Report: Managing Communications Knowledge and Information for Tesco

This report analyzes communication and information management within Tesco Plc, examining the range of decisions made across different departments and individuals. It explores the types of information used in decision-making, differentiating between internal and external sources, and analyze...Read More

Managing
Communications
Knowledge and
Information
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TABLE OF CONTENTS
TASK 1............................................................................................................................................3
1.1 Examination of the range of decision made by the different department and individual:.....3
1.2 Range of information help in decision making:.....................................................................4
1.3 Sources of information:.........................................................................................................6
1.4 Justify recommendations for improvement...........................................................................7
TASK 2............................................................................................................................................9
2.1 Stakeholders affecting the process of decision making:........................................................9
2.2 The Process of establishing relationship:...............................................................................9
2.3 Analysis of the information received from various stakeholder:.........................................11
2.4 Process to improve and implement the strategies regarding decision making:...................14
TASK 3..........................................................................................................................................17
Covered in PPT..........................................................................................................................17
TASK 4..........................................................................................................................................17
4.1 Process in which information accumulated:........................................................................17
4.2..............................................................................................................................................19
4.3..............................................................................................................................................20
REFERENCES..............................................................................................................................22
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TASK 1
1.1 Examination of the range of decision made by the different department and individual:
Various decisions are taken in a firm in order to achieve the set goal. As per requirements
of the assignment an organization has been chosen namely: Tesco Plc. The most important factor
in a company is the information and thus gathering information is an important job played by
various employees in the organization and this gathering of information will help the decision
makers to take suitable and appropriate decisions for the benefit of the company (Business
Communication Quarterly, 2009). The decisions which are being taken in an organization are
termed as organizational decisions. However, decisions in this particular firm are taken by the
higher authority such as CEO, Managing Directors, and Chief Accountant, etc.
The chief accountant plays an important role in decision making. This individual is
responsible for handling the accounts in the organization and thus the future forecasting is being
done by this individual and also the financial status of the company is determined and evaluated
by this person. Therefore, when the directors of the organization are willing to take any decision
regarding investment, infrastructure, etc. they will take the consent of the chief accountant in the
organization. However, the senior marketing officer also plays a vital role in decision making. In
this chosen organization Tesco Plc, the senior marketing officer coordinates a huge number of
junior marketing officers and marketing managers. Therefore, when it comes to launching a new
product, the CEO and the directors of the company take a suggestion from the senior marketing
officer regarding the launching of a new product (Sharma, et al., 2005).
This is because the market can only be evaluated by the individual who works in the field
like a marketing manager, their team members etc. thus, the exact status of the market and the
information related to expectation and requirements of the customers can easily be available to
these individuals and thus the information is passed to the senior marketing officer. Thus, this is
the way the managers and other individuals are involved in the decision making of a company.
Various information is available in an organization which is important or the purpose of taking
suitable and proper decisions by the managers. The information is being collected and generated
from the working level of the management in an organization and thus that information is useful
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for the managers for decision making. As it is being mentioned above that financial status and
financial information are available in the organization from the finance manager as they evaluate
the information and data derived by the accountant and thus these evaluations are helpful to take
decisions in an organization. Planning is also required for the purpose of implementation of the
decisions taken by the managers. In order to execute and implement the decision, the manager
needs to do some trend analysis in order to support their expectation, and this trend analysis can
be done by accumulating the information regarding the company from, various sources (Chopra,
2009).
1.2 Range of information help in decision making:
In respect to adopt marketing approach, there are various benefits achieve with its cost. It
is dedicating to meet with needs of customers. Strategies and product development revolve with
business strategy to assess demand of market. Through responding towards demand, it is
essential to predict trends and customer demand for goods. In addition to this, it assists to reduce
cost for advertisement of products and services. Hence, through building customer value, market
oriented approach in Tesco enhances loyalty of brand that repeat customers.
The information which is retrieved from the external sources is termed as external
information. For example, information gathered by the manager from the distribution channel.
