Analysis and Report: Managing Communications Knowledge and Information

This report delves into the critical aspects of managing communication, knowledge, and information within a business context. It begins by outlining the fundamental decisions required when starting a new food service business, including strategic planning, securing finance, and choosing a location. The report then differentiates the information needs at strategic, tactical, and operational levels and identifies both internal and external sources of information, such as financial documents, customer records, market surveys, and government portals. Furthermore, the report provides recommendations for a new food service business, emphasizing market selection, marketing strategies, and adherence to regulations. It also analyzes stakeholder engagement, communication channels, and the importance of involving stakeholders in decision-making processes to ensure alignment with their needs and interests. The report examines various communication processes, from sender to receiver, and suggests effective communication methods for business expansion and stakeholder interaction. Overall, the report provides a comprehensive overview of communication and knowledge management strategies, offering practical insights and recommendations for businesses.

MANAGING
COMMUNICATIONS
KNOWLEDGE
AND
INFORMATION

TABLE OF CONTENTS
Introduction .....................................................................................................................................3
1.1................................................................................................................................................3
1.2................................................................................................................................................4
1.3................................................................................................................................................4
1.4................................................................................................................................................5
Task 2...............................................................................................................................................5
2.1................................................................................................................................................5
2.2................................................................................................................................................6
2.3................................................................................................................................................7
2.4................................................................................................................................................7
Task 3...............................................................................................................................................7
3.1................................................................................................................................................7
3.2................................................................................................................................................8
3.2................................................................................................................................................8
3.4 ...............................................................................................................................................9
Task 4...............................................................................................................................................9
4.1................................................................................................................................................9
4.2..............................................................................................................................................10
4.3..............................................................................................................................................10
Conclusion.....................................................................................................................................11
References ....................................................................................................................................12
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INTRODUCTION
Managing communication is a regulated and organized method of managing the channels
of communication within a organization to ensure smooth flow of information,creative thoughts
and knowledge etc. it is important aspect through which company plan, implement and control
the various channels of communication used in firm. By managing communication and
knowledge, company can ensure effective flow of information within the company. It also assure
proper awareness about customers and stakeholder regarding business decisions. In this report
various aspect of managing communication will be studied in the context of provided case
scenario. In this report, various sources of information will be identified. A discussion about
various decision that can be made at start of business will be provided.
1.1
From the provided case scenario, it has been identified that entrepreneur is planning to
open a shop offering high quality of food to customers. Further, sourcing will be done directly
from a non UK nation with the EU (Beresford, 2010). In order to start a new business there are
range of decisions that must be taken by it and few of them are discussed as follows:
 Strategic plan: It is the important aspect through which entrepreneur can determine the
long term objectives of business aligned with the vision, mission of company (CIMA
2007,). It will act as guide to all the organizational members and their efforts.
 Source of finance: In order to start a new business it is important to have adequate
finance for purchasing land, raw material, technology and other resources (Egwuonwu,
Mohammed and Momoh, 2011). Therefore, decision must be taken about which source
must be selected for obtaining such funds. It must be ensured that source must be less
costly and less risky.
 Location of new business: It is important for entrepreneur to determine location for new
venture. Therefore, entrepreneur is required to decide whether it want to locate its
business in outskirts or central location of city (Epstein and Buhovac, 2016). The
business can be started at shopping complex, near residential areas, colleges or corporate
office. The decision must be taken wisely as future sales and profits depend on it.
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1.2
The contrasting information and knowledge is needed at different level which are
explained as follows:
 Strategic level: The top executives are required to take strategic decisions of company.
To facilitate these decisions, they require information from both internal and external
sources. Such as they need information about present financial position of company, level
of production, sales etc (Fisher, 2010,). On the other hand, to operate smoothly they need
information like strategies of rival, new technology in market, laws and regulations
generated by government etc.
 Tactical level: They play a vital role in employing the decision taken by top executives.
In this respect they need information related to availability of manpower to carry out
different activities, raw material for production, liquid funds etc (Goldkuhl, 2008).
Proper information about business vision, mission and strategic plan must be available to
them. They must have knowledge of organizational hierarchy, work division ,
communication channel etc.
 Operational level: They need routine information that have direct consequences on their
work ability. Therefore, information like change in technology, business structure, shift
timings etc.
1.3
There are large number of internal and external sources of information that are available
for employees so that they can take appropriate decision:
Internal sources
 Financial documents: There are many financial documents like, balance sheet, profit
and loss statement, cash flow and income statement etc. By knowing the financial
standing of business proper action and decision can be taken by management
(Harmsworth and Turpin, 2010). Such as, in case of low availability of funds decision
can be taken to obtain loan etc. Customer records: The entity keeps the record of its loyal and regular customers. In
case of launch of new product or offering discount company can inform them first. The
customer record also provide information like customer taste, preference etc.
