Report on Principles of Business Communication: Tasks and Analysis

This report on the principles of business communication delves into various critical aspects of effective workplace interactions and information management. It begins by exploring the significance of negotiation in the business environment, dissecting different approaches, and outlining essential tactics. The report then transitions to the realm of presentations, examining diverse presentation types, resource utilization, delivery best practices, and feedback mechanisms. Following this, the focus shifts to bespoke business documents, analyzing their characteristics, creation factors, legal considerations, and approval processes. Finally, the report concludes by investigating information system development, covering its typical stages, benefits, limitations, and legal requirements, including security and confidentiality. The report provides a comprehensive overview of the key elements in business communication and information systems, offering valuable insights for students and professionals alike.

PRINCIPLES OF BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Importance of negotiation in business environment.............................................................1
1.2 Features and uses of different approaches............................................................................1
1.3 Components of negotiation tactics........................................................................................1
TASK 2............................................................................................................................................2
2.1 Different types of presentation and requirement...................................................................2
2.2 How different resources used to develop presentation.........................................................2
2.3 Different methods used in the presentation...........................................................................2
2.4 Best practices deliver presentation........................................................................................3
2.5 How to collect and use feedbacks in presentation................................................................3
TASK 3............................................................................................................................................4
3.1 Characteristics of bespoke.....................................................................................................4
3.2 Factors taken into creating and presenting bespoke documents...........................................4
3.3 Legal requirement and procedures for gather information in bespoke document.................4
3.4 Techniques to create bespoke documents.............................................................................5
3.5 Gain approval of bespoke .....................................................................................................5
TASK 4............................................................................................................................................6
4.1 Typical stages of information system development..............................................................6
4.2 Benefits and limitations of different information system.....................................................6
4.3 Legal, security and confidentiality requirement of information system...............................6
4.4 How to monitor use and effectiveness of information system-.............................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
In the business communication, there are several elements exist that create major impact
on its performances and outcomes. In this regard, different activities designed to gain relevant
information at workplace (Klein, Davis and Kridli, 2015). In this context present report based on
the information system and various perspective in it. For gaining insight knowledge it covers
different tasks regarding information effectiveness and further development as well.
TASK 1
1.1 Importance of negotiation in business environment
In business, negotiation skills are important in both informal day-to-day interactions and
formal transactions such as negotiating conditions of sale, lease, service delivery, and other legal
contracts. Good negotiations contribute significantly to business success, as they: help you build
better relationships (Bonfanti and Bordignon, 2017).
1.2 Features and uses of different approaches
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.
Compromise Approach: This approach provides an outcome which is some improvement over
the lose-lose strategy outcome (Koponen and Julkunen, 2015).
1.3 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.
The Top 5 Components of Preparing for a Negotiation
Understand Yourself
Vision
Value
Process
Relationship
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TASK 2
2.1 Different types of presentation and requirement
4 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 (Lee,
2016).
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. You might schedule a divisional meeting or group off-site to
share the progress (Tang, Gallagher and Bie, 2015).
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 How different resources used to develop 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 the future (Kleinschmidt, Burkhard and Leimeister, 2016). Following are different
resources consider develop presentation that are as follows:
 Keep it short and sweet
 Style tastefully
 Use bold typography and proper hierarchy
 Illustrate your point
2.3 Different methods used in the presentation
There are many 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-
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face discussion etc. Usually, presentations fit into one of four categories; informative,
instructional, educational or persuasive (Folsom, Van Alstine and Ramsey, 2017). Each of these
will have similar content and some themes may overlap, however all types of presentation will
have slight differences in the techniques used in order to achieve the specific aim.
Very formal Formal Informal Very informal
Suitable for large
conference
Smaller conference Smallish group Small team meeting
2.4 Best practices deliver presentation
There are different best practices implemented to deliver the presentation that are as
follows:
 Concise and logical progression of ideas – Don’t jump from point to point without
 Stating the purpose or providing supporting data for each
 Create Relevancy – Let your audience know why this is important to them!
 Cite experts or provide real life case studies – personal experiences can engage
 The audience by creating an environment of shared knowledge.
 Use humour and anecdotes where appropriate – but only do so when/if you are
 Comfortable with the delivery of such (Bosman, Bruno and Hagstrom, 2017).
 Keep bullet points and lists to a minimum – consider providing a handout with this kind
of data.
 Use short sentences, active verbs and dynamic, but not overly-scholarly, words.
 Remember that what seems obvious to you may not be so to them, so it is up to
 You to paint the picture for them.
2.5 How to collect and use feedbacks in 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. “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
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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.
TASK 3
3.1 Characteristics of bespoke
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 (Almeida and Monteiro, 2017). Following are certain characteristics of
bespoke has been determines:
 Simplicity
 Branding and Identity
 Efficient Workflow
 Complete Development Ownership
3.2 Factors taken into 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 standard format and layout of documents produced. In the UK, there are specific
legal requirements organisations must adhere to when producing business documents, for
example letterheads should include the full registered name of the organisation, the VAT
registration number (if applicable) and the full address including the postcode (Hair, 2015).
3.3 Legal requirement and procedures for gather information in bespoke document
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. Legally, all documents needs to be
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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 (Mandrup and Jensen, 2017).