Mostly internal sources of information are gathered within the organization may be from a
department, paperwork, documents, etc. (Cowan, 2009). However, the foreign home of facts can
be easily grouped in a couple of different form such as: formal and informal. When it comes to
informal external sources of information, then word of mouth, meeting with external
stakeholders, grapevines, etc. are to be considered. Thus, the above-mentioned external sources
are suppliers, customers, etc. however, the formal external sources are the documents and
paperwork done by the company itself (Tripathi, 2005).
In order to implement effective results, there are two types of resources taken which
assist to gather information at workplace. With the help of internal resources, Tesco can gather
information through financial data, personnel information, marketing information and
manufacturing information. These are recorded in internal part of the enterprise which assist to
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carry effective results. On the other hand, external sources of information can be gathered that
assist to make decisions. With the help of government, trade group, research and commercial
outcomes are helpful to develops results in the business.
As it is being discussed various information available in the Tesco and those are used to
intake various decisions in different nature (Ruler and Verčič, 2004). The places from where the
information is gathered are termed as sources. However, data can be extrapolated either from
inside or from outside place of origin. Therefore, there prevail two main sources of information
one is internal and the other is the external sources. Information which is retrieved from the
internal sources is termed as internal information. For example: HRM manager getting hold of
staff presence paper or having the knowhow of getting into the name serials of the company
(Singh, 2014).
The usefulness of the information is dependent upon the structure of the company, and
thus the sources of information vary from one another. In the chosen organization Tesco Plc,
since it is a large Tesco and the structure of the organization is a hierarchical structure.
Therefore, the external sources of information are used mostly. In order to take proper decision
for the benefit of the Tesco, the form of information plays a vital role (Nwosu and Wilson,
2004). However, it is relevant that the whether the decision is complex or simple, the
involvement of stakeholders are much effective than any other individual. Stakeholders are of
two types: one is primary, and the other one is secondary.
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Figure 1 internal and external stakeholder
1.3 Sources of information:
Sources of internal and external information available for store manager is as follows:
Internal sources: The internal sources of the information can be collected within the firm
such as personnel, sales, financial etc. Internal sources are collected from inside the company
which is used for internal management. Different sources such as MIS database maintained by
firm and statistical data which Tesco company can installed by manager for collecting different
type of information. Further Tesco can have organized SWOT in order to analysis current
strength and weakness of an organization. Along with this feedback can be collected by Tesco in
order to take internal information.
Financial sources: Every decision which is required to be taken by the Tesco marketing
manager must be related to the financial information (Navarro-Ortega and et.al., 2015). Further it
provides detail related to the tax, creditor turnover and debtor’s turnover ratio. It is very
important for making financial decision for the growth and success of company. It is very
effective because company can easily manage all its finance and use it in better way.
External sources: There are different external sources which can be used by manager of
Tesco in order to collect external information. Further it can conduct market research such as
PESTLE analysis. It helps in gathering political, legal and different type of information. Further
the Tesco can take feedback from its customer which is very best for gathering information by
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Tesco company. Different external sources are knowns as the government, database and research
and trade grouping. Government sources are more reliable as compare to any other sources, so
government data and manuals are need to take decision which is effective for Tesco company.
There is some legal information which can be collected by government in order to run business
legally and successfully (Pinjani and Palvia, 2013). This source is very important for manager of
Tesco because it help in carrying out business legally and fairly which avoid the chances of loss.
No, the deputed manager of TESCO is unable to make a proper use of internal resources
due to inadequate information in it. As a result, to which, on assessing the internal resources that
are accessible to the manager of TESCO do not consist of a relevant set of information and on
whose basis, proper decisions can be taken up. This in turn demands for an effective payroll
system to obtain the required details of all the employees working in the organisation. Moreover,
on assessing the external information, it has been found that the manager is also required to make
decisions by considering various external resources such as press releases like newspapers
magazines, internet websites and social media tools, etc.
