Business Communication and Decision-Making Report: SP Food Pvt. Ltd.

This report analyzes the communication and decision-making processes within SP Food Pvt. Ltd., an Italian food company providing online home delivery services. The report begins by examining the different levels of decision-making (strategic, tactical, and operational) and the information and knowledge required for effective decision implementation, including internal and external sources. It identifies key stakeholders, including employees, managers, customers, government, suppliers, and local authorities, and discusses strategies for involving them in the decision-making process. The report also evaluates the existing communication processes within SP Food Pvt. Ltd. and provides recommendations for improvements, such as enhancing communication channels, providing employee training, utilizing technology, and adopting structural changes to improve stakeholder relationships. The report emphasizes the importance of effective communication for business success and offers actionable strategies for SP Food Pvt. Ltd. to improve its communication and stakeholder management practices.

MANAGING
COMMUNICATION

INTRODUCTION
Communication is a process in which 2 or more than 2 parties are involved where one
person sends the information while another receives. It is an act of transferring or exchanging
information from one place to another. In an organisation, managing communication is very
important for doing the work in effective and efficient manner and for maintaining the
relationship with employees as well as with the customers (Gailloux and et.al., 2012). This
project is based on SP Food Pvt. Ltd. which is established in Italy and deals in food sectors and
also provide online food home delivery. This report will explain the different decisions taken for
information and knowledge that are required for making successful decision implementation for
different types of internal or external sources of information. It will also tell about the design that
will help in improving the appropriateness and plan that will help in improving personal
communication skills and changes that are important for improving the collection, formatting
and dissemination of information.
TASK 1
1.1 Decisions to be taken
By every firm, decisions are taken on a regular basis without thinking about what type of
decision these are. In SP Food Ltd. Decision are taken on all three levels and these decision are
divided in three parts which are as follows -
 Strategic- these decision are taken by top level authority and is related to entire
company. It provides direction to the company that in what way company can achieve it's
objectives.
 Tactical -These decision helps in implementation of strategic decision. It looks after the
availabilities of resources like finance and human.
 Operational -These decision are related to day to day activities of the company.
The initial decision would have been a strategic one taken by top level management. This
decision determines the success of a company. There are given following things that should be
considered by the related authority while taking final decision which are as follows -
 Benefit to the business.
 Cost for implementing the strategy.
 The use of available resources.

 Implementation of time scale (Coombs, 2014).
 Cost analysis etc.
Tactical level takes decision related to resources and helps in implementation of strategy.
There are some tools like T- Chart, decision matrix etc. helps in taking decision. And at last at
operational decision, managers take decision for increasing the effectiveness and efficiency of
company.
1.2 Information and knowledge considered for decision making
Information and knowledge play a significant role in taking effective decision and plays
an important role in modern organisation. Recently there are many alteration in the market if SP
Food Company will have information or knowledge then it can easily adopts the changes and can
take decision easily. In SP Food Company have some authority for taking decision and for it they
should have knowledge and information.
Organisation have to introduce new technologies for anticipating the changes that are
required for successful decision making, knowledge and information that are to be managed in a
systematic manner for improving existing business process, new products and service
development. These all things can be done creative knowledge and apply this knowledge in
innovative manner so that it can give the desired result. Information and performance plays an
important role in decision making in every department like production, marketing department
etc. If SP Food wants success then it should have knowledge about market (Staple and et.al.,
2011).
1.3 Sources of information
Various sources of collecting information are as follows -
Internal sources -
 Financial -Accountant, financial controller generally holds the information related to the
finance position of the SP Foods like profit and sales.
 Personal and administration information – The administrative information contains
complete details about manpower, their career, knowledge and productivity rate, etc. SP
Food Company should keep this information for solving the salary issues.
 Marketing information – This information is helpful in understanding the information
about products and services that is introduced by SP Food Company. This information is
useful to estimate the sales generated (Rossetto, 2013).

