Principles of Business Communications and Information Analysis Report

This report provides a comprehensive overview of key principles in business communication and information management. It begins by discussing the importance of effective communication and negotiation strategies, including different negotiation approaches like distributive and integrative methods. The report then delves into various presentation techniques, detailing instructional, inspirational, persuasive, and decision-making presentations, along with the use of software and delivery methods such as face-to-face, webinars, and video conferencing. The creation and use of bespoke documents, including handbooks and databases, are examined, considering corporate factors, available resources, legal requirements, and design options. Finally, the report explores information system development, covering manual and electronic information stages, along with the typical stages of system development: analysis, feasibility study, and design.

Principles of business
communications and
information

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1...........................................................................................................................................1
1.2...........................................................................................................................................1
1.3...........................................................................................................................................2
TASK 2............................................................................................................................................2
2.1...........................................................................................................................................2
2.2...........................................................................................................................................3
2.3...........................................................................................................................................3
2.4...........................................................................................................................................3
2.5...........................................................................................................................................4
TASK 3............................................................................................................................................4
3.1...........................................................................................................................................4
3.2...........................................................................................................................................4
3.3...........................................................................................................................................5
3.4...........................................................................................................................................5
3.5...........................................................................................................................................6
TASK 4............................................................................................................................................6
4.1...........................................................................................................................................6
4.2...........................................................................................................................................6
4.3...........................................................................................................................................7
4.4...........................................................................................................................................7
CONCLUSION................................................................................................................................8
REFERECES ..................................................................................................................................9

INTRODUCTION
It is important to have an effective relationship. This is important because the more
effective it is; the work is more enjoyable when businesses have a good relationship. Also,
people are more likely to go along with changes that businesses want to implement, and they will
be more innovative and creative. Finally, when having the effective relationship, businesses are
more likely to make deals and benefit from economies of scale.
TASK 1
1.1
Importance of negotiation in business when it comes to our starting salary and benefits.
But the best negotiators in business recognize that these concerns are only a narrow component
of a bigger picture. We also should negotiate for the tools we need to become a fulfilled and
well-compensated person over time.
Instead of looking at the job you’re applying for as a final destination, think of it as
setting you up for the next job and perhaps the one after that, Lax advises. This shift in mindset
will allow you to notice the advantages of negotiation for helping you gain the tools you need to
grow and thrive in the future. These tools might include a strong support staff, more training, or a
job title that will set you up for a future career goal.
1.2
There are four different approaches to negotiation and the outcome of the negotiation1
depends on the approach. The various approaches to negotiation are as follows:
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.
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 (Wu and et. al., 2012).
Compromise Approach: This approach provides an outcome which is some improvement over
the lose-lose strategy outcome. To avoid a lose-lose situation, both parties give up a part of what
they had originally sought and settle for something less than that.
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Integrative Negotiation or Win-Win Approach: 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. It results in satisfaction to both
the parties.
1.3
Preparation - This is looking at the timescale and the resources. You will have to collect
facts and data. Most importantly it looks at the organisation policies and procedures and the legal
and ethical requirements.
Negotiation Styles - The most popular way to divide the typical negotiation is: Competing (or
Aggressive), Collaborating (or Cooperative), Avoiding, Compromise, accommodating
(Conceding). Most negotiators have one or two preferred negotiation styles.
Negotiation Behaviours - This is all about the awareness of someone's body language, their
effective listening and questioning skills.
Exchanging information - This is looking at the focus that they have, the goals that will be set
for themselves over a period of time and they will look at proposals.
Bargaining - This is achieving mutual agreement with someone over a period of time. To get to
that point you need to look into their problems and solve them for them.
TASK 2
2.1
Instructional presentation - The general usage of this is to have an instructional
approach that is structured, sequenced and led by teachers. This will have clear learning
objectives where the presenter will want the audience to understand and follow.
Inspirational presentation -The main purpose of this is to inspire and uplift the audience. This
will have more of a story telling point of view from the presenter which will have a use of vivid
language and will have an emotional connection with the audience.
Persuasive presentation -This is a specific type of speech where the speaker has a goal to
convince the audience to accept their point of view (Österle, 2013). This is where at the start of
the presentation the presenter will talk about the problem and then throughout the power point
talk about how he/they can solve the problem.