1.4 Justify recommendations for improvement
On the basis of above discussion related to the information available for the store manager
following suggestion for improvement are given below
 Use qualitative material: In this aspect, Tesco should implement their performances with
qualitative material. It will assist to keep proper and effective outcomes within the firm
for develop results. Therefore, the company can easily attract standard customer at
workplace.
 Provide online information regarding products: In addition to this, online information
assists to enhance outcomes and performances regarding productive resources. In this
aspect, Tesco can attract customer through implementation of new products and services.
The Tesco organization has a wide scope of for searching different kind of information
with the help of internal and external sources. At first, for making suitable investment store
manager can take support of banks and different institution who provide loan to an organization.
Further after gathering information from of sources of finance then it need to select the location
for supplying purpose. Store Manager can take advice from investor in order to make decision of
location. After selecting appropriate location company need to make sure that install different
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software for collecting different type of internal information. Further it is recommended it need
to manage different department such as sales, accounts and other reports. If store manager
regularly monitors and review all these reports then it will help in managing performance of
employees in order to accomplish goal and objectives. Further if company appoint marketing
store manager then it can conduct different research activities for cited organization.
To improve decision making formal and informal discussions can be carried out with
employees. Participation of the employee into various activities can improve the company's gap
in collecting information. Signaling situation well a reacting accordingly will greatly affect the
decision to be taken. Rational analysis can be combined along to improve decision making.
In modern era, there are many advance technologies which are introduced in the market.
Store Manager of Tesco can adopt those technology so that firm can easily accomplish its goal
and objectives (Roggeri, 2013). Digital manuals are more effective in order to gain knowledge
and information because through internet company can easily get knowledge about each and
every current issue. Therefore, it is one of the important external sources of information.
Moreover, on considering the evaluated internal and external resources of TESCO that
are presently being used by their manager for the process of decision making, several
improvements are required. For this purpose, there should be an improved payroll system in the
organization that aids the manager in making quick and effective decision by referring to all sort
of information about the employees at a single place. Likewise, by making an effective use of
various external resources, TESCO can also refer to improve its services by directly interacting
with that to their potential consumers with the help of different social media tools and websites,
etc. For this purpose, it is important for TESCO to make it available to its managers where they
can easily access the external sources to directly contact their customers.
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TASK 2
2.1 Stakeholders affecting the process of decision making:
Various stakeholders are prevailing in an organization, who are responsible for the
purpose of affecting the decision making of the store managers. Some of the stakeholders who
play a vital role in the decision making which follow: clients, employees, government, creditors,
etc. customer who is popularly known as clients are the stakeholders who are effective for long-
term business. This is because the organization should know the expectations and the
requirements of the customer. Therefore, this feedback can help the organization to develop the
product keeping that in mind. Apart from the suppliers are also considered to be the stakeholders
(Foss et al., 2012).
The influences of primary stakeholders are more effective compared to the secondary
stakeholders. Thus, the company requires increasing the involvement of the stakeholders in order
to achieve the set objective of the organization. In order to engage in appropriate methods of
association with the stakeholders, a company can arrange for having meetings inside the
premises of the Tesco where the most significant and important stakeholders are solicited to take
part in for taking important decisions and vent out their suggestion and input of what, in their
opinion, mostly satisfies them. Above everything else, satisfaction of the stakeholders is the
primary tool for garnering information and advice for making important decisions. Responses
from clients and way of thinking of the community, who are some of the outside stakeholders,
can be garnered by means of inquiry forms and assessment reviews respectively. (Neville, 2000).
2.2 The Process of establishing relationship:
The stakeholders who are identified are evaluated, and information from them will be
examined before taking any decision by the store managers and the individual from hierarchy
level. Thus, suppliers are also playing important role in making decisions. The quality of the
product also depended on the suppliers and, therefore, the feedbacks from the suppliers are also
very important. Customers and the clients are being used as the strategic decision-making
process by focusing upon the information and the data collected and gathered from them and on
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the other hand, the government is also considered to be the stakeholder of the organization as the
organization is bound to act under the policies implemented by the government. Every
organization is bound to perform for the wellbeing of the society and therefore the government is
considered to be the important stakeholder of the organization Tesco Plc and moreover, it is also
obvious that the Tesco needs to be in connect with the government in order to maintain the
policies in proper way and also to get information regarding the future planning of the
government. The planning level resolutions are executed at the top level of an organization by
consultation between the top-level managers of a company. Hence these can be regarded to be
the fundamental resolutions since these necessitate top level of tactical brainstorming and the
corresponding enactment issues to face the complicated scenarios.
