Report: Managing Communication in XYZ Enterprise and Activist Firm

This report provides a comprehensive analysis of communication management strategies within two distinct organizations: XYZ Enterprise, a new retail company aiming to establish a presence in the UK, and a Small Political Activist organization. The report begins by outlining the different types of decisions required for XYZ to establish its retail business, including strategic, tactical, and operational decisions, and identifies the internal and external information sources necessary for informed decision-making. It also details the roles of stakeholders in the decision-making process and suggests effective communication methods to engage them. Furthermore, the report explores the existing communication processes within the Small Political Activist organization, identifying areas for improvement and recommending strategies to enhance communication effectiveness. The report also includes a personal plan for improving communication skills and suggests methods for improving information collection, formatting, storage, and dissemination within the organizations. Overall, the report offers valuable insights into the complexities of communication management within the context of business development and organizational improvement.

MANAGING COMMUNICATION

Table of Contents
Introduction..........................................................................................................................................3
Task 1....................................................................................................................................................3
1.1 Represent of the different decisions to be made for the corporation.........................................3
1.2 Identify information and knowledge is needed to make the decisions in relation to starting up
a new business.................................................................................................................................4
1.3 Represent internal and external sources of information with proper justification ....................4
1.4 Suggest any improvements in the methods used in the selection and analysis of information
needed for business start ups...........................................................................................................5
2.1 Represent list for stakeholders for the decision making process and how the corporation
contact them regarding to start new business
.........................................................................................................................................................5
2.2 Which methods you would utilize to make a business relationship with these selected
individuals.......................................................................................................................................6
2.3 A strategies to associate the identified people in the decision making process for example
price
strategy and location strategy applicable for this business initiation...............................................6
2.4 Represent strategy for future improvements in this process......................................................6
Task 2....................................................................................................................................................7
3.1 Determine the present processes of communication in given case study and describe the
various communication procedures available to a small voluntary organisation............................7
3.2 Recommend the plan to improve the appropriateness in the firm.............................................7
3.3 How
management of firm can ensure integration of systems of communication...................................8
3.4 Make a personal plan to improve own communication skills...................................................8
4.1 Identify existing approaches to
collection, formatting, storage and dissemination of information and knowledge in the firm.......9
4.2 Recommend improvements to the organisation’s existing approaches to
collection, formatting, storage and dissemination of information and knowledge.......................10
4.3 Suggest methods by which this corporation can improve its access to
systems of information and knowledge........................................................................................10
Conclusion..........................................................................................................................................11
References...........................................................................................................................................11

INTRODUCTION
Managing Communication is managed planning, controlling, implementing as well as
assessing of communicating process in the firm. It is necessary for corporation to arrange the daily
dealings of specific department by utilizing interaction approaches (Snyde and Partridge, 2013).
The present report is on XYZ enterprise and a Political Activist organisation. XYZ is a new retail
company which wants to set its retail business in the cities of UK. Report defines a list of internal
and external sources of information of the firm. It also introduces about the roles of stakeholders in
the decision making process in the company. On the other side, Small political Activist is an
enterprise which gives social service to citizen of United Kingdom. Further, this report represents
the development of communication process in the both organisation.
TASK 1
1.1 Represent of the different decisions to be made for the corporation
Different type of decisions help e XYZ Company to establish new retail business in the
United Kingdom. These are as follows:
 Strategic Decision- This type of decision helps company to develop different type of
decision such as marketing, financial, operational to create new market strategies to earn
profit (Bronn, 2014). On the basis of these decisions, top level managers can make polices
and regulations to start new retail business in UK.
 Tactical Decision- It is handled by middle level managers in XYZ Company. These
employees design proper guideline to implement functionality twhich is made by top level
directors in the firm.
 Operative Decision- It is managed by lower level managers in the organisation like division
in charge (Burström and Wilson, 2014). Mainly, work of operational leader is conducting of
schedule for day to day jobs and makes strategy for selling and buying product in XYZ
firm.
1.2 Identify information and knowledge is needed to make the decisions in relation to starting up a
new business
Organisation is needed many information regarding customer, competitors, suppliers as well
as location for opening of store in the United Kingdom. It is required for XYZ to get knowledge
about the needs, taste and lifestyle of customers. This type of data helps organisation to make new
product in the retail market. Enterprise also needs information like selling of its materials, strategies
and promotional schemes of its rivals in the specific business (Massingham, 2014). This process
helps XYZ to make its counter plan to start new business in the retail market. Company needs

