Importance Of External And Internal Resources

Published Date: 02 Nov 2017

Introduction

Effective communication can motivate and empower the employees of a company as a strategic process. If the objectives of the organization are not known to the employees and they do not know about the role they play in order to reach to that goal and on top if they are not given the proper feedback about their work then they may lose interest and motivation in their work. It can also negatively affect the performance of the organization. Therefore, effective communication plays a very important role in an organization. Many studies have acknowledged that the organizations that have efficient communication strategies are usually more successful than those organizations that have poor communication strategies. (Ragusa, 2010).

The company that I have chosen for this unit is Nokia. Nokia is an international business connected in the development of mobile phones devices, in converging internet and communication industries, having about 132,000 staff working world wide. Nokia Corporation describes its operation to connect public through mobile phone technology. (Our Company, 2013)

Task 1

Decision

A selection made between different ways of action in a situation of doubts is called decision. It’s taken to maintain organizational development. It’s a day to day process which is truly made on supervisory decisions. (March, 1994)

The decisions can be made at 3 levels:

Strategic: highest levels of decision made by senior managers and directors. These can have a life changing impact. (March, 1994)

Operational: These are decisions made daily to support the tactile decisions; these are structured decisions with immediate impact. (March, 1994)

Tactile: support the strategic decisions, the decisions tend to be medium range and the consequences of these actions are moderate. (March, 1994)

Decision making steps made by a manager of Nokia

Recognizing the Problem: classification of the genuine problem before a trade project is the first step in the development of decision-making. It is correctly said that a problem well-defined is a problem half-solved. Information related to the difficulty should be collected so that important examination of the problem is possible. This is how the problem can be identified. (Strategic Decision-Making / Corporate Planning of Nokia, 2012)

Analyzing the Problem: After defining the problem, the next phrase in the executive process is to analyze the problem in deepness. This is needed to categorize the problem in order to know who must take the conclusion and who must be knowledgeable about the decision taken.

Collecting Relevant Data: Now the next step is to get the applicable information/ data about it. There is information flood in the commerce world due to new progress in the field of information knowledge. All accessible information should be employed fully for investigation of the problem. This brings clearness to all features of the problem.

Expanding Alternative Solutions: After the trouble has been defined, identified on the basis of linked information, the boss has to decide accessible alternative courses of achievement that could be used to resolve the problem at hand. Only practical alternatives should be measured.

Selecting the Best Solution: After arranging alternative explanations, the next step is to choose an alternative that appears to be most logical for solving the problem. The alternative thus picked must be conversed to those who are likely to be affected by it. (March, 1994)

Converting Decision into Action: Now it’s time convert the certain decision into a successful action. Without such action, the decision will stay just a statement of high-quality purposes. Here, the boss has to change 'his decision into 'their decision' through his management. For this, the subsidiary should be taken in self-assurance and they should be influenced about the rightness of the decision. Thereafter, the director has to take follow-up steps for the implementation of decision taken. (Strategic Decision-Making / Corporate Planning of Nokia, 2012)

Certify advice: Feedback is the last step in the decision-making process. Here, the boss has to make fitted agreements to guarantee feedback for constantly testing actual expansions against the prospects. It is like checking the success of follow-up measures. (March, 1994)

Information and knowledge needed for managers of Nokia

Nokia’s decision making skills

A reasonable and organized decision-making process assists you tackle the critical elements that result in a good decision. By taking an organized approach, you're less likely to let pass important aspects, and you can make on the approach to make your decisions improved and better. (Nokia Data Gathering, 2011)

There are six steps for making an effective decision:

Create a positive environment.

Create good alternatives.

Look at alternatives.

Select the supreme decision.

Make a definite decision.

Discuss your decision and take action.

Nokia Data Gathering is a solution that helps organizations to collect field data on critical issues using mobile phones instead of paper forms, PDAs or laptops. Whether helping to prevent disease outbreaks, building a census or tracking agricultural stock levels, Nokia Data Gathering has saved time and money for organizations around the world while also improving information accuracy. (Nokia Data Gathering, 2011)

Importance of external and internal resources in decision making process

External resources:

The external information required by the top administration is frequently divided in two broad forms - information on instant situation of the company, and that on the wider environment. The environment of the company includes its clients, dealers, participants and the industry within which the organization works. (Jackson, 2010)

The larger environment comprises the whole thing else outside the company. The information in the wider environment is often classified according to PESTEL structure, which splits the whole external environmental factors in following six groups.