 Manufacturing information - This process is related with the cost of producing
products, raw material and human resources, etc.
External source -
 Government is the most reliable source of information because it provides information
related to business dealings, tax liabilities etc.
 Financial institution is also best source of information and it supports the SP food
company in a common problems (Beck and et.al., 2012).
 Commercially include agents, consulting firms may be hired by SP Food Company for
collecting information. This may help in preparing the strategies that will help in getting
success.
 SP Food company can collects information through magazines, newspaper, television etc.
 Company can do online survey and can fill the questionnaire from the consumer by
which company can know about the requirement or demand of products and services.
 The management in SP Foods emphasises on a group that can help them to collect
information for making decision.
1.4 Recommendation for improvement
Information helps in taking several effective decision that helps in getting success and
also helps in facing competition in the market.
 SP Food Company should improve the communication channel between manager and
employees if company does it then it will provide the opportunities.
 It should provide the training to its employees for enhancing their skills so that they can
work effectively and efficiently.
 It uses Management Information System for enhancing the level of proficiency that can
alter the collected information into useful information (Jalil, Ergen and Wichorus, 2013).
 SP Food company should use of latest technology and also use equipment by which video
call meeting can be done between partners and suppliers for maintaining good
relationship.
 SP Food Company should adopt structural changes that can affect and also that
interaction between different places.

As a start-up company, it should interact with customers, employees or its target market
so that it can maintain personal relationship with them and through this it can achieve the desired
result or outcome.
There is direct relationship between information and decision because if company will
have proper information then decision can be taken easily and successfully (Reda, 2013).
TASK 2
2.1 Stakeholders for decision making
Stakeholders are a group of persons that are being effected by the organisation. SP Food
Pvt LTD has internal and external stakeholders which are as follows -
Internal stakeholder – In this, following people are included like -
 Employees and
 Managers
These all have impact within the organisation. If they are good skilled people then
company will go on the right path way of success and vice -versa.
External stakeholders – These stakeholders include the following persons -
 Customers
 government
 Suppliers
 Local authority
These stakeholders affects the decision making process of the company. For example –
Government made a law like Equity Pay Act related to employment then company have to
follow it and have to take decision according to it.
Company should maintain good relationship with stakeholders for getting success by
learning and listening each other. If SP Food Company will do it then business' process can be
carried out without any disturbance and it will reduce conflicts and will also help in better
decision making (Cornelissen, 2014).
Each company have different nature of customers so firstly SP Food Company should
identify the importance of stakeholders.

2.2 Develop business relationship
In every company, employees plays a vital role. Without having it company cannot do
anything and cannot achieve success in the market so if SP Food Pvt LTD want to achieve its
desired result then it should provide all necessary facility and should motivate to them so that
they can work effectively and efficiently (Gossweiler, Gargi and Google, 2014). Company can
motivate to them by providing good compensation, working environment etc.
SP Food Company have younger target market so while providing the products or
services to them it should identify their needs then serve to them. It will help in getting success.
Besides above, supplier should be paid on time in exchange of their supply of best quality
raw material. If company will pay on time then it will help in maintaining good relationship with
them and then they will provide good quality of products and services and on time.
Government also has an important role in decision making process because government
has made rules and regulation that affects the business process.
2.3 Involving stakeholders in decision-making
The stakeholders’ participation is expected to proof beneficial for long-term growth of the
organisation. Henceforth, the stakeholders should be allowed to participate in decision making
process. The list of benefits SP Food gets through increasing stakeholders’ participation is are
stated underneath.
 Company can get new or innovative ideas that may result that company can take right
decision.
 Stakeholders will get motivated and will assume themselves as a member of the company
and will do work efficiently and effectively etc.
Decision that is shared among organisation and stakeholders is important in collaborative
projects. It will help the stakeholders top understand the company situation. If company will
involve the external stakeholders in decision-making process; then internal process is
strengthened through continuous feedbacks and increasing social responsiveness. By
participating of different types of stakeholders in decision-making, it will improve the quality of
decision-making and will guide the organisation on a right pathway (Colapinto and Benecchi,
2014).