information regarding the list of best suppliers in the United Kingdom. These vendors aid firm to
supply good raw materials in fewer prices. This thing also helps company to earn good profit in the
market.
1.3 Represent internal and external sources of information with proper justification
Internal and external sources of information give better knowledge which aid firm to
establish new retail business in the country.
Internal Sources
 HRIS (Human Resources Information System)- This approach provides knowledge about
the problems related to new product development in XYZ (Ballester, Navarro and Sicilia,
2012). Staff members of enterprise also suggest new ideas and concepts to solve these
complexities.
External Sources
 Market Research- It plays an important role in XYZ to know about the demand of
consumers exist in the market. It helps to find out information regarding the customer’s
requirements, trends and lifestyle in order to develop new strategies.
 Suppliers- Vendors also aid organisation to show various quality of raw material. This type
of information contributes an effective role to develop effective product in the retail market
of UK (Halbesleben, Cox and Hall, 2011).
1.4 Suggest any improvements in the methods used in the selection and analysis of information
needed for business start ups
There are many improvements in these methods for selection and analysis of information
which is needed for business initiation in the UK. Organisation can get optimistic knowledge very
fastly with the help of new approaches.
Organisation can use brainstorming and face to face interaction process for its employees.
Former process can help XYZ firm to find out better information from employees. Personal meeting
also aids enterprise to know about views and opinions of staff members regarding the starting of
new business in UK (Mazzei, 2014). This process greatly improves the selection and analysis of
information to initiate new retail store in the city.
XYZ can improve the efficiency of external sources through adopting the method of market
research. Corporation can conduct E-survey and sampling method by sending questionnaires to
consumers with the help of mails which can provide effective results to the company by taking
feedback from them (Saorín and Martínez-López, 2013). This process also saves many expenses of

organisation which were occurred before doing market research.
2.1 Represent list for stakeholders for the decision making process and how the corporation contact
them regarding to start new business
Stakeholders play an important role in the decision making process of the company. Mainly,
it includes customers, suppliers, investors, government as well as employees which help
organisation to make any type of plan. XYZ can contact customers through mobile phones and
messages for the decision making process in order to develop new retail store in the specific cities.
Organisation can communicate with vendors through meetings and phones for making any kind of
plan to start new retail business in the UK (Dasgupta, Suar and Singh, 2014). Company can connect
shareholders through meetings, letters and emails to initiation of fresh store in the country.
Generally firm can organize meeting for their investors in a particular location of UK. XYZ can
contact government through using memos and letters for taking support of them in establishing
new business.
2.2 Methods utilized to make a business relationship with these selected individuals
Optimal relationship with stakeholders helps organisation to establish business effectively in
the country. Generally corporation can make good relationship with consumers through solving
their queries by phone, giving proper warranty and organizing meeting annually. This process helps
firm to establish new retail business in the country. XYZ can maintain better relationship with
suppliers by providing timely payments and describing proper product quality for buying. This
approach creates good image of enterprise in front of vendors (Fox, Ehlen and Purver, 2011). It
boosts good relationship with them in the nation. Organisation can develop optimistic relationship
with shareholders by rendering proper dividends in time and increasing its performance which leads
to enhance the market share.. It also compels investors to invest more money on the Company.
Enterprise can make good relation with government through providing timely taxes and tariffs as
well as following proper rules and regulation of the nation.
2.3 Strategies to associate the identified people in the decision making process
There are many identified people in the decision making process for making price and
location strategies at the time of starting new retail business in the United Kingdom. XYZ can
associate consumers in this process through asking their opinions and taking feedback regarding
products. Firm can also take various views of customers regarding the pricing strategies of
commodities in the specific cities (Berry, 2014). Organisation can also involve government in this
procedure by taking rule and regulations , This way, firm can decide optimal price range to sell
its retail products in market. Management of XYZ can also associate legal authorities in decision
making process to take data regarding the density of population in the particular cities. This type of

