Principles of Business Communication Report: Analysis of Key Aspects

This report delves into the core principles of business communication, exploring various facets essential for effective interaction in a professional setting. The report begins by examining the significance of negotiation in business, differentiating between distributive and integrative approaches, and identifying key negotiation tactics. It then moves on to presentation skills, outlining different presentation types, resource utilization, delivery methods, and feedback collection. The third section focuses on bespoke documents, detailing their characteristics, creation factors, legal requirements, and approval processes. Finally, the report touches upon information system development, analyzing benefits, limitations, and legal considerations. The report provides a comprehensive overview of critical business communication aspects, offering practical insights and analysis for students seeking to enhance their communication skills and understanding of business practices.

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.................................................................2
TASK 2............................................................................................................................................2
2.1 Explain the different types of presentation and their requirements .................................2
2.2 Explain how different resources can be used to develop a presentation..........................3
2.3 Explain different methods of giving presentations ..........................................................3
2.4 Explain best practice in delivering presentations ...........................................................3
2.5 Explain how to collect and use feedback on a presentation ............................................4
TASK 3............................................................................................................................................5
3.1 Explain the characteristics of bespoke documents ..........................................................5
3.2 Explain the factors to be taken into account in creating and presenting bespoke documents
................................................................................................................................................5
3.3 Explain the legal requirements and procedures for gathering information for bespoke
documents...............................................................................................................................6
3.4 Explain techniques to create bespoke business documents..............................................6
3.5 Explain how to gain approval of bespoke documents......................................................7
TASK 4............................................................................................................................................7
4.1 Explain the typical stages of information system development.......................................7
4.2 Analyse the benefits and limitations of different information systems............................8
4.3 Explain legal, security and confidentiality requirements for information systems in a
business environment.............................................................................................................8
4.4 Explain how to monitor the use and effectiveness of an information system .................9

