Report on Principles of Business Communication and Information

This report comprehensively examines the principles of business communication and information, encompassing several key areas. It begins by exploring the importance of negotiation in a business environment, detailing different approaches such as disruptive and integrative strategies, and outlining the components of negotiation tactics. The report then delves into various types of presentations, their specific requirements, and the effective use of resources in presentation development, along with different presentation methods and best practices for delivery, including feedback collection and utilization. Further, the report analyzes bespoke documents, explaining their characteristics, creation factors, legal requirements for information gathering, and techniques for document creation and approval. Lastly, the report discusses the typical stages of information systems development, analyzing the benefits and limitations of different systems, and addressing legal, security, and confidentiality requirements, concluding with methods for monitoring system use and effectiveness.

PRINCIPLES OF
BUSINESS
COMMUNICATION
AND INFORMATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Importance of negotiation in a business environment......................................................1
1.2 Features and uses of different approaches to negotiation.................................................1
1.3 Components of negotiation tactics...................................................................................2
TASK 2............................................................................................................................................3
2.1 Different types of presentation and their requirements....................................................3
2.2 How different resources can be used to develop a presentation.......................................3
2.3 Different methods of giving presentations.......................................................................4
2.4 Best practice in delivering presentations..........................................................................4
2.5 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 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......................................................6
TASK 4............................................................................................................................................7
4.1 Explain the typical stages of information systems development......................................7
4.2 Analyse the benefits and limitations of different information systems ...........................7
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
Negotiation is the process of two individuals or groups reaching a joint agreement about
differing needs of ideas (Hartman and McCambridge, 2011). It plays an important role in
principles of business communication and information. The present report is explaining the
features and uses of different approaches to negotiation. In addition to this different types of
presentation and their requirements is also explained.
TASK 1
1.1 Importance of negotiation in a business environment
Negotiation in business allows anyone to:
 Understand the perspective of others
 Helps to resolve conflict
 Understand cultural differences
 Reach and agreement and achieve compromise
 Fair process
 Produce effective business relationships
 Smooth running of an organisation
 Efficient business
 Develop strategy
1.2 Features and uses of different approaches to negotiation
Disruptive (competitive approach): It usually involves people who have never had a
previous interactive relationship, nor are they likely to do so again in the near future. Simple
everyday examples, would be when we're buying a car or a house. Its features are described
below :
 Competitive
 Parties interests are opposing
 Inflexible
 Use of manipulation
 Concealing information
Uses of disruptive approach are as follow :
 Gaining a competitive advantage
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 Maximising own interest
 Disruption of competitors
Integrative (collaborative approach): Integrative means to join several parts into a whole.
Conceptually, this implies some cooperation, or a joining of forces to achieve something
together. Its features are listed below :
 Collaborative
 Creating value
 Interests are aligned
 Compromise is sought
 Flexible
 Cooperative
 Information shared
 Mutual problem solving
Some of its uses are stated below :
 Maximising joint outcomes
 All parties are ‘happy’ with the outcome
 Building relationships and trust
 Positive approach
1.3 Components of negotiation tactics
Some of the main components of negotiation tactics are mentioned below :
 Resources
 Data and facts
 Common ground
 Organisational policies and procedures
 Legal and ethical requirements
 Establishing priorities
 Establishing barriers
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TASK 2
2.1 Different types of presentation and their requirements
Presentations come in a lot of different forms and have a variety of purposes. In the
business world, there are different types of presentations and its requirement which is stated
below :
 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.
 Making a Decision: Decision making presentation are more about the audience taking
suggested action. The audience are told what to do and how to do it.
 Persuasive Presentations: The goal of a persuasive presentation is to influence a
change in the belief, attitude, or behavior of another person when that person has some
degree of free choice.
 Instructional Presentations: These presentations give specific directions or orders. It
is designed to teach something completely new to the audience.
2.2 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 (Beynon-Davies, 2013).
Resources also include any equipment used to present e.g. laptop, speakers, a whiteboard
etc. It is always important to have a plan when presenting electronically in case any of the
equipment is faulty. When preparing an electronic presentation, it is important to keep in mind
the target audience and to produce content suitable for the situation. The content must be
understandable and include technical terms to the appropriate degree. The slides must look
professional and use a consistent format/theme throughout; any transitions or animations that are
used should also remain consistent and must not distract or undermine the message of the
presentation.
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2.3 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. 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 presentation will have slight
differences in the techniques used in order to achieve the specific aim.
2.4 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.
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. The first slide should
also include the date, the event, and the name and job title of the presenter (Viterbi and Omura,
2013). If hand-outs are given out, the audience will easily be able to remind themselves of these
details after the presentation.
The second to last slide should briefly recap the main points of the presentation as this will allow
a final opportunity for the audience to ask any questions. Finally, the last slide of the presentation
should state contact details for the speaker and any other relevant organisations, this slide should
be left up as the speaker is answering any final questions.
2.5 How to collect and use feedback on a presentation
To collect feedback, presenters could produce a short questionnaire/evaluation on how
informative/engaging etc. 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)
Another method of collecting feedback is to self-evaluate, the easiest way to do this is to film the
presentation so it can be watched later.
