Principles of Business Communication: Detailed Report Analysis

This report delves into the core principles of business communication, encompassing key areas such as negotiation, presentations, bespoke documents, and information systems. The report begins by explaining the significance of negotiation in business environments, exploring various approaches and tactics. It then examines different types of presentations, resources for development, presentation methods, best practices for delivery, and feedback collection. Furthermore, the report analyzes bespoke documents, detailing their characteristics, creation factors, legal requirements, and approval processes. Finally, it explores information systems development, including typical stages, benefits, limitations, and legal considerations regarding security and confidentiality. This report offers a comprehensive overview of business communication, providing valuable insights and practical knowledge for effective communication strategies.

PRINCIPLES OF
BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION ..........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Explain the importance of negotiation in a business environment.......................................1
1.2 Explain the features and uses of different approaches to negotiation...................................1
1.3 Identify the components of negotiation tactics.....................................................................1
TASK 2 ...........................................................................................................................................2
2.1 Explain the different types of presentations and their requirements.....................................2
2.2 Explain how different resources can be used to develop a presentation...............................2
2.3 Explain different methods of giving presentations...............................................................2
2.4 Explain the best practice in delivering presentations............................................................3
2.5 Explain how to collect and use feedback on a presentation..................................................3
TASK 3............................................................................................................................................4
3.1 Explain the characteristics of bespoke documents................................................................4
3.2 Explain the factors to be taken into account in creating and presenting bespoke documents.
.....................................................................................................................................................4
3.3 Explain the legal requirements and procedures for gathering information for bespoke
documents...................................................................................................................................4
3.4 Explain techniques to create bespoke business documents...................................................4
3.5 Explain how to gain approval of bespoke documents...........................................................5
TASK 4............................................................................................................................................5
4.1 Explain the typical stages of information systems development..........................................5
4.2 analyse the benefits and limitations of different information system...................................5
4.3 Explain legal security and confidentially requirement for information systems in a
business environment. ................................................................................................................6
4.4 Explain how to monitor the use and effectiveness of an information ..................................6
CONCLUSION ...............................................................................................................................7

INTRODUCTION
The communication process, in order to serve the purpose, must ensure clarity of
communication. A business communication possesses clarity when it is expressed in a language
and transmitted in a way that will be comprehended by the receiver.The basic objective of
communication is to bring two minds together, and this can be possible only when what the
sender means is understood by the receiver in the same ways
TASK 1
1.1 Explain the importance of negotiation in a business environment
In all business environments, there will be times where negotiation is needed, without it
disappointment or conflict may be created, and the main reason negotiation is used is to avoid
this, and to reach agreements without causing communication barriers in future. Negotiation is
important as it enables individuals to build and maintain internal workplace relationships, as well
as relationships between other businesses (Leathers and Eaves, 2015). It also makes a business
more efficient. This means workflow can continue as normal and progress isn’t slowed
negotiation helps businesses operate more effectively and achieve organisational goals.
1.2 Explain the features and uses of different approaches to negotiation.
Being a good negotiator is an important skill to have as it benefits both the individual and
the business. However, the ability to negotiate involves many separate skills, these include;
preparation, being analytical, being an active listener and being a good verbal communicator.
Before a negotiation meeting, individuals must be prepared for any situation the opposite party
may present and be able to counter opinions in order to reach a mutually beneficial outcome. It is
important to be able to analyse issues that are to be discussed, as well as identifying ways in
which both businesses can agree (Levine, 2015).
1.3 Identify the components of negotiation tactics
Taking different approaches to negotiation means there are also different tactics that can
be used. It is important to learn tactics as it will be easier to recognise when they are being used
and which counter tactics to use against the opposite party.
Depending on the approach taken, negotiation tactics can be fair or deceitful. Bribery is a very
common tactic that is used not only in business, but in everyday life as well, for example parents
may offer children a small amount of money if they do some chores or for good behaviour. This
tactic is useful in an integrative approach as it enables both parties to get what they want (the
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parent gets a clean house, and the child receives money). From a business point of view, the
incentives could include bigger shares, information about a particular product or more
advertising (Cornelissen and Cornelissen, 2017).
TASK 2
2.1 Explain the different types of presentations and their requirements
Presentations come in a lot of different forms and have a variety of purposes. In the
business world, there are six main types of presentations.
1. Providing Information. This format encompasses anything from a team meeting that gives
updates on a project or upcoming event to a demonstration that shows product functions.
Informative presentation are very brief and to the point and factual.
2. Making a Decision. It’s time for the annual holiday party and ideas are being tossed around
the office. When giving your input on the location, make sure to share the must-haves and nice-
to-haves for the event. When it’s time for the final decision, you can see how your idea stacks up
to the other options. Decision making presentation are more about the audience taking suggested
action. The audience are told what to do and how to do it (Wu, 2016).