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External sources
 Market survey: With the help of market surveys information about change in customer
needs, market trend and other such data can be obtained which will help in taking
important decision related to product development and marketing (Lunenburg 2010,)
 Government portals: There are many authorized sites of government that provide
information about new regulations, laws, change in taxation and trade policies that
directly impact the operations of company.
1.4
It has been identified from the provided case scenario that entrepreneur is planning to
start food service in non UK nations. In this respect following recommendations can be given to
entrepreneur.
 The company should select market having appropriate size having maximum customers
and revenue generating opportunities.
 Being a new start up it is important for it to focus more on marketing and promotion of
business. It must use social media sites, online portals, TV, billboards etc for the
promotion (Macmillan, 2008).
 The political and economic stability of market must be ensured before starting business.
The laws and regulation prevailing in such non UK regions must be known and adhered.
 The techniques like market intelligence can be used to gather information about customer
needs and preference that can be met by company.
TASK 2
2.1
By this provided case study, it has been analyzed that management should invite
following stake holders in decision making process to ensure their engagement with company.
There are some people who influence towards company. Under as :
Customer - The person who is purchasing or using of products and services of company. They
are valuable asset of a firm (Marstein, 2013). Customers are generally demand for a quality
goods for their livelihood. If such offerings are not found suitable, they have right to consult with
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the customer care for that. So the company must be ensure about quality and specialty of its
products and services.
Employees – These are the person who are internally influence management work and practices.
They are based on rates of pay, due to this company has to assure employees for providing job
security. Their compensation procedure is classified into two types that involve: on the basis of
wages and salary. They are a backbone of organization who give moral support and co ordinate
towards work performance.
Government – it can be considered as a system of country by which the activities of state and
community can be controlled. This is associated with certain rules and regulation that helps in
managing the work at organization systematically (Morris and Baddache, 2012). Government is
consist of various democracy are include legislators, administrators and arbitrators. It has been
established for providing an industrial peace and democracy towards work as well as every
individual.
2.2
With the help of using communication channels, management can be contact and
identified various stake holders for increasing productivity. It assist in improving relationships
between management and stake holders. The following methods can be used in it, such as -
Social media – It is a most important asset that helps in communicating with the people. It can
be provided as a wide range of information to a large number of customers (Svendsen, 2010).
Businesses are seeking to notify their customers for a new product and services that may
advertise and promoted by the broadcast media. Television and mobiles are the best social media
network for communication people and passing information regarding company.
Written/ non verbal – This communication network should be used when a message that does
not required interaction. It needs to be connected to individual, group and organization through :
policies, letters, memos, manual reports, notices and announcement. These messages helps in
communicating the all work in a well manner for this particular channel. Recipients may be
follow up this channel through an electronic or face to face sources, if questions arise about a
written message. Such as – online drafting a memos, preceding of your meetings and writing
official letters etc.
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2.3
Stakeholders represent those individual who can be affected by the different decisions of
company. Therefore, it must be very important for a company to involve these stake holders in
meetings and programs. Furthermore, management should be ensure about the wants and needs
of the target will be accomplished while framing an agenda of particular event or function. Some
major interest of stake holder is follow as -
Customer – In concern with customers, the leading interest of its group member is to get quality
goods and products on a minimum amount of cash flow (Pophal, 2009). Their motive is to have
ethical offerings and get a value for the money paid. Management must provide such offerings
of goods and services at a mega shops on a prime quality.
Government – The vision and mission of government is to assure that quality goods and
products would be provided to customers. It must be ensure that the dealing of company should
be fair and transparent. They should have complete information about various
2.4
By using an innovative and effective strategies, management has successfully founded
and articulate with various stakeholders and customers. Company can use a creative marketing
techniques and methods to sell out their products and services to retain customers. It should be
providing an offers or discount vouchers to the buyers which can be affected them towards your
offerings. In add-on to this, firm must provide additional discount to the customers. By using
this, government will be benefited with new revolution through e- commerce, e- marketing and
other online business (steurer, Langer Konrad and Martinuzzi, 2015,). It can be move towards a
high tax pay and provide employment to employees. The company must organize meeting in a
weak so that employees can be share their innovative ideas and opinion about offerings that how
to make it effective.
TASK 3
3.1
Existing process of communication in the given case study
Sender: Manager in company convey the message to sender with the intention of passing a
information and ideas to employee or
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Ideas: it is the matter on which communication is done. Such as manager give opinion, order or
suggestion to employee in company.
Encoding; matter of communication passed by using various symbol such as actions, words etc.
it is a process of encoding
Transmission: transmit the message form sender to receiver by any medium. It can transfer
information oral or in written form.
3.2
According to the given scenario, the entrepreneur is thinking for expanding his shop.