Political

Economical

Social

Technological

Environmental (Physical)

Legal

Internal resources:

Internal resources are real benefits, intangible assets and managerial abilities. Tangible assets are most simply recognized advantages often found on a firm's balance slip. They comprise:

Production facilities

Raw stuffs

financial resources

Real estate

Computers

Last year’s sale data

Company orientation

Meetings and conferences

Board members

Organisation’s environment observation

Last year’s economic statement

Feedback from workers

The different sources of information through which top level managers collect external information include.

Their personal inspection and personal study of what is happening in the environment.

Information gathered and fed to them by their subordinates and co-workers in the organization.

Information composed from clients, suppliers and other persons such as cashiers - with whom the company contracts. This information may be attained by top managers directly or through their subordinates and colleagues.

Information gathered as a part of usual business activities. For example, when a company sell its products through the process of open tendering, it is able to get precious information about participants.

Through magazines. These include numerical data, editorials, and commercials.

From associations that assemble, collect and study and advertise business information.

Through market study and other comparable field reviews. (Jackson, 2010)

Information gathering strategies for Nokia

Nokia will gather information by pursuing to different strategies which are as follows.

Survey (paper, web-based, scan form)

Focus group

Interviews (face-to-face, telephone)

Observations (e.g., events, behaviours, level of engagement)

Document analysis (e.g., program documents, activity logs, student work)

Record analysis (e.g., university student record system, attendance records)

Testing (pre-test, post-test)

Literature review

Other existing data sources (e.g., retention data, institutional survey data). (Nokia, 2011)

Recommendations

They should have all up to date information of their business. What workers are they having for what particular field? Which kind of information should be given to certain employees, up to date information of their competitors.

Talented and inspired workers can bring on big developments in business. Learn what inspires your workers to higher levels of performance. 

Every victorious business landlord has an obvious idea of their restrictions. By knowing your industrial personality type, you can direct your resources and find assistance in parts of weakness.

Make sure you are deliver what clients want or need. You might have to modify your product mix to go with the current trends, the economic climate, or add different price points. 

Never stop teaching employees. Motivate reward have regular meetings that are positive, upbeat, and listen to employees ideas. Keep your customers happy. Do surveys after a large purchase, and ask if there is anything that could have improved the transaction. Send Thank You notes, handwritten, from the salesperson.

Task 2

Nokia’s stakeholder engagement

We engage straight with related stakeholders groups and organizations to appreciate their views and converse our perspective. We meet formally and informally with clients, NGOs, dealers and other stakeholders to pay attention, study and communicate on all features of sustainability. This may be on particular issues such as human rights or on broader sustainability subjects. (Nokia, 2011)

Different Stakeholders

Ways to communicate with Nokia Stakeholders

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Formal Methods:

Conferences: It is one of the most usual methods to be in touch. They can be different from only 1 person to thousands based on statement and audience suitable. It is up to you to develop every minute of the time spent to have discussion. Confirm it is a talk and not a monologue. It is the most outstanding way as you have the verbal and non verbal sign that develops the message and avoid mistakes.

Discussion Calls: It does not engage the time and expenses of journey. The conversation can take place while it relies on voice pronunciation and clarity of the verbal message. They only occupy charge of phone call and there are many rewarded and free examines that will make simple use of a discussion call line for many citizens to dial into.

Newssheets/ Email/ Posters: This strategy is one way communication and uses emailed updates, images, newsletters posted or emailed. One of the pathetic points is that communications are distributed and you cannot estimate if they were studied and understood, removed as sometimes there is no reaction. That immediate feedback is valuable for increasing your message and making sure feedbacks are fast recognized.

Informal Methods:

Informal and formal both methods are important one must not only depend on formal methods to contact shareholders.

Hallway talks: These meetings are good for one on one speech, but also be clear and do not set up fake hopes with casual remarks dropped.

Have lunch Meetings, go for drink after work: These informal surroundings can be huge for connecting, obtaining feedback, and work to build support.

Honorable events: tennis, golf, etc are an easy meeting to get the contribution on what support lives feedback on thoughts and build stakeholder support.

Voice mail – this is usually underutilized since email is so common but still shown to be more often take note to than an email will be read. This can be a single voice mail or a voice mail broadcasts to large group to get the word out depending on the size of viewers.

Nokia’s components of communication course

Context: Communication is influenced by the background in which it takes place. This context may be physical, communal, sequential or cultural. Nokia uses formal method of communication to converse with its employees. Every message continues with context. The sender decides the message to communicate within a context.