3.4 Techniques to create bespoke documents
Techniques to create bespoke business documents:
1. Research:
1.1 Sourcing information
1.2 planning the research
1.3 conducting the research
2. Providing design options:
1.1 Showing knowledge and application of legislation and regulations
1.2 efficient use of software applications and resources
1.3 appropriate document type
1.4 document size and style
1.5 combining information
1.6 image size and quality
3. Approval of document:
1.1 checking and proofreading skills
1.2 editing skills
1.3 consultation
1.4 feedback
1.5 final approval
3.5 Gain approval of bespoke
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). 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 (Tang, Gallagher and Bie, 2015).
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TASK 4
4.1 Typical stages of information system development
The System Development Life Cycle (SDLC) is a series of six steps that a project team
works through in order to conceptualize, analyze, design, construct and implement a new
information technology system. Adhering to a SDLC increases efficiency and accuracy and
reduces the risk of product failure.
Planning: During the planning phase, the objective of the project is determined and the
requirements to produce the product are considered.
Analysis: During the analysis stage the project team determines the end-user requirements.
Design: The design phase is the “architectural” phase of system design.
Construction: During the construction phase developers execute the plans laid out in the design
phase (Klein, Davis and Kridli, 2015).
Test: During the test phase all aspects of the system are tested for functionality and performance.
Roll-out: The roll-out phase is when customers receive the new system as an update or a full-
scale conversion.
4.2 Benefits and limitations of different information system
Information system has several benefits that are as follows:
 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.
 Creation of new types of jobs – one of the best advantages of information systems is the
creation of new and interesting jobs.
 Cost effectiveness and productivity – the IS application promotes more efficient
operation of the company and also improves the supply of information to decision-
makers
4.3 Legal, security and confidentiality requirement of information system
Data protection is essentially that area of the law that governs what may, and what may
not, be done with personal information. Such personal information may be in electronic (eg
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stored on computer hard drive) or manual form (in a manual filing system). Law Centre (NI) is
committed to fulfilling its legal obligations within the provisions of the Data Protection Act.
Personal data shall be:
Principle 1: processed fairly and lawfully
Principle 2: obtained only for the purpose stated
Principle 3: adequate, relevant and not excessive
Principle 4: accurate and, where necessary, kept up-to-date
Principle 5: not be kept for longer than is necessary for that purpose
Principle 6: processed in accordance with the rights of data subjects under the Act
Principle 7: appropriate technical and organisational measures shall be taken against
unauthorised or unlawful processing personal data and against accidental loss or destruction of,
or damage to, personal data
Principle 8: not transferred to countries without adequate protection
4.4 How to monitor use and effectiveness of information system-
There are different ways to monitor use and effectiveness in the information systems that
are as follows:
Systems and Innovation Opportunities
Development in information systems has brought opportunities but also threats.
Systems and Customer Delight
Organizations are fully aware that proliferation of information systems has reduced product life
cycle, reduced margin and brought in new products (Bosman, Bruno and Hagstrom, 2017).
Systems and Organizational Productivity
Organizations require different types of information systems to mitigate distinctive process and
requirements. Efficient business transaction systems make organization productive.
CONCLUSION
From the above report, it can be concluded that principles of business communication
play important role in the success of enterprise. In this regard, different activities promoted to
attain desired results in the business. Therefore, report summarised about the several aspects
such as legal rules and regulations, organisational productivity, etc.
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REFERENCES
Books and Journals
Almeida, F. and Monteiro, J.A., 2017. Approaches and Principles for UX Web Experiences: A
Case Study Approach. International Journal of Information Technology and Web
Engineering (IJITWE), 12(2), pp.49-65.
Bonfanti, A. and Bordignon, M., 2017. ‘Seafood from Slaves’: The Pulitzer Prize in the Light of
the UN Guiding Principles on Business and Human Rights. Global Policy, 8(4), pp.498-
504.
Bosman, J., Bruno, I. and Hagstrom, S., 2017. The Scholarly Commons-principles and practices
to guide research communication.
Folsom, R., Van Alstine, M. and Ramsey, M., 2017. Principles of international business
transactions. West Academic.
Hair, J.F., 2015. Essentials of business research methods. ME Sharpe.
Klein, B.D., Davis, T.A. and Kridli, G., 2015. Building a Rube Goldberg Machine in an
Undergraduate Business School Course to Learn Principles of Project Management and
Leadership Skills. Journal of the Midwest Association for Information Systems, pp.53-66.
Kleinschmidt, S., Burkhard, B. and Leimeister, J.M., 2016, December. Towards design
principles for aligning human-centered service systems and corresponding business
models. Association for Information Systems.
Koponen, J. and Julkunen, S., 2015. Theoretical principles of simulation-based sales
communication training. Simulation & Gaming, 46(2), pp.137-147.
Lee, R.D., 2016. Total Quality Teaching Principles as a Means to Assess Student Performance.
Mandrup, M. and Jensen, T.L., 2017. Educational Action Research and Triple Helix principles in
entrepreneurship education: introducing the EARTH design to explore individuals in
Triple Helix collaboration. Triple Helix, 4(1), p.5.
Tang, L., Gallagher, C.C. and Bie, B., 2015. Corporate social responsibility communication
through corporate websites: A comparison of leading corporations in the United States
and China. International Journal of Business Communication, 52(2), pp.205-227.
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