Entrepreneur also get chance to buy a cafe of, for developing business need to develop a
communication process
Communication is known as transferring of information from one place to another. It can
be done through various channel such as meeting, mobile, email, social media etc
 verbal communication: In this type of communication entrepreneur will communicate
over the phone or by face to face meeting. The message convey form sender (employer)to
the receiver (employee). The entrepreneur will conduct a meeting with an employees of
company. In meeting manager of business directly communicate with employees about
expanding it business. Suggestion was also taken by employees about expanding a
business or buying a cafe.
 Telecommunication: Telecommunication is best way to communicate with suppliers.
Through telecommunication process entrepreneur can easily inform to supplier about the
expanding of business (Xu and Quaddus, 2013). So that no problem is face by the
supplier in searching his cafe and proper connection can be maintain between supplier
and entrepreneur to manage the business activity.
 Email: By using email facility they entrepreneur can easily contact to customer. Manager
can easily end message to customer about it expansion and other service provides by
them to their customer.
3.2
Business in it is startup phase has different communication process from the running
process. At the time of start up phase there is only a business structure developed so there
informal communication between between employees and other staff member. In the informal
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communication it is not necessary that information shared is exactly correct it is known as
probability chain. For example in company each individual randomly tells other the same
message. However the information each by each employee hear the message is different. So
miscommunication can occur in organization. Star chain or gossip in this all the employee in
communication network speak with one another informally.
At the time of running business all the department is well set up so communication
process is formal. Formal communication process make easy to communicate between all the
department and employees (Beresford, 2010,). In formal communication message flow in the
chain of command. In this type of communication process information change through per-
defined channels. Full secrecy maintained of information between employee and manager.
Formal communication flow in entrepreneur is
 Upward or bottom up in this information flow from subordinate to superior authority.
 Downward or top down in this flow of information goes from superior to subordinate.
 Horizontal or lateral in this communication done between two employees in company
working at same level in same department.
 Crosswise or diagonal in this communication done between two employee working at
different level in different department.
3.4
Personal and professional development to improve my communication skill
Skills Activities Time period
Corporate communication skill Training and development and
e learning
1 month
Decision communication skill By attending conferences,
lecturers
2 month
Self development skill By attending seminar and
workshop
3 month
TASK 4
4.1
In this report, data can be collected from various sources to run a business. These
approaches helps to identify the different basis of knowledge and information is, considered as -
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Collection – Data will be collected from different sources such as ; internet, e- mail,
advertisement, mobile etc. that helps to ensure and provide an accurate information about topics.
It can include those online application, by which relevant ideas can be get about the content
(CIMA 2007).
Formatting – This approach helps to giving a proper data formation for getting systematic
information and knowledge. Information should be such type of bibliographic, practical, referral,
statistical and analytical.
Storing – For this consideration, information should be using some digits and abstracts, that
consolidated this knowledge to catch the main output. That relevant and updated information
should be stored by using various tools like: HIRS, DBMS etc.
Dissemination – The appropriate media of dissemination of information and knowledge should
be selected. This can be received by various sources that they are – oral, media, electronic media,
etc.
4.2
By improving the collection, information, formatting storage and dissemination of
information, all these process should be very systematic. The knowledge about content should be
captured properly. Both traditional and innovative methods must be used to above process. In
collection of data oriented information resources are such as – catalogues, specializes database,
digital library web searching etc. Captured knowledge can be stored in DBMS which is easy to
retrieve according to the required purpose.
When organization need a problem centred information browsing sources, it has to be
checked and analyse before storing it. This can be help to develop communicating links with the
community to address issues relevant to society, such as : product marketing, right information,
job opportunities, health etc. In creating a data base it should be very effective and efficient in
organizing and storing the information. According to that purpose of dissemination, this kind of
data basis is very important to repeated this process of information.
4.3
For any company sharing information and knowledge system play a vital role to co
ordinate such activities of business. It consider on a basis of conducting business in a daily base.
This approach must be necessary to easy access of information and knowledge. This should be
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include collect of content about each and every department of organization. After collection it
has to be discussed with higher authority before implementation. The following approaches can
be implemented with proper co ordination and communication. Ongoing support of senior
Managers, is quite necessary for any information and knowledge management system. This
content strategy should be kept up to date by constantly improving levels and methods of all
collecting information and knowledge (Egwuonwu, Mohammed and Momoh, 2011). Company
should have filter down this acknowledgement with information development, gather feedback
and ensure objectives are to be met.
CONCLUSION
From the above report, it can be conclude that managing communication and information
is very important for the success of business in new market. The main aim of this process is use
strong communication to maintain hood relationships with stakeholders . The major decision that
can be taken by top management are regarding, source of finance, manpower planning and to
find out the location of business. That report ensure about priorities towards effective
communication which is very important to the organization. This helps in understanding needs of
company and using appropriate knowledge about it.
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