2.2 Explain how different resources can be used to develop a presentation
To ensure a presentation is effective, presenters should implement a range of different
resources. Providing hand-outs is a very easy way to allow the audience to take notes if they
need to, as well as explaining key points/technical terms from within the presentation. Producing
hand-outs allows the presenter to give more detailed information whilst saving time to present
the important parts, as well as giving the audience a copy of any diagrams or graphs that may be
needed in future. Hand-outs should be produced on good quality paper in order to leave a good
impression with the audience. Hand-outs should be given out before.
2.3 Explain different methods of giving presentations
There are many different types of presentation and each has a different effect on the
audience depending on the purpose. Presentations can be displayed in a number of ways;
electronically, paper based using audience hand-outs, via video link e.g. international
conferences, via a face-to-face discussion etc (van Ginkel, Gulikers and Mulder, 2015). Usually,
presentations fit into one of four categories; informative, instructional, educational or persuasive.
Each of these will have similar content and some themes may overlap, however all types of
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presentation will have slight differences in the techniques used in order to achieve the specific
aim (Ocasio, Loewenstein and Nigam, 2015).
2.4 Explain the best practice in delivering presentations
It is important that all presentations are rehearsed, even if you are going to improvise.
This is so the speaker is aware of the timings of the presentation, so they can give a rough idea to
the audience and allow for any questions at the end. It may always be useful to create cue cards
that contain key points; this means the speaker can refer to the cards without reading from any
slides.
1. Voice. Using your voice effectively can have a great impact on your delivery. The best
speaking voice is conversational, natural, and enthusiastic.
2. Gestures. Speakers often communicate with their audience either intentionally or
unintentionally using gestures and other physical behaviours (Bosman, Bruno and Hagstrom,
2017).
When producing electronic slides with programmes such as Microsoft PowerPoint, a master slide
should be created which includes the title of the presentation, the name and logo of the
organisation; this ensures the presentation is as professional as possible.
2.5 Explain how to collect and use feedback on a presentation
To collect feedback, presenters could produce a short questionnaire/evaluation on how
informative/engaging etc. the presentation was, including questions such as “what did you
like/dislike most about the presentation?” and “how aware/informed are you now of the topics
discussed?”, as well as incorporating questions regarding next steps e.g (Meyer, Meyer and Kot,
2016). “what action are you going to take based on the presentation?”. For educational
presentations, I would produce a short quiz which focuses on the main points and quickly
assesses the audience’s knowledge. It is helpful if audience feedback is quantitative (can be
measured) eg asking “how much did you enjoyed the presentation?” on a scale, and then
following up with “what did you like the most?” Similarly, a hand-out could be given to the
audience members where they rate certain aspects of the presentation on how far they
agree/disagree, such as good ending, appropriate language, use of visual aids and good
preparation.
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TASK 3
3.1 Explain the characteristics of bespoke documents
There are a huge number of uses for bespoke business documents whether they are used
in the office, a warehouse or on the road by your sales teams. Bespoke business documents are
documents designed for a specific organisation or department. They are personalised to suit each
business and can include letterheads, compliment slips, invoices, business cards, leaflets,
brochures and catalogues (Blaschke, Haki and Aier, 2017).
It is important that when creating a bespoke documents that the aim is to give a good impression
to other businesses or customers; to do this, documents need to be professional and well thought
out.
3.2 Explain the factors to be taken into account in creating and presenting bespoke documents.
When designing different types of bespoke documents, different factors need to be taken
into consideration, however there should be a consistent style throughout, this is called a “house
style” where there is a preferred format and layout of documents produced.
There are certain legal requirements companies must follow when producing business
documents, for example letterheads should include the full registered name of the companies, the
VAT registration number and the full address including the postcode (Wells, 2016).
3.3 Explain the legal requirements and procedures for gathering information for bespoke
documents
When designing different types of bespoke documents, different factors need to be taken
into consideration, however there should be a consistent style throughout, this is called a “house
style” where there is a preferred format and layout of documents produced.
There are certain legal requirements companies must follow when producing business
documents, for example letterheads should include the full registered name of the companies, the
VAT registration number and the full address including the postcode (Lane and Bartlett, 2016).
3.4 Explain techniques to create bespoke business documents
Techniques to create bespoke business documents:
Research:
Sourcing information
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planning the research
conducting the research
Providing design options:
Showing knowledge and application of legislation and regulations
efficient use of software applications and resource
There are many different techniques and skills that go into creating a bespoke document
this includes the use of various word processing and sometimes image editing software or even
bespoke programmes developed to produce a specific kind of document such as a Genogram.
