Managing Communications, Knowledge and Information - Assignment Example

London School of Business and Finance Chibalonza Singira Sudent IDN: M1010225 Syed Mohammad 05/05 Table of contents Introduction…………………………………………………………………………………..3 Task1………………………………………………………………………………………....3 AC- 1.1………………………………………………………………………………………..3 AC -1.2………………………………………………………………………………………..4 AC- 1.3….................................................................................................................................4 AC-1.3…………………………………………………………………………………………5 AC-1.4…………………………………………………………………………………………5 Task 2………………………………………………………………………………………….5 AC-2.1…………………………………………………………………………………………5 AC-2.1…………………………………………………………………………………………6 AC-2.2…………………………………………………………………………………………6 AC-2.3…………………………………………………………………………………………6 AC-2.3…………………………………………………………………………………………7 AC-2.4…………………………………………………………………………………………7 Task 3………………………………………………………………………………………….7 AC-3.1…………………………………………………………………………………………7 AC-3.1…………………………………………………………………………………………8 AC-3.2…………………………………………………………………………………………8 AC-3.3…………………………………………………………………………………………8 AC-3.4…………………………………………………………………………………………9 Task 4………………………………………………………………………………………..10 AC-4.1……………………………………………………………………………………….10 AC-4.2……………………………………………………………………………………….10 AC-4.3……………………………………………………………………………………….11 Conclusion…………………………………………………………………………………,,,11 References……………………………………………………………………………………12 Managing Communications, Knowledge and Information Introduction The purpose of this assignment is to discuss the role of Managing Communications, Knowledge and Information. The concept behind this is to place information technology in a context of management and examine its effect on organizational learning in an organization. Organizational learning is an effective theory for the organizational development to enhance and improve performance and capabilities of the company to gain competitive advantage. Task 01/ LO1 AC 1.1 In Setting up Classing Badges Company, discuss what are the major ranges of decision to be taken. There are three major decision that the Charles Gillbeck needs to take before he set-up the business. The most important will be to determine the market demand of the badges. For this, he need to build a connection with a range of purchasers that agrees to make purchases from the classic badges company on contractual basis. Once the market for the badges is determined the next major step will be to develop the business strategy. This requires setting a vision and mission for the company. Operational plans for the company will be defined which will include the production, marketing and operations. The marketing will include communication media and other ways to promote the badges. The third important decision will be look for different ways to finance the company. Since the Classic Badges Company is a mini enterprise, they can look for financers such as business angels and venture capitalist (Bloom et. al, 2014). Task 01/ LO1 AC 1.2 Identify and examine the kind of information and knowledge needed to ensure that an effective decisions are taken. The identification of the knowledge and information needs for effective decision making is an important part of the product manufacturing as well as marketing. Since the Classic Badges are planning to make custom made badges, they need to be aware of the expectations of the end customer regarding the badges. This information will relate to the quality of the material used for the badge, the size and shape of the badge and its weight. This information can be taken by conducting a survey from the customers directly. Direct information from the customers will be more reliable compared to secondary information. This survey will also highlight to the Classic Badges managers regarding the place and methods of marketing the product. Hence, information directly from the end customer will prove to be more reliable for decision making (Eliasson, 2014). Task 01/LO1 AC 1.3 List and assess internal and external sources of information required and justify their suitability and reliability for this project Internal information required by the Classic Badges will be accounting and financial information mostly. This will include creating budget of the company which can be derived from the financial statements and capital status. This information will include the budget limits for marketing expenditure, sales statistic’s and other costs of the business related to production. Internally generated information are more reliable and appropriate of the business. There is no hassle to investment a large amount of funds to gather the information (Ting-Toomey & Chung, 2012). External Information External information requirement of Classic Badge will mostly include information related to the product and marketing. There are two types of external information: (Holtshouse, 2013). Primary – Primary data will be gathered by the company on first hand basis. The requirement of the company’s primary information is customer’s preference. Secondary – Secondary data will be gathered through the analysis of competitor’s annual reports newspapers and web sources. Task 01/ LO1 AC 1.4 Recommend any improvements in the use of different kinds or sources information and knowledge for the setting up of this project. Internal and external information are both necessary for developing strategy of this company. However, the reliability of information gathered is always an issue. In order to improve the reliability of information form external sources. The management should ensure that the information gathering is conducted through official sources only. Information from the unofficial sources should not be used for decision making. The reliability of the internally generated information depends on the accuracy of the information. For the marketing budget, the management should ensure that a qualified professional is constructing the company’s budget to ensure the accuracy in them (Daim et. al, 2012). Task 02/ LO2 AC 2.1There are several stakeholders in involved in this project, what contributions would you expect from the different stakeholders during a specific decision making process. There are several stakeholders internal and external stakeholder present in this project. As the manager of the project, there are certain expectations from the external and internal stakeholders of the company (Armitage et. al, 2011). Internal stakeholders Employees – It is expected form employees that they show creativity in the work and attract new customers for the business Managers – Managers are required to develop deploy the strategies of the company in the most efficient manger. Directors – Directors of the company are required to develop the strategies that are in line with the mission and vision of the company (Huber, 2012). External Stakeholders Customers – customers are expected to communicate their requirements and expectations from the business clearly. Suppliers – Suppliers are required to make timely deliveries to the business to ensure timely production of badges. Government – Government is required to develop policies that are easy to follow and are acceptable by the company (Holtshouse, 2013). Task 02/LO2 AC.2.2 An effective business relationship with these stakeholders is important. Discuss methods of contact that will enhance business relationship with stakeholders. The method of communication with the stakeholders is dependent on the relationship with the stakeholders. For example, Classic Badges will communicate differently with internal and external stakeholders (Cheung & Thadani, 2012). Employees – Communication with the employee will be though meetings, notice board and verbally. Directors – Communication with the directors will be conducted through a more formal meetings and well annul general meetings. Managers – Communication with the mangers is through formal and informal meetings. Customers – Communication with the customers will be in relation to the products. This will be conducted though emails, text message and flyers of promotional offers. Suppliers – Communication with the suppliers will be through a more formal manner, for example via telephone for order, and emails of payments. Government – Communication with the government will also be formal, including mails and general notices regarding policies and taxations (Phelps et. al, 2012). Task 02/LO2 AC 2.3 Prepare a plan on how to involve those identified in the decision making for this project. Decision making plan will involve the both internal and external stakeholders. The above chart highlights the decision making plan of various stakeholders. The communication process with these stakeholders will be different. The involvement of the customers in the decision making process will be based on the analysis conducted on them. The communication process with the government and suppliers will usually include negotiation and use of power. For directors and mangers, the use of past experience and gut feeling will be used (Armitage et. al, 2011). Task 02/LO2 AC 2.4 To improve on involving others in the decision making process for this project. Good communication skills are very important especially when dealing in the professional environment. Good communication skills requires clarity of word and speech. However, while communizing with different stakeholders, there are more than one ways to communicate. The strategy will be developed differently for stakeholders of different category. This involves developing a proper network of communication with the customers, such as social media pages on Facebook and Twitters. Suppliers will be communicated via emails. However, in forming business relation with the suppliers the factor of confidentiality needs to be ensured. Communication with the directors of the company will be through reports and meetings (Holtshouse, 2013). Task 03/LO3 AC 3.1 Report on existing processes of communication in this organization. I work in a mobile phone accessories manufacturing company named Candor Co. The mission of the company is to manufacture unique accessories for every cellphone manufactured in the world. Majority of the company sales is from the accessories of Apple and Samsung. The legal status of the company is public, but the company is currently working only in California. The company wants to expand its operation on internal level (Armitage et. al, 2011). Communication Process The current communication process of the company with the internal stakeholders is though notices on the e-portals of the employees. The organization have installed a portal system software in the company in which all employee is the company can read the general and personal notices. This portal is used by the operational level employees, managers and directors alike. However, personal communication of the employees is through email IDs of the employee that can only be used internally (Daim et. al, 2012). The communication channel with the customers is mainly through social media. Company uses other traditional method as well including emails and SMS. But, social networking sites are majorly used to communicate a new product or offer to the customers. The shareholders of the company are communicated through monthly emails and letters that are send to them by the HR department. Other than this, annual general meeting is conducted as a means of communication with them (Holtshouse, 2013). Task 03/LO3 AC 3.2 Identify the pitfall existing in the current communication processes and design ways to improve it. The current communication process of the employees although very efficient, but, it has certain drawbacks. The notices that are uploaded by the network department on the e-portals are only one way communication. There should be an option where employees can discuss a certain notice and comment on it. This will enable the top managers to understand the problem s faced by the lower level employees. The communication with shareholders