information helps firm to open new store in specific metropolitan area of United Kingdom.
2.4 Represent strategy for future improvements in this process
Future improvements of XYZ enterprise can help to improve its strategies in the nation.
Organisation can develop better relationship with their customers through using the system of
Customer relationship management (CRM). This tool greatly helps corporation to save proper data
regarding the queries and complaints of customers. This process can improve relationship by
fulfilling their needs in the UK. Management of XYZ firm can change strategies regarding their
suppliers (Hollensen, 2015). Organisation can use video conferencing method instead of organizing
specific meeting on the particular date. This process saves time of both parties. It provides same
results in decision making procedures. XYZ can improve relationship with government by
conducting proper meeting with their officials at fixed place. It aids enterprise to make effective
strategies to start new retail business.
TASK 2
3.1 Determine the present processes of communication in given case study and describe the various
communication procedures available in small voluntary organisation
Existing process of communication in Small Political Activist was horizontal top down
communication. This process was so disturbed in the organisation due to high work pressure of
managers in their work. Employees of corporation did not understand proper work due to lack of
information and assistance. This thing was increasing work load in the firm. It was also leading the
frustration in the work (Kramer, 2014). This way, communication among volunteers had been
disturbed in Small Political Activist. Work of employees were not completing on time in the
corporation.
There are many communication processes such as Circular and two way interaction process
which are available for Small Political Activist. In the Circular approach, a circle is created in
between sender, channel, receiver and feedback. According to the two way process, sender sends
massages by few intermediary channels (Moran, Abramson and Moran, 2014). Receivers of that
information automatically give response to the transmitter by using feedback. It is an effective
process for communication among volunteers and supervisor in the organisation. It helps firm to
achieve its goals and objectives in an effective manner.
3.2 Recommend the plan to improve the appropriateness in the firm
There are many things needs to be improved in the communication process of Small
Political Activist in the United Kingdom.
Circular Communication Process Two way communication

It makes circle by completing its all phases in
the firm.
It transfers data from source to destination with
acknowledgement of information in the
company.
It is an open service for all volunteers and
supervisor (Rahim, 2015).
This is provides one to one and one to many
communication among the employees in the
organization.
It is utilized to send access general information
in the company.
This is used for transferring general and secure
messages in the enterprise.
It is faster process to send message to the
employees.
It is slightly slower than circular process.
It reduces time of interaction among the
volunteers and supervisors in the firm.
It is time consuming due to availability of more
security protocols (Tompkins, 2015).
It does not give any type of information safety in
the enterprise.
It provides full security regarding sending data
in the organisation.
As per the comparison, two way communication process is the best for small political
organisation in the United Kingdom because it contains maximum features as compare to Circular
process. It also reduces problem available in the existing communication process of Small Political
Activist. Volunteers can contact their supervisor easily through proper mail service in the firm
(Frenz, 2015). They can also organize meeting in the company by intimating all persons with the
aid of two way process. In addition, they can also share various files like video, audio and text in
the firm. It provides full security regarding messages of employees with the help of encoding and
decoding process in the enterprise. It also offers one to one and one to many services in the
company. With the help of this technique, employees of Small Political Activist can also transmit
single and multiple messages to various staff members as well as managers..
3.3 How management of firm can ensure integration of systems of communication
Generally, integration of system provides full reliability in the organization regarding
communication. It also gives proper acknowledgement of receiving message to the transmitter in
the enterprise. This process provides full surety of successful transaction in the Small Political
Activist. Various department of volunteers and supervisor can talk very reliably and speedy in the
firm (Mikes, 2015). This process also helps organisation to take any type of decision-making. Staff
members of enterprise can share their complexities regarding project very smoothly. This way, all
divisions of the firm are interlinked in one system which increases the efficiency and performance
of the company.

3.4 Make a personal plan to improve own communication skills
Generally, my personal plan helps me to improve my communication skills in the corporation. It is
represented below in the table.
Skills Present Situation Improvement Time Scale in
(Month)
Being a good
listener
Presently, I just hear views
of my manager in the firm. I
do not hear any queries of
my volunteers in the Small
Political Activist (Spaho,
2012).
Now, I have to listen
opinions and complaints of
my staff members in the
company. This way, I can
improve my listening skills
more in the organisation.
1 Month
Proper Body
language
Currently, My skill is
normal in the company.
Sometimes, I hesitate to say
my opinions and ideas in
front of the management of
Small Political Activist.
I have to work with other
volunteer’s supervisor in
the company. I have to
remove hesitation in the
meeting in order to
enhance the level of
confidence.
2 Months
Cognitive In the present situation, I am
not able to express my
thoughts in front of my
seniors in the Small Political
Activist (McEwan, 2015).
I have to increase my
ability of face to face
interaction in the meeting
with the help of proper
concentration on the
subject of meeting.
2 Months
4.1 Identify existing approaches to collection, formatting, storage and dissemination of information
and knowledge in the firm
Existing approaches to collection, formatting, storage and disseminating of information as
well as knowledge was not good in the firm due to availability of older techniques.
 Collection- Mainly, file management system is used in the Small Political Activist. This
thing creates so much data redundancy and inconsistency in the organisation. As result, it
was lead repetition of work in the company (Bar-Ilan, 2011). It consumed so much time in
the enterprise regarding project which produces many type of complexities among