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TASK 3
3.1 Explain the characteristics of bespoke documents
Characteristic of bespoke documents are following :
 Logo
 Professional style
 Fit for purpose
 Consistent house style
 Appeal to potential customers
 Security in editing
 Distinct from competitors
 Maintains reputation of organisation
3.2 Explain the factors to be taken into account in creating and presenting bespoke documents
Bespoke documents are company specific documents that are designed to create a
corporate image and increase brand awareness (Guffey and Loewy, 2012). They must be
factually correct and professional. They must comply with all relevant legislation and
regulations.
Factors to be taken in to account are :
Ease of use Resources available Corporate factors
Needs of the user Software Professional image
Layout and style Hardware Branding
Fit-for-purpose Staff Use of text
File format Costs Use of non-text
Security Paper Clarity
Consistency - Design
Timescales - Legislation
Other factors can include limit to authority, review and feedback, proof-reading, spelling
and grammar., accuracy, etc.
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3.3 Legal requirements and procedures for gathering information for bespoke documents
Legal requirements need to be considered when creating bespoke documents are
following :
 Data Protection Act 1998
 Copyright, Designs and Patents Act 1988
 Remit and limits of research
 Recording sources
3.4 Explain techniques to create bespoke business documents
Techniques to create bespoke business documents:
 A brief of the document – what are the requirements
 Research carried out – sources of information. Planning research, conducting research,
recording research
 Providing design options – knowledge and supplication of legislation, effective use of
software, appropriate document type. Document size and style, accurate data input, image
size and quality(Zott, Amit and Massa, 2011).
 Approval of document – checking and proofreading, editing skills. Consultation,
feedback, approval.
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) (Murugesan and Gangadharan, 2012). 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 systems development
Typical stages of information systems development are listed below :
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 Analysis – what data is going to be managed e.g. employee or customer records, policies
and procedures, promotional materials, financial records
 Feasibility study – what is the potential for success e.g. strengths and weaknesses,
resources needed, technical constraints, confidentiality, security, retention of information
(Österle, 2013).
 Design – what are the detailed features and operations e.g. business rules, system
requirements (input, output, storage, processing)
 Development – what is the specification e.g. are you meeting identified needs, budget
controls. Other consideration including checks against specification, reviewing process.
 Testing – is it fit for purpose e.g. is it reliable and accurate, does it se qualitative or
quantitative data, issues are recorded (Bovee, Thill and Raina,2016).
 Deployment – once the specification is accepted the following occurs e.g. installation of
the system, operational procedures created, hand over project team to operations.
 Evaluation - analysis of the testing is carried out e.g. looking at costs and benefits
against the original spec, feedback from users, review, modify
 Maintenance – monitoring the performance, problem solving, customisation to changing
user needs, additions to functionality
4.2 Analyse the benefits and limitations of different information systems
Benefits and limitations of electronic information systems are as follow :
Benefits
 Storage capacity
 Time
 Simultaneous access to multiple
records
 Combination of other data
 Presentation of information
 Business efficiency
 Integration of multiple systems
 Report generation
 Ease of amendment
Limitations
 Capital investment
 Updating software
 Technology change
 Data loss through technical error
 Security threats
 System upgrades
 Server storage space
 File naming conventions
 Quality of data input
 Resistance to change
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 Addition or deletion of records  Training
 Information n overload
Benefits and limitations of manual information systems are :
Benefits
 Everyone has experience of manual
systems
 Relevance to user
 Reduce information overload
 Lower risk of data loss
 simplicity
Limitations
 Speed
 Time
 Efficiency
 Physical space requirements
 File naming conventions
 Archiving requirements
 Degradation of physical records
4.3 Explain legal, security and confidentiality requirements for information systems in a business
environment
Legal Requirements
 Laws protecting public and private sector information – Data Protection, Freedom of
Information
 Licensing arrangements
 Accuracy of information
Security and confidentiality Requirements
 Levels of access
 Lockable security facilities
 Security of keys
 Use of policies and procedures to monitor systems
 Use of passwords
 Protection of computer systems
4.4 Explain how to monitor the use and effectiveness of an information system
Ways to monitor the effectiveness of information system are as follow :
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 Have timescales for implementation and review
 Obtain feedback from users e.g. ease of use, functionality
 Timing of usage e.g. look at peak time usage for potential overload of system
 Fit for purpose e.g. is it achieving the planned functionality
 Gain early knowledge of faults
 Have reporting systems in place
 Identify user training requirements
CONCLUSION
From the above based report, it can be concluded that negotiation plays a crucial role in
business communication and information system so that one can do bargaining with their clients
and another business parters in making their decisions. The characteristics and techniques of
creating bespoke business documents is described in this report. Apart from this laws needed for
its documentation is explained in this assignment. Benefits and limitations of different
information systems is also discussed here.
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REFERENCES
Books and journals
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Österle, H., 2013. Business in the information age: heading for new processes. Springer Science
& Business Media.
Murugesan, S. and Gangadharan, G.R., 2012. Harnessing green IT: Principles and practices.
Wiley Publishing.
Zott, C., Amit, R. and Massa, L., 2011. The business model: recent developments and future
research. Journal of management, 37(4), pp.1019-1042.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Viterbi, A.J. and Omura, J.K., 2013. Principles of digital communication and coding. Courier
Corporation.
Beynon-Davies, P., 2013. Business information systems. Palgrave Macmillan.
Hartman, J.L. and McCambridge, J., 2011. Optimizing millennials’ communication styles.
Business Communication Quarterly, 74(1), pp.22-44.
Online
Information System for Business Effectiveness. 2017. [Online]. Available from
:<http://www.managementstudyguide.com/information-system-for-business-
effectiveness.htm>.
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