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Decision making presentation - This is a presentation when you suggest a lot of ideas for the
audience, which gives them a variety of different points to look at. It is a presentation of
persuasive arguments which will tell the audience the good and bad things about the product they
are offering.
2.2
Use of software packages - This is important because this is all about the creation of the
whole presentation. With this you will have the creation of: text, images, graphs, charts, tables
and linking to internet pages. All of these are vital for a presentation.
Use of speaker notes and cue cards - These are put in place to help the speaker can put down
their key points down so they can refer back to their PowerPoint. This will act like an additional
bit of information to the speaker to help them.
Develop a presentation - When developing a presentation, you will use all of the resources
listed above. (Software packages, speaker notes and cards, audience hand-outs and boards and
flip charts). This will help develop these stages by initial proposal, drafts, edits and final agreed
presentation.
2.3
Face to face - When doing a face to face presentation it is where a presenter and the audience is
in a physical location. This could either be a seated presentation or a standing one. When
presenting the presenter can use one of 3 things. These include: using a computer screen, PA
system or a flip chart or board.
Webinar - This is a remote presentation which is an internet based online workshop. This is
mainly a voice and a video chat. You will have the presenter and you will have the audience
which can listen when they have logged into it online.
Video Conferencing - This is almost like a face to face presentation. However, this is a remote
presentation where it will be a two-way video via webcam to go through the presentation and
then questions can get asked.
2.4
There are 4 ways in which to ensure you can produce a good presentation. These include:
Planning, Preparation and organising, Practice delivery and timings, Effective communication
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When planning you need to insure that you focus everything on the audience. When focusing on
the audience you need to provide them with good quality information and to use a good choice
of: text, graphs and slide transitions and timings (Adler, Elmhorst and Lucas, 2012). When
preparing and organising the main thing you can do is to write out in note form your key points.
This will make the presentation easier as you can always refer back to the important parts in your
PowerPoint and you don't need to try and remember everything. Also creating and printing out
handout for the audience will make it easier for them to understand.
2.5
When collecting feedback on a presentation it is important that you take all of the
information in. When collecting it, you can collect it in a number of different ways. These
include: evaluation sheets, verbal feedback, surveys, activities and tasks. All of these are useful
to use because people will give them their honest opinion so you can get the best feedback
possible. It is important to use feedback on a presentation; this is because it's for your personal
benefit. Not only is this a good way to get your strengths of the presentation back, but it also
benefits you so you can work on the areas which need improving.
TASK 3
3.1
Bespoke documents can come in a variety of different ways. Some of these include:
Handbooks, questionnaires, spreadsheets, databases, sideshows and presentations. These are
important because it puts a professional image on your company, which will attract new potential
customers or will keep your current customers interested. However, the most important aspect of
these is the way that all of the above maintain the reputation of the organisation which will keep
the business on track and on target of their goals.
3.2
The factors that need to be considered when creating a bespoke document include:
Corporate factors- This is mainly focusing on the brand of the company. This focuses
on the professional image of the company, but also focuses on the use of text that will be used
within the document.
Available resources- This is looking at what kind of software you are going to use and
why (Stair and Reynolds, 2013). This is very important because you will need to look into all the
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costings and the staff and look at how the presentation will function and work when the work
gets put into place.
Ease of use- This is looking at mainly the layout that you use and the styles that you use.
This is important because you want to make sure that it is right for your audience. Your main
concern is the file format because you want to make sure it is easy to be understood by the
audience.
3.3
The legal requirements include:
Data Protection Act 1998
Copyright Designs and Patents Act 1988
Common law duty of confidentiality
Remit and limits of research
Recording sources
Procedures for gathering the information for bespoke documents is all about having the
correct information and having the requirements that is necessary. You need to make sure that
you research all of the legal requirements and make sure that the consultation and approval of the
information is gathered.
There are many different methods when gaining this approval. One of the most common ones are
having face-to-face meetings or even having a phone calls on this.
3.4
When creating a bespoke document there are many different techniques you need to consider.
These include:
Research- When doing this, you need to think about the: Source of information that you are
requiring about, planning all of the research that needs to be done, conducting research and with
the findings, organising and recording research data collected.
Providing design options- With this, knowledge and application of legislation and regulations is
key for a bespoke document. You need to have efficient use of software applications and
resources.