There are some effective channels which company can used such as
 Telephone; Tesco can telephone for making aware to this employee about new strategy
which they will use. Along with this employee can give the best idea for implementing
new strategies for company success.
 Email: Email can be used by Tesco company so that it can give information supplier of
company and for making then aware about new product. Further it also need some raw
material for making new product.
 Word of mouth; Tesco can communicate directly with its employee related to strategy
which they are implementing and can get idea from them for achieving goal and objective
on time
 it can establish relationship with different stakeholder by understanding their needs and
wants. For example, if Tesco organization can identify the customer need through
conducting survey then it can easily make profit by increasing sale of its products and
services. Further it can build trust worthy relationship with an organization it can be done
by responding quickly to the complaints of its different stakeholder.
 Social networking site: with the help of this firm can stay in contact with customer for
longer time. They can easily take feedback from customer regarding the product and
modify their products
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2.3 Analysis of the information received from various stakeholder:
The people who are invited from the contacted is as follow
Tesco company can gain success by taking feedback from its stakeholder such as
employees, customers, suppliers, etc. customer are very important for the organization, so Tesco
company need to identify their taste and preference so that is can make product and services for
them. Apart from supplier are also important for the Tesco company need to collect information
related to raw material and opinion from them so that it can make achieve goal and objective on
time.
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Figure 2 Stakeholder criteria
There are various parties need to be includes within Tesco for accomplish effective results and
decision-making. They are as follows:
 Employees: Employees are taking part to provide products and services to customers.
Thus, Tesco need to involve them in decision-making because they are known about
customer behaviour and requirement. Employees can be involved in decision making
process through the help of participation at the board level. Here it can take views and
ideas of employees because they have accurate information regarding the direction of the
company. Government: Government are frame rules and regulations so that the chosen business also
includes them for determines policies in company. Government can be involved in
decision making process so that all the policies Tesco company can easily implement
without facing any issues. Supplier: Supplier provides raw material in Tesco so that they are also places important
part in success of the company. The organisation need to involve them to understand
quality of products and services which needed by customers. Through involving
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supplier, Tesco company can easily get information related to the raw material available
in market at what price. Further it can easily get raw material from the firm
 Customer: Customers are ultimate stakeholder of the cited firm who use products or
services in effective manner. With the help of involvement of customers, Tesco is easily
assessed their demand and requirement at workplace. Through the involvement of
customer Tesco company can easily make product and services according to their needs
and demands.
It is therefore on considering the above power grid matrix of stakeholders in
TESCO that in turn depicts the interest level of each of the identified stakeholders, it can
be said that involving the customers and suppliers in its decision-making process is a
beneficial approach. This is where the customers are generally known to have a high
influence on the manufacturing division of TESCO with a low or equivalent level of
interest. Diversifying preference of the customers largely impacts upon the products
offered by the consumers that in turn necessities the organisation like TESCO to
accordingly manufacture their goods and services. Likewise, suppliers also play an
important role in the process of decision making where they mostly take care of the
product distribution segment that in turn impacts upon the profits and loss of the business
by together influencing their pricing decisions.
Stakeholder analysis assist organization in identified its important stakeholder who influence the
business activity and sale.
The process of mapping stakeholder expectation which is based on value hierarchic and
key performance area. Firstly, company need to identify its stakeholder who can be affected by
their work. Then organization need to prioritize its stakeholder. There are some stakeholders who
can easily affected by Tesco activity. After, this it also needs to understand the key stakeholder
who are engaged in key new project of an organization. Involvement of different stakeholder
help organization in accomplishing the task on time. Firm can engage different stakeholder such
as employees and manager so that it can fulfill the customer expectation.