Conclusion.......................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Principles of Business Communication there are some guidelines or principles that are to
be considered and followed to make Communication effective. Among them seven are
fundamental and relevant and these are clarity, completeness, conciseness, courtesy, correctness,
consideration and concreteness. These principles are popularly known’s as 7Cs of Business
Communication..
TASK 1
1.1 Explain the importance of negotiation in a business environment
Creates Win-Win Situations: Contrary to what some believe, negotiation skills are not
about beating the opposition out of the other party. In fact, the best negotiators are ones who are
able to create win-win situations, in which everyone walks out thinking that the deal is a good
one (Bovee and Raina, 2016). While the ability to aggressively get what one wants might seem
like a victory in the moment, the reality is that the lack of goodwill generated by this can cause
problems down the road.
Good Negotiating can Improve your Bottom Line: Ultimately, the goal of a
negotiation is to get the best deal possible for you and your organization. In doing so, you are by
definition improving your bottom line.
1.2 Explain the features and uses of different approaches to negotiation
Distributive Negotiation or Win-Lose Approach
This is also called competitive, zero sum, or claiming value approach. This approach is based on
the premise that one person can win only at the expense of the other (Kaul, 2014).
Lose-Lose Approach
This negotiation approach is adopted when one negotiating partner feels that his own interests
are threatened and he does all he can to ensure that the outcome of the negotiation is not suitable
to the interests of the other party as well. In the bargain, both the parties end up being the loser.
Integrative Negotiation or Win-Win Approach
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This negotiation approach is also called as collaborative or creating value approach. It is superior
to all negotiation approaches. It results in both the parties feeling that they are achieving what
they wanted (Addo, 2014).
1.3 Identify the components of negotiation tactics
1. Understand Yourself
Before we even begin to understand and apply best- and leading practice negotiation, it is
imperative that we first invest in understanding ourselves
2. Vision
What is the vision or ultimate goal behind the negotiation? Is your negotiation really about price
or is it about the value that can be derived/added? What are the main motivating factors behind
your counterpart's position in the negotiation?
3. Value
What are the key deal objectives being pursued in this negotiation? What are the facts and
figures supporting the negotiation environment? What alternatives does each party have, if any?
Once again we should try to identify, prioritise & weigh the objectives of all parties to the
negotiation (Torrieri, 2015)
4. Process
Have you spent time thinking about an agenda for your upcoming negotiation? Will you note all
the concessions that you will give & receive? Will you ensure that the negotiation is minuted?
5. Relationship
Never forget that we all negotiate with people. It is easy to forget that we deal with individuals
who have goals & aspirations not unlike our own goals & aspirations. It is not always just about
the facts & figures.
TASK 2
2.1 Explain the different types of presentation and their requirements
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.
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2) Teaching a Skill. Your company just installed a new system or implemented a new process
that requires people to learn how to use the new tool and apply the process.
3) Reporting Progress. As you integrate the new system into your daily routine, your boss
wants to know how it’s working (Koskela, 2017). You might schedule a divisional meeting or
group off-site to share the progress.
4) Selling a Product or Service. A briefing like this might include a recap of the product or
service, next steps and action items, or a discussion of needs and improvements before the
product is ready to sell.
2.2 Explain how different resources can be used to develop a presentation
Page of presentation: This page covers the following elements of presentation preparation:
 The objective
 The subject
 The audience
 The place
 Time of day
 Length of talk
2.3 Explain different methods of giving presentations
 Lecture -- large assembled group
 Seminar -- medium group with interactions
 Discussion -- small organization
 Forum -- selected presenters with questions
2.4 Explain best practice in delivering presentations
 Keep Your Slides Simple and Professional: A clear and concise presentation should be
provocative and lead to an active question and answer session. Having a firm grasp on
your subject matter is vital to your delivering an effective presentation.
 Presentation Delivery: A good introduction will attract and focus the audience and is a
means to put you and your audience at ease (Gollenia, 2016). Use this time to explain
your topic and objectives, highlighting the key points to be addressed.
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 Conclusion: The most effective way to pen your conclusion is to rewrite your
introduction. If you asked a question or questions in your intro, do so in your conclusion,
but now provide the answer. If you list key points, revisit them, but add a little something
to each for example, restate a statistic you quoted in the body. You may also phrase
your conclusion by rhetorically asking your audience if you have reached your
objectives then restate the main points of each.
2.5 Explain how to collect and use feedback on a presentation
Observe non-verbal feedback during your presentation.: There is a wealth of useful feedback
staring right back at you every time you speak. For example:
Does your audience look confused?
 You’re either speaking too fast, speaking at the wrong level, or lacking in clarity.
Does your audience look bored?
 You’re not providing enough value, perhaps repeating something they already know.
Does your audience look excited?
 Keep doing more of whatever it is you’re doing.
Pay attention to questions during your presentation: Each time you receive a question, ask
yourself what it says about your presentation. For example:
 Is the question asking about topics on the periphery of yours, perhaps seeking more depth
or breadth than you offer?
 Perhaps this is an opportunity to reshape your content, or add to your speaking portfolio.
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. 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 (Buhmann, 2017). If a bespoke document looks unprofessional
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& poorly-designed it can severely affect the company reputation with its stakeholders.
Documents need to be consistent throughout, meaning that the company logo needs to be the
same on all documents produced, as well as the general theme e.g. same font and style
(bold/italic/underlined etc.) and colour scheme. It has been said that business documents should
use no more than 2 different fonts, as it may look messy with more than this. Fonts need to be
readable, as well as in the correct size; headings need to be larger than the main body of the text
in order to differentiate, and there should also be plenty of white space in between paragraphs to
make it easier to read.
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. Sometimes, documents
should also include contact details such as a telephone number or email address, as well as a
website and the director/senior manager of the Company (Bovee and Raina, 2016). Legally, all
documents needs to be commercially sensitive and comply with copyright law; this means
making sure information included is not confidential and conforms to the Data Protection Act, as
well as making sure all information used is with consent.
3.3 Explain the legal requirements and procedures for gathering information for bespoke
documents
Effective bespoke documents must:
 Be accurate
 Have correct spelling and correct use
 Of grammar
 Be produced according to organisational guidelines on, eg house styles, language to be
used etc.
 Be fit for the purpose they serve.
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Factors for creating documents
 Type of document required
 Purpose/use
 Audience
 Frequency of use
 House styles
 Budget
Templates
 A blank copy of the document that is saved for future use over and over again.
 Set up in the house style in terms of layout and style.
 Could also contain any standard text.
3.4 Explain techniques to create bespoke business documents
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 (Kaul, 2014). You
also need to think about how the document is going to be distributed & used and this should
inform how you design a document.
1 Research
1.1 Sourcing information
1.2 planning the research
1.3 conducting the research
2. Providing design options: Efficient use of software applications and resources, appropriate
document type, document size and style, combining information
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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. They are checked for spelling, grammar and punctuation, as well as making sure they
read correctly (proof-read) (Addo, 2014). In all documents, it is important to check dates, times,
amounts etc. as these will not be detected when carrying out a spell-check on the document; this
is especially important for documents such as promotional posters/flyers as prices and dates need
to be accurate and up to date.
TASK 4
4.1 Explain the typical stages of information system development
Information system is a system used to collect, organise and store data. There is 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. The process looks like a waterfall as progress steadily flows downwards
through each stage of development (Torrieri, 2015). The fountain model also offers more
interactions between design and distribution allowing for the software to be more refined before
distribution. This however, may be seen as a disadvantage as it takes more time and resources
may be used before releasing the system.
4.2 Analyse the benefits and limitations of different information systems
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. Management systems are used to analyse existing
information, solve problems with structure and allow managers to plan future plans. It offers
access to databases and analytical tools, as well as supporting the exchange of information
within Street League. In Street League, all staff can see details regarding learners on Hanlon.
Information relating to the daily running of the organisation and operational decisions is
provided by the transaction processing system. These systems are usually operated directly by
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front line staff, and provide key data used to make higher managerial decisions and
managements of operations (Koskela, 2017). The information is usually gathered through
automated tracking of low level activities and basic transactions made within the organisation.
This information includes processing orders, payroll, attendance records etc.
4.3 Explain legal, security and confidentiality requirements 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 (Gollenia, 2016). It covers offences including gaining
unauthorised access to computer programmes and databases, as well as harmful intent to commit
a hacking offence. The act also covers the intent to impair operation or prevent access to a
computer or computer programme
4.4 Explain how to monitor the use and effectiveness of an information system
Problems have arisen or criticisms have been voiced #in connection with a system;
Some indicators of the ineffectiveness of the #hardware and software being used may prompt the
#review;
Management may wish to implement a system initially #developed in one division throughout
the #organization, but may want to first establish its #effectiveness;
Post-implementations review to determines whether #new system is meeting its objectives.
Relative evaluation - auditor compares the state of goal #accomplish. after the system
implemented, with the state #of goal accomplishment before system implemented.
 Improved task accomplishment, and
 Improved quality of working life (Buhmann, 2017).
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Absolute evaluation - the auditor assesses the size of the #goal accomplish. after the system has
been implemented.
 Operational effectiveness,
 Technical effectiveness, and
 Economic effectiveness.
Conclusion
From the above discussion, It can be comcluded that in order to make Business
Communication effective, vivid and enjoy able the 7Cs play vital role. We, as communicators
must keep these seven principles in mind to make Business Communication successful.
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