Creating bespoke documents also requires careful planning and first devising some specification
before actually sitting down to make the document is a good place to start (Ocasio, Loewenstein
and Nigam, 2015).
3.5 Explain how to gain approval of bespoke documents
In most organisations, senior management are responsible for approving business
documents and checking they follow the agreed house style before they go out to the public.
In my organisation, all letters that I make are approved by my line manager before they are
posted.
TASK 4
4.1 Explain the typical stages of information systems development
Information system is a system used to collect, organise and store data. There are
different ways to store information such as; electronic databases (e.g. I use Hanlon), paper based
system (e.g. an archive of files, stock control systems etc.) Information systems are developed a
number of different ways, and various procedures have been developed, these include; the
waterfall model and the fountain model. The waterfall model is a sequential process used to
develop information systems (Bosman, Bruno and Hagstrom, 2017).
4.2 analyse the benefits and limitations of different information system.
Benefits
Communication – with help of information technologies the instant messaging, emails,
voice and video calls becomes quicker, cheaper and much efficient.
Availability– information systems has made it possible for businesses to be open 24×7
all over the globe. This means that a business can be open anytime anywhere, making purchases
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from different countries easier and more convenient. It also means that you can have your goods
delivered right to your doorstep with having to move a single muscle.
Limitations
Unemployment and lack of job security – implementing the information systems can
save a great deal of time during the completion of tasks and some labor mechanic works. Most
paperwork’s can be processed immediately, financial transactions are automatically calculated,
etc (Cornelissen and Cornelissen, 2017).
4.3 Explain legal security and confidentially requirement for information systems in a business
environment.
Information systems must comply with all legal procedures and legislation, including the Data
Protection and Freedom of Information Acts. These acts apply to all organisations including;
government departments, hospitals and health trusts, educational institutions, the police etc. The
Freedom of Information Act gives members of the public the right to ask public bodies to
disclose all information on a particular subject. Unless there is a good reason to withhold the
information e.g. a threat to national security, it must be provided within 20 days.
Organisations must also comply with the Computer Misuse Act, which was introduced primarily
to deal with computer hacking (Ocasio, Loewenstein and Nigam, 2015).
4.4 Explain how to monitor the use and effectiveness of an information
There are different types of information that are available at different hierarchical levels
within Street League. Strategic information is needed by senior management for decision
making; this information will be found in the Management system on Office 365 which provides
managers with the information they need (van Ginkel, Gulikers and Mulder, 2015). Management
systems are used to analyse existing information, solve problems with structure and allow
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managers to plan future plans. It offers access to databases and analytical tools, as well as
supporting the exchange of information within Street League (Lane and Bartlett, 2016).
CONCLUSION
From the above report it will discuss about the principles of business communication.
Present report based on the different aspects of business which helps to make better
communication with the colleagues.
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REFERENCES
Books and Journals
Leathers, D.G. and Eaves, M., 2015. Successful nonverbal communication: Principles and
applications. Routledge.
Levine, B.N., 2015. Jock Talk: 5 Communication Principles for Leaders as Exemplified by
Legends of the Sports World. Greenleaf Book Group.
Cornelissen, J. and Cornelissen, J.P., 2017. Corporate communication: A guide to theory and
practice. Sage.
Wu, H., 2016, January. The application of pragmatic principles in competitive business writing.
In SHS Web of Conferences (Vol. 25). EDP Sciences.
van Ginkel, S., Gulikers, J. and Mulder, M., 2015. Towards a set of design principles for
developing oral presentation competence: A synthesis of research in higher education.
Educational Research Review, 14, pp.62-80.
Ocasio, W., Loewenstein, J. and Nigam, A., 2015. How streams of communication reproduce
and change institutional logics: The role of categories. Academy of Management Review,
40(1), pp.28-48.
Bosman, J., Bruno, I. and Hagstrom, S., 2017. The Scholarly Commons-principles and practices
to guide research communication.
Meyer, N., Meyer, D.F. and Kot, S., 2016. Best Practice Principles for Business Incubators: A
Comparison between South Africa and the Netherlands. Journal of Advanced Research in
Law and Economics, 7(5 (19)), pp.1110-1117.
Blaschke, M., Haki, M.K. and Aier, S., 2017, May. Design Principles for Business-Model-based
Management Methods—A Service-dominant Logic Perspective. In International
Conference on Design Science Research in Information Systems (pp. 179-198). Springer,
Cham.
Wells, P., 2016. Economies of scale versus small is beautiful: A business model approach based
on architecture, principles and components in the beer industry. Organization &
Environment, 29(1), pp.36-52.

Lane, A.B. and Bartlett, J.E.N.N.I.F.E.R., 2016. Why dialogic principles don’t make it in
practice–And what we can do about it. International Journal of Communication, 10,
pp.4074-4094.