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3.5
Approval of document- This is the final requirements that need to be done before being
finished. A few of the things you need to do include: Checking and proofreading skills, editing
skills, consultation, feedback and final approval.
TASK 4
4.1
There are two main information stages. These include:
Manual- this covers all of the: card index; filing systems and categorisations
Electronic- This covers all of the: office support systems, customer support systems, data
processing systems and decision support systems
The typical stages of information system development include:
Analysis- This is the stage when the users and the IT specialists work together to collect all of
the business requirements. With the requirements, both will have to work on the design and will
have to discuss to one another about what tasks need to be done (Murugesan and Gangadharan,
2012). The user and the IT specialist signs the joint application design to formalise the business
requirements.
Feasibility study- This is the stage when the information analyst makes a study and will look at
the strengths and weaknesses. This will determine the potential of success as it will show if there
is any need of developing the: Staff, equipment, materials, time and the cost.
Design- This is the stage where all the system requirements are created. This will look at the:
Input, output, storage, processing, system control, backup and recovery.
Deployment- This is the stage when the product is finished with the project team which then
gets passed to the operations team. The operations team would then look at if it is possible to
increase the efficiency of the production.
4.2
Both Manual and Electronic system have their benefits and their limitations.
Manual benefits- capital investment; everyone has experience of using manual systems;
relevance to user; reduce information overload; data entry errors; lower risk of data loss;
simplicity
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Manual limitations- time; efficiency; physical space requirements; file naming conventions;
archiving requirements; degradation of physical records
Electronic benefits- storage capacity; time, simultaneous multiple access to records;
combination of other data; presentation of information; business efficiency, integration of
multiple systems (Zeynep Ata and Toker, 2012).
Electronic Limitations- capital investment; up to-date software and technological change; data
loss through technology failure and security threats; system upgrades; server storage space; file
naming conventions; quality of data input; resistance to change; may require training;
information overload; duplicate copies of records
4.3
Freedom of information Act 2000 states - An Act to make provision for the disclosure of
information held by public authorities or by persons providing services for them and to amend
the Data Protection Act 1998 and the Public Records Act 1958; and for connected purposes.
Copy design and patents Act 1988 states - An Act to restate the law of copyright, with
amendments; to make fresh provision as to the rights of performers and others in performances;
to confer a design right in original designs.
Security of systems need to be in place. To ensure information is secure organisations need
to: Put all of these legislations in place to ensure the safety at work by the employer and also
make sure that all of the employee's vital information is stored somewhere where no one can gain
access to.
4.4
First of all, you have to develop a plan that specifies objectives. You will then need to
create a timescale for implementation and review and resource implementations. After this you
would then get your feedback from others which will give you the implementation of: levels of
usage and the timing of usage (Taylor, Fritsch and Liederbach, 2014). This means you can gain
early knowledge or any faults you would have with this system. After this, you would need to
look into all of the legal and organisational requirements. Give any training necessary and make
any other adaptations that are needed.
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CONCLUSION
From the above mentioned analysis, this has been observed that the negotiating is
important because it allows a smooth running of the organisation and business efficiency. This is
good for businesses because it won't cause any problems between the two companies. Deals can
run smoothly and getting the deal done will be a swift and quick process.
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REFERECES
Books and Journals:
Österle, H., 2013. Business in the information age: heading for new processes. Springer Science
& Business Media.
Adler, R., Elmhorst, J.M. and Lucas, K., 2012. Communicating at work: Principles and practices
for business and the professions. McGraw-Hill Higher Education.
Stair, R. and Reynolds, G., 2013. Principles of information systems. Cengage Learning.
Murugesan, S. and Gangadharan, G.R., 2012. Harnessing green IT: Principles and practices.
Wiley Publishing.
Zeynep Ata, U. and Toker, A., 2012. The effect of customer relationship management adoption
in business-to-business markets. Journal of Business & Industrial Marketing, 27(6), pp.497-507.
Taylor, R.W., Fritsch, E.J. and Liederbach, J., 2014. Digital crime and digital terrorism. Prentice
Hall Press.
Wu, K.W. And et. al., 2012. The effect of online privacy policy on consumer privacy concern
and trust. Computers in human behavior, 28(3), pp.889-897.
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