volunteers.
 Storage- Generally, organisation used physical storage system like rack store of manual files
in the room. This process was increasing the cost maintenance for the company. There was
one more issue in the firm. Any unauthorised user can steal information and knowledge
from Small political activist.
 Formatting- Enterprise used various tools for formatting of data. Corporation utilized MS
word and excel for the data formation (Lee and Desai, 2014). Company used MS power
point for data representation.
 Dissemination- Management of enterprise organized meeting for its consumers and
suppliers monthly as well as annually at specific location. In that time, organisation had
limited resources like post and couriers to contact them.
4.2 Recommend improvements to the organisation’s existing approaches for the collection,
formatting, storage and dissemination of information and knowledge
Recommend improvement help Small Political Activist to adopt new approaches for the
collection, formatting, storage and dissemination of information and knowledge.
 Collection- Generally organisation can utilize Enterprise resources planning (ERP) for the
collection of data. It is a fast process as comparison of file management system. It eliminates
data redundancy and inconsistency in the firm (Hughes and Kesting, 2014). So volunteers of
Small Political Activist can do their work very fast. This approach directly increases the
efficiency and performance of employees in the organisation.
 Storage and Formatting- Small Political Activist can use data base management system
(DBMS) for the storage of information and knowledge as digital data. Servers can store
large amount of data in the organisation. Volunteers of organisation can extract fast
information as comparison of physical rack system. No one unauthorised user can use these
data without entering user and password in the system. This approach provides higher
security as comparison of physical rack system. Generally Small Political Activist uses
same tools for data formatting which it has utilized for various existing operations.
Company uses MS Word and Excel for data formation. Further, Power Point is used for the
data representation in the enterprise.
 Dissemination- Management of Small Political Activist can manage meeting with their
suppliers and customers through intimating mails, phones, advertisement on social media
(Facebook and Twitter) as well as letters (Fuchs, 2011). Now enterprise has large amount of
tools to contact with its stakeholders in country as comparison of previous time.

4.3 Suggest methods by which this corporation can improve its access to systems of information
and knowledge
There are many methods in the corporation which can improve its access to system of
information. It is described as follows:
Generally Small Political Activist can connect the Enterprise Resources Planning (ERP) with cloud
computing or big data (Snyde and Partridge, 2013). This way, organisation can improve its previous
methods. There are many cloud tools in the market. Firm can access its data remotely in the any
cities of United Kingdom with the help of these approaches. By using this method, organization can
save many expenses like purchasing of IT equipment like new data servers, installation updated
security protocols as per the rules and regulation of nation, maintenance and repair charges of
bought instrument as well as salaries of many IT experts. In addition to this, it also requires training
of volunteers and supervisor which is included as expenses of Small Political Activist (Bronn,
2014). This way, corporation can save much expenditure by using ERP technique. Mainly cloud
computing tools require minimum charge for hiring its services for the company. Firm has to pay
yearly or monthly rental charge which is lesser than data base servers cost in the UK. This approach
also provides full security regarding the safety of company data. In this way, organisation can do its
various operations in an appropriate manner.
CONCLUSION
From the above report, it is found that various decisions like strategic, tactical and
operational help XYZ Company to open its new business in the United Kingdom. Stakeholders are
providing huge aid to analyse information from the market. In an addition, they are contributing an
effective role to take decision regarding to develop new retail store in the city. Suggested methods
are helping corporation to do its work very fast regarding the analysis of information for the new
business set up in the United Kingdom. It can be concluded that two way communication is
providing huge reliability to the Small Political Activist in the United Kingdom. Further, suggested
methods are giving advantages to the company regarding the collection, storage, formatting as well
as disseminating of information and knowledge.

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