Suggesting way for future or better involvement of stakeholder are as follows:
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There are different way through which Tesco can involve its different stakeholder that is
by providing them information related to their new products. Letting stakeholder advice on the
policy and taking their recommendation into account. Quarterly meeting can be organized with
different stakeholders in relation to better involvement of different stakeholders.
2.4 Process to improve and implement the strategies regarding decision making:
In order to enhance stakeholder participation, Tesco can easily ascertain natural resources
within the environment. In this aspect planning process confined with developing results and
performances in business environment. In addition to this, through fulfil each stakeholder needs,
the company can also enhance their participation in decision-making.
It is important on the part of the organization to take a decision depending upon the
structure of the organization. Thus, the Tesco requires improving the contact with its stakeholder.
This can improve the decision making of the organization and can make it effective and efficient
which will help the Tesco to achieve the set goal (Hargie, et al., 1999). Participant affiliation up
gradation aims to build bonds and initiate developmental communication among all the
stakeholders resulting into an environment of learning and paying heed to all in order to ensure
much refined final judgement making. I order to achieve this, a participant review might be
executed
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Figure 3 Stakeholder relationship
Source: (Greenwood and Van Buren 2010).
This aims to review, ascertain the pros and cons and also recognize the participants. These
participants are in all probability to be effected by the resolutions taken by the As an instance it
might be some provider of goods – who is engaged to the services to the organisation since a
long time and whose services are inputs for the manufacturing process of the organisation and
the end product to the clients or the esteemed council of directors whose efforts in the form of
taking decisions for the management of the monetary and other inputs of the organisation is
crucial for the production of the deliverables which the company produces. This might also be
productive for reviewing and also distributing the costly inputs and money for the organisation –
which would go on to satisfy them. There might be instances that the things mentioned above
would not be feasible for the company. In that case the company can avail the services and utility
provided by the electronic mails, remote conferencing by video projection or phone messages.
The organisation can also avail the services of the media morning papers or the internet in order
to garner ordinary details from the outside participants like the political situation, the state
happenings in the administrative circles and the society at large. (Kaye, 1994).
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Tesco UK can use strategy for making event interesting and memorable so that it can increase
the sale and profits. Along with this company can use different promotional activities so that
which help firm can conduct game and ask question from its customer related to its new product
and services. It can give gift on answer to its customer. This promotional activity help company
in getting more information about its product and services.
Social media is one of the effective way which help organization in connecting directly
with customers (Cornelissen, 2014.). Further, it can take feedback from their operational
department in order to reduce the production cost. Tesco can make its network strong by
connecting itself with different stakeholders through email, or websites.
Future strategies of an Tesco which help firm in improving stakeholder involvement in
decision making in Tesco. There is tough competition which make difficult for Tesco to expand
its business with proper planning. Further, cited organization need to develop a marketing plan
so that it can focus on product development. For this purpose, manager of the organization need
to make proper coordination with different department managers so that they can easily
implement the plan. Budget plan need to make so each level of activity can be budgeted.
Furthermore, the Tesco can make conduct online marketing for targeting large number of
customer in less time. Further it can appoint IT employee who can handle the official websites
and update daily information.
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By direct involvement of the stakeholder in the decision making can benefit on the both sides.
They can put their viewpoints directly that can be analyzed to use for further processes.
Opportunities in the current business prospect should be reflected to the stakeholders so that they
put efforts to make use of it.
This is also to discourse upon the ways in which TESCO can consider improving the
participation of its stakeholders in its decision-making procedure. For this purpose, it is
important for them to consider specific ways to involve its stakeholders. This is for instance to
follow a step wise procedure for the same with a foremost consideration of getting involved with
the stakeholders for understanding the root cause of any pertaining issue. Another step is to
provide a chance of presenting their own set of ideas to the stakeholders by together prioritizing
the same for resolving an identified issue. After which, TESCO should also involve its
stakeholders for implementing the ideas by further involving them in the process of evaluating
the results. This is for instance to make a better use of employee’s knowledge about the carried
perception of customers and involving them to compliment the strategy in an effective manner
for better results.
