakeholders, 2017)
Informal communication is released from all formalities and this communication is used for
informal relations such as members, friends and other organisations linked to SPL private
limited. This process of informal communication is beneficial for the SPL private limited
because it helps in spreading certain information profitable for the company; this is not possible
by formal communication. An informal communication also gives the employees the chance of
knowledge sharing. That means, an employee can get help on a particular job from an
experienced employee through informal chats and gossips. The team members can have a talk
with each other in a free environment to talk about a project openly and more comfortably than
they can have in presence of a manager. The free space they get in an informal communication
makes them mingle frely with each other and the bond between the team members becomes
stronger. A stronger relation between the employees only leads to a substantial amount of quality
and timely work.
In the opinion of Davison et al. (2013), downward communication is a communication that
flows from a superior level to subordinate level. In this form of communication immediate
performance are expected as well as maintained. In this type of communication, an employee
takes order from his immediate superior and after the job is done, or in case of any difficulties,
problems, or discrepancies the employee should only report to the superior. For example, a
manager takes order from an executive manager. The manager passes the job order to his team
members who after finishing the job will report to the manager. It is then the manager’s duty to
report the whole process to the executive manager.
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