The suppliers of raw materials are considered to be less involved in final decision process
that need to be discussed regard to make available all the materials for the customers, creating
the limits of the projects. This stakeholder have limited role in decision making process.
SP Food Pvt LTD should consider the stakeholders in decision making process so that
they can work effectively and will spread positive word of mouth in the society so that people
can attract towards the company’s products and services.
2.4 Strategies for improvement
As SP Food Pvt LTD has main goal to do right things in right manner so that it can earn
large amount of profit. It also manages the employees in efficient manner so that they can work
according to the standards (Coyne and Gallagher, 2011). There are given some strategies for
managing the stakeholders and some proposals for improvements which are as follows-
 Customers –SP Food Pvt. LTD should provide the good quality of products and services
to the customers and at reasonable prices. It should evaluate the customers' needs and
wants time to time then should provide the services to them.
 Employees –SP Food Company should provide the fair remuneration and good working
culture so that they can be motivated and will work in an efficient manner and should
take feedback about the work on a regular basis.
 Communities -It should provide more employment opportunities and should donate the
some part of profit for improving standards of the society. SP Food Pvt LTD donate some
amount of profit for preventing the pollution.
 Government -Company should follow the rules and legal compliance of the government
for running the business smoothly.
 Suppliers -Company should pay the amount on time and with honesty and fairly that will
help in maintaining relationship for a long period of time. The quality assurance and
supply chain management are regarded as the assured system.
There are many theory of communication process, one of them is structural and
functional theory believes that social structures are real and function in ways that can be
observed objectivity (Lors, 2011). Another one is cognitive and behavioural theory that focus on
psychology of individuals.

TASK 3
3.1 Existing communication process of SP Food Pvt. LTD
Communication process is a two way process that in which ides or information are shared
among the people. It is shared in that way that will help in enhancing the employees
contentment, stakeholder’s value, etc. (Van Der Riet, 2011).
SP Food Pvt LTD is an effective evaluation of internal and external information. In SP
Food Pvt LTD, following communication process which is given as below-
 Sender –Sender is that person who sends information to other person and starts the
conversation. His attitude, personality, experience, skills etc. influences the content of
message. He can communicate by words, spoken, written.
 Encoding- For convey with other person, the sender has to translate the information into
meaningful words.
 Transmission -After encoding the message, sender sends the message to the other
parties. For send the information there is requirement of some channel that will help in
sending. Channel can be oral or written but currently available channel have been
available with technological changes. Common channels are telephones, fax, emails etc.
 Feedback -When any information is transferred by the receiver then for the message,
sender sends feedback of this message to the sender. It indicates that message is
understood by the receiver exactly same what sender wants to say.
3.2 Communication process and improvements required
Communication is regarded as an integral and the most essential element for co-
ordinating activities within organization because without having it no company can get success.
A proper communication between employees and managers is necessary for smooth flow of
operations. It is therefore necessary for the organization to ensure following improvements:
 It is the responsibility of employers’ to make the environment comfortable so that
employees can communicate with them without any hesitation.
 SP Food Pvt Ltd. needs to have an effective format of communication including phone
calls, video or audio conferences (Ale Ebrahim and et.al, 2011).
 Company can communicate with their employees via Skype, Google chat etc.
 Important message should be repeated because it helps in improving communication.

 When one person is speaking then other person should listen carefully that ensures the
sender that receiver is taking interest then it improves the communication process (Qiu
and et.al., 2012) If in communication some problems are arises then it should be sought
out in effective manner and within time period that will help in improving the
communication. Problems like misunderstanding, conflicts etc.
3.3 Comparison between different communication processes
Sometimes while doing communication, problems are arises like conflicts,
misunderstanding etc. So for removing this problems, communication should be integrated with
the organisation system and for it, planning is very crucial. A decision making process is said to
be dependent on proper planning which helps the organization to find opportunities. Different
aspects that are covered as a part of communication planning are listed as follows:
 Current situation – SP Food Company should conduct research both internally and
externally for understanding the current situation.
 Defining goals - Company is responsible to define its goals so as to achieve objectives
that are set for short run.
 Segmented audience – The organization needs to identify different set of groups that are
segmented and among whom communication is necessary. The messages are expected to
be exchanged among audience in groups.
 Key messages –The message identified should be delivered to the target audience. First
of all, the idea should be developed regarding requirement of target audience. Thereafter,
the message should be designed which can be easily understood and meet requirements
of group of people. Message should be simple and short that can be understood easily
(Akhtar and Ahmed, 2011).
 Communication strategy – Should decide which channel or strategy is suitable for this
message.
 Evaluation -after delivering the message, it should evaluate the message successfully.
For getting better result there should be proper communication system that will reduce
the conflicts or misunderstandings between employees and employers.
3.4 Personal planning for effective communication skills
Communication skill play an important role for every person whether he is a professional
or non-professional. Strong communication skill is required at every job and for improving this