TASK 3
Covered in PPT
TASK 4
4.1 Process in which information accumulated:
For the collection and formatting and storage of information and knowledge at Tesco company.
For collection, I need to make sure that I focus on job and design the group discussion. Along
with this face to face interview can be conducted so that Tesco can easily collect data. When
information is collected then it passes to for analysing. Then information is received in database
where it can be analysed. After it output is obtained so that recommendation plan can be made.
The organisation is currently facing issues due to improper internal communication process.
Tesco is using vertical flow of communication in which message and orders flow top level. On
the other hand, the unity of command is not allotted properly which is creating problem in
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delivering message. Tesco maintain and launching the petrol pumps stations, Tesco Clubcard,
retails of internet, Tesco telecom, Tesco tech support etc.
At Tesco, Historically ERP system was used in the organisation where all information is
collected in the different location within a time and objective (Button and Belan, 2014). For
instance, in case of accounting tally 9 this is used for storing all the financial transaction in
different section and the balance sheet etc which are automatically developed and formed and
could be stored for long time. While at the time of transferring data, there is chance of getting
data corrupted. But now DXB is one of the effective mean to collect and accurate and timely
information and their data could be transfer quickly without an issue in terms of formatting and
data corruption.
SAP is known as the system implementation and product in data processing which is
important for the better work and managing data within the Tesco. It helps in storing large
amount of information within the organisation. Along with this, it helps in better management of
customer needs and assist in making long term customer needs.
ERP software play significant role within the Tesco. It is known as the business process
management software. It plays significant role in development of the company. It is cost
effective system and it also reduces the chances of error.
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4.2
DXB is one of the effective system which can be used in Tesco for collect, format, store
and disseminate the data on time. But it lacks the access of lower people, because it was hold by
the manager and they do not share it with lower level department (Eriksson and Stanton, 2015.).
It is so because strategic decision and confidential are need to be protected. Due to this reason, it
should be keep locked by the different security system through password, smart cart control etc.
Here, Tesco need to assign passwords to each staff member instead of banning them from seeing
anything, create level of access.
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Illustration 2: ERP system
(Source: Role of ERP software in an organisation

 Formal way communication can be adopted by an Tesco so that message can be
communicated easily between different department without any problem. Along with
this, company need to maintain proper channel of communication by using advance
technology in order to create effective communication process.
 Tesco company need to evaluate the primary and secondary data information related to
its product and services.
 Then company need to collect secondary information. So that it came to know its
competitor.
 After analysing information, it need to make decision for improving its product and
services.
 Tesco company provides and work so many things and providing a customer services and
product services.
4.3
At Tesco as a chief officer I like to incorporate the effective system where each and every
information related to the firm need to be collected, formatted and stored. Further there must be
timely disseminate all the information at the time when it is required. Each and every worker
should be allowing to access the knowledge and information, but it is also important to keep eye
on everyone who are using the information (Cornelissen, 2014). By doing this chance of misuse
of information can be avoided. In DXB I need to make some alteration so that more safe and
secure system can be made.
Tesco need to ensure manage internal communication in order to take responsibility of
their work. Further employee need to involved in decision making process which help to make
appropriate decision. Along with this, MIS system is also devised in company so that, it can keep
record information of its customer and employees.
Tesco company can implement the strategy which help company in improving its product
and services. For the success in new geographical area it need to follow some systematic process.
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It need to gather political information which can impact its activity. Apart from this it need to
make product different from its competitor.
Tesco is a company which provides services for customers, for their products and for this
the Tesco company follow the systematic structure and apply it.it have to collect other
information on societally. which ca increased the services. they have to think a unique
productivity to defeat their competitor.
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REFERENCES
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http://technosoftwares.com/role-erp-software-organisation/
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