is also one way. Company should ask for feedback from the shareholders though emails. The communication channel with the customers is also one way. Although the comments and tweets of the customers are taken into consideration, but, they are not directly asked to fill a survey or suggestion forms (Ting-Toomey & Chung, 2012). Task 03/LO3 AC 3.3 Recommend the improvements that need to be implemented to ensure greater integration of systems of communication in that orgaisation. The communication channel that needs to be implemented for the customers include a comment and like option just like option on Facebook. Here the customers can comment and show their likes and dislikes regarding a certain policy. This will enable the management to understand the problems and suggestion from the employees. The communication channel with the customers should be likely designed. They should be asked to provide feedback and suggestion through direct emails of survey form on social media. The communication channel with the shareholders should be more frequent. The major shareholders should be concerned before making a big investment decision or making a large takeover decision. For this, the communication process with the shareholders needs to be strong (Ting-Toomey & Chung, 2012). Task 03/LO3 AC 3.4 Personal Plan to improve my own communication skills. Effective communication is very important to survival in the professional environment. When communication with a colleague or a manager a professional communication skills should be maintained, this requires use of correct word and tone of voice. The emotions should be kept in check. Body language should also be maintain to give a more professional vibe to the manger or a colleague. The language and the fluency of the language should be adequate so that the other person understand clearly what is being said. Listing is also an important part of the communication, this requires listening to the other person attentively before making a reply. Usually people identify lack of focus, negative body language and inconsistent body language during communication (Bloom et. al, 2014). Communication task Source Expect outcome Poor/ wrong interpretation of information. Body language correct word and tone of voice Equally treat people-Treat all the people in equal basis stress can be a major barrier to communication so being calm and focused in communication is important listening to the other. Be attentively before making a reply Encourage-encourage and praise others people valuing by welcome them. Poor language command The emotions should be kept in check. positive minded, optimistic and learn from mistake identify lack of focus, Try to resolve problems when they arise and should be effective negotiator Skills Need To Improved What As An Individual I Need To Do? How I Will Do It? When I Will Do It? Poor wrong interpretation of information Improve my body language Improve my voice tone and words during communication Remove stress during communicating with someone Improve behavior during communication with someone In order to improve my body language, I need to join a grooming class, which will help me to enhance my hidden skills For improving it, there is the need to follow the following four steps. 1. Think properly before speaking with any person 2. Try to record own speaking skills in any storage device 3. Listen and watch own speaking video recording very properly as well as carefully for further development 4. Pay proper attention in identifying problems that have been experienced during communication Need to do medication for dealing stress situation, as it is helpful in eliminating excessive amount of stress from mind Understand the nature of the people with whom you are talking and try to bring little softness in behavior by eliminating rudeness The improvement will be made at the time of practicing at home or any other place that is convenience for me to get adapted to such improvement. Apart from this, the stated improvement can also be made while standing in front of a mirror and get practiced for improving my communication skills and body language After identifying all the limitations, the following needs to be considered. 1. Watch videos, listen voice of several actors and adopt how they speak properly 2. Read newsletters and any other book and article loudly and then record it in a voice and video recorder device 3. During watching as well as listening own speaking style in home through a video recorder and ensue to learn about numerous limitations that remain present within the body language 4. After paying attention, there is the necessity to learn about how to speak in relax tone and in soft voice Doing medication at morning in home, which will be helpful for me to deal with any stressful situation in an very clam way and with smile Start practice session of communication in home with family in a very polite manner and take feedback from family members and friends for further improvement Source: (Khattak, Yaqoob, & Basri, 2010). Poor language Command Excessive emotion needs to be controlled while communicating with someone Need to be positive minded, optimistic and learn from mistakes To control excessive emotions that I need to manage my mind and heart accordingly and maintain the same in a proper way Always need to think about the positive outcomes form any situation and try to learn positive things from any mistake conducted by me and try to learn from the same I have to practice this process in home in a continuous manner. Moreover, I need to keep my mind much clam for understanding about the sensitivity of the situation While doing any activity, I need to be more optimistic in nature and try to improve my works Source: (Ting-Toomey & Chung, 2012) Task 04/LO4 AC 4.1 Report The information system in the Candor Co. is mainly through e-portals. When a certain noticed is issues by the HR department. The network department circulate this notice via the e-portal. The