skill is very important for every person (Verčič, Verčič and Sriramesh, 2012). Following are the
steps for improving communication skills which are as follows-
 Improve skills of listening -Listening is very important for improving communication
skills. To listen the other person helps to know what he wants to say exactly.
 Concern for other's emotion – When communication are happen then listener should
respect the other person's emotion for better understanding. For that, he should maintain
eye contact or considers facial expressions etc.
 Encourage – should encourage and praise other.
 Equality – should treat people on equal basis.
 Resolving conflicts – Try to resolve all problems with in time period that will help in
understanding the other people.
 Positive attitude - Should have positive attitude, free mind and optimistic.
 Stress minimize – If any person will have stress then he will not be able to communicate
properly so for improving communication skills and person should be stress free.
 Complain when necessary – Person should not complain on a regular basis. It should be
done whenever it is needed.
For internal audience, company can communicate through notice, circular, annual reports
etc. While for external communication, company can use newspaper, magazines, public relations
etc. Communication is very important for familiar or unfamiliar people because if there is no
proper communication then company cannot achieve the desired result (Minakuchi and Endo,
2011).
TASK 4
4.1 Existing approaches of gathering and spreading data
At the initiation of communication process, the information that is to be communicated
needs to be identified. The information in SP Food Pvt. Ltd. is accumulated through both internal
and external sources. In this company, all departments like marketing, sales and finance
department have a strong relationship. This company generates issues related to annual report
making, budget and turnover which is being provided to all level of employees. The different
departments in the organization have their respective sets of tasks allotted to them. Human
resource, finance & operations departments help in supporting business operations. R& D

department on other hand emphasizes on conducting surveys so as to understand consumers’
taste and preferences. This data is send to the marketing department so that they can make
planning accordingly (Stegmaier & Schneider and Leica Geosystems Ag, 2011).
Hence SP Food Pvt Ltd. caters the information in the form of balance sheet, tabular report,
income statement etc.
After collecting information, it should be analysed against the organisation objectives.
This organisation stores the useful or relevant information. It can be can be catered to the needs
of accessing all the ways needed for consideration of the requirement.
4.2 Collection, formatting, storage and dissemination of information and knowledge
There should be proper and effective changes for evaluating the information
dissemination which are as follows -
 Collection – SP Food Company should consider all the communication processes of the
department. It helps in removing barrier between departments and also help in collecting
information.
 Formatting -SP Food Company should have configure standards for having complete
information.
 Storage -Improving the database can capture large space for storing the data. Company
have many techniques for storing the data like flash memory etc. Therefore build a one
central warehouse for data which will be related to customers, suppliers, employees etc.
 Dissemination – Information and knowledge can be shared through online sharing
system, pen drive, sky drive by uploading on internet. Employees can accessed it through
mobile phones, PC, tablets etc. Besides the process, individual should share all the
confidential and secret information. (Stegmaier and Schneider, Leica Systems Ag, 2011).
The business unit can save and store information regarding production issues. The same
can be utilized in future to fix out errors and resolve challenges faced in production
process.
4.3 Recommended strategies for improving access to system information and knowledge
The businesses processes in present scenario are required to share relevant information for
managing day to day activities of the business unit. SP Food is responsible to design strategy so
as to build and implement external factors that affects the business in negative manner.

In this digital world, company should identify the useless system that creates disturbance
in the collecting data and information. Information and knowledge should be collected or
accumulated through digital cloud sharing and cloud sharing could be accessed by every staff
and in an easy manner.
The company’s information is kept confidential through facility of Intranet. Further, the
Intranet facility is expected to help the management in smooth flow of internal information. SP
Food is required to install the software application that is required to integrate database. This
database is created to conduct surveys & preparing reports that is accessed by users in various
departments (Managing communications effectively and efficiently, 2017).
Internet is also very helpful in improving relevant facts and information decrease the
distance in information and knowledge for SP food Pvt LTD.
CONCLUSION
To manage the communication is very important for improving or achieving the positive
result. If in an organisation, communication is not having in a proper way then it will create
misunderstanding, conflicts between the employers or employees that may result company could
not get success. From the above project it is concluded that information and knowledge system
also plays an important role. SP Food Company which also provide online order, the part of this
system is more important because adequate source or information help the company to get
success and also helps in taking decision. If company have poor information system then it will
impact the company process negatively. A person should improve his communication skill if he
want to do good job because if anyone have poor communication skills then no one give job to
him.

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