timing of the notice is very important, hence, the network department ensure that the message get across employees at the right time. The employees and the mangers of the company comment and conducted discussion on a certain notice. This discussion is collected by the network department for review. The storage of notices on computers soft copies. The discussion of the customers and their reviews regarding certain product are also collected and stores in a soft copy. However, for customers, hard copy is also retrieved and send to the research department for the use of new products (Eliasson, 2014). All the information of the company is collected and stores in one software program. A single software is used that pool all the information in one place. After the pooling the respective information is manually retrieved the personnel and send to the respective departments for review and analysis. The information from the shareholders of the company are the most important of all. They are collected and prioritized above all information (Armitage et. al, 2011). Task 04/LO4 AC 4.2 Discuss the appropriate change that need to be carried out to improve the collection, formatting, storage and dissemination of information and knowledge in this organization. The collection and storing process of the company for employee and it is not very efficient. The company only keep soft copies of the communication, discussion and feedback from the employees. The problem with soft copy is that the data can be lost due to system error. The HR department should keep a hard copy for the every discussion, comments and feedback from the employees regarding policies and notices. Similarly, the information that is retrieved for social media should first be filtered for spam comments and messages before they are send to the research and development department for analysis (Eliasson, 2014). The communication with shareholders should be kept separately from all the other information and should be prioritized above all. For customers, employees and shareholders, the storage of communication and discussion should be spate rather than one software. Keeping all the information in one system will result into data lost or one information being mingled with another. Hence, keeping one communication software is not the most efficient way to store all the information (Huber, 2012). Task04/LO4 AC 4.3 Recommend a strategy that need to be implemented to improve access to system of information and knowledge in this organization. The information system of the company is currently very poor. The main problem in the system is that all the information is pooled in one place and then it is retrieved by the personnel manually for the analysis of the respective departments. This process will result into missing information by the personnel and the chances of human error is very high. The company should either install a system that will automatically save the information from the pool of information to different sections. This will eliminated the chances of human error. Other than this, they can also develop different pools for every source of information to avoided mixing of information and chances of human error (Phelps et. al, 2012). Conclusion: To make a good decision experience, good information and interpreting the information correctly is quite vital. Information and knowledge plays an important role in modern organisations. Due to the complexity of business processes people need high level of knowledge, skills and expertise. The internal sources of information are mainly collected from the inside of the organization. Stakeholders of the company are the individual or group which are interested and can influence the organization. To maintain a good relationship with the stakeholders and to get the desired outputs following are important. Message transmission from sender to a receiver can be described as communication and Effective communication quite important to any organization. Communication can occur due to inform or persuade a person. Prior to the communication a person should understand what information they need to communicate. To improve the collection, formatting, storage and dissemination of information and knowledge all the process should be very systematic References Armitage, D., Berkes, F., Dale, A., Kocho-Schellenberg, E., & Patton, E. (2011). Co-management and the co-production of knowledge: Learning to adapt in Canadas Arctic. Global Environmental Change, 21(3). Bloom, N., Garicano, L., Sadun, R., & Van Reenen, J. (2014). The distinct effects of information technology and communication technology on firm organization. Management Science, 60(12). Cheung, C. M., & Thadani, D. R. (2012). The impact of electronic word-of-mouth communication: A literature analysis and integrative model. Decision Support Systems, 54(1). Daim, T. U., Ha, A., Reutiman, S., Hughes, B., Pathak, U., Bynum, W., & Bhatla, A. (2012). Exploring the communication breakdown in global virtual teams. International Journal of Project Management, 30(2). Eliasson, G. (2014). Firm Objectives, Controls and Organization: The Use of Information and the Transfer of Knowledge within the Firm-Volume 8. Springer Publishing Company, Incorporated. Holtshouse, D. K. (2013). Information technology for knowledge management. U. M. Borghoff, & R. Pareschi (Eds.). Springer Science & Business Media. Huber, F. (2012). Do clusters really matter for innovation practices in Information Technology? Questioning the significance of technological knowledge spillovers. Journal of Economic Geography, 12(1), 107-126. Khattak, H. R., Yaqoob,S., & Basri, R. (2010). Communication skills module. Learning Innovation, 1-185. Phelps, C., Heidl, R., & Wadhwa, A. (2012). Knowledge, networks, and knowledge networks a review and research agenda. Journal of Management, 38(4). Ting-Toomey, S., & Chung, L. C. (2012). Understanding intercultural communication. New York: Oxford University Press. Read More