Dispatcher: The sender is the manager who gives the message to employees. He launches the message. A sender uses symbols (alphabets or graphic or illustration aids) to express the message and create the required response. For example – Nokia’s manager carrying out coaching for new group of workers. Sender may be a person or a group or an association. The visions, conditions, abilities, competencies, and information of the sender have a great bang on the message. Both verbal and non verbal signs chosen are necessary in determining explanation of the message by the receiver in the same terms as intended by the sender.

Medium: It is a method used to change the message. The manager must choose an appropriate medium for broadcasting the message else the message might not be uttered to the wanted receivers or the employees. The selection of perfect medium of communication is important for an effective message and correctly understood by the receiver and it depends on different features of communication. For example – Writing on board is selected when a message has to be expressed to a small group of people, while conversation is chosen when natural feedback is required from the receiver as mistakes are cleared at that present time.

Receiver: Workers of Nokia are those from whom the communication is aimed. The degree to which the receiver appreciates the message relies upon various things such as data of recipient, his reaction to the message, and the dependence of dispatcher on receiver.

Advice - Feedback is the main part of communication procedure as it allows the dispatcher to examine the usefulness of the message. Feedback may be verbal or non-verbal. It may take printed form also in form of notes, reports, etc.

Stakeholders and decision making

Investors:

Investors are important because the business relies on their investment to finance the decisions that it takes. They may, for example, become worried that the business has no overall direction and look for other places to put their money. They may not see the benefit of decisions, particularly long-term ones which could affect the amount they receive. If they are unhappy they could seek to replace the managing director, chairperson, or even members of the board of directors. This would leave the business weakened and prone to take-over.

Customers:

Customers will be concerned if the decisions affect the price, quality, or service of the product – they may change their buying habits if the product does not meet their requirements.

Suppliers:

Suppliers will want to get regular orders with prompt payment – these may be affected by the decisions made by the business.

Strategies

"Different processes provide different roles for the participants – for example, as users of a service, as self-interested individuals, as citizens within a collective, as interactive group members, or as individuals with fixed views or people who can debate and develop views. Most of the new consultation processes are more deliberative, enabling participants to develop positions and consider issues in relation to the common good rather than individual interests, and thus act as citizens".

Citizen advisory groups:

Small groups of persons who represent various interests or expertise (e.g. community leaders) meet on a regular or ad hoc basis to discuss concerns and provide informed input.

Consultative groups:

Forums that call together key representatives of civil society (NGOs and CSOs), economic and political spheres, to make policy recommendations and to improve the ongoing dialogue between these actors should be used by Nokia.

Nominal group process:

A structured group interaction technique designed to generate a prioritized list of high-quality ideas within two hours or less. It is particularly helpful for setting goals, defining obstacles, and gathering creative responses to a particular question. Nokia can use these strategies to improve involvement of stakeholders in decision making processes.

Task 3

Nokia’s components of communication course

Context: Communication is influenced by the background in which it takes place. This context may be physical, communal, sequential or cultural. Nokia uses formal method of communication to converse with its employees. Every message continues with context. The sender decides the message to communicate within a context.

Dispatcher: The sender is the manager who gives the message to employees. He launches the message. A sender uses symbols (alphabets or graphic or illustration aids) to express the message and create the required response. For example – Nokia’s manager carrying out coaching for new group of workers. Sender may be a person or a group or an association. The visions, conditions, abilities, competencies, and information of the sender have a great bang on the message. Both verbal and non verbal signs chosen are necessary in determining explanation of the message by the receiver in the same terms as intended by the sender.

Medium: It is a method used to change the message. The manager must choose an appropriate medium for broadcasting the message else the message might not be uttered to the wanted receivers or the employees. The selection of perfect medium of communication is important for an effective message and correctly understood by the receiver and it depends on different features of communication. For example – Writing on board is selected when a message has to be expressed to a small group of people, while conversation is chosen when natural feedback is required from the receiver as mistakes are cleared at that present time.

Receiver: Workers of Nokia are those from whom the communication is aimed. The degree to which the receiver appreciates the message relies upon various things such as data of recipient, his reaction to the message, and the dependence of dispatcher on receiver.

Advice - Feedback is the main part of communication procedure as it allows the dispatcher to examine the usefulness of the message. Feedback may be verbal or non-verbal. It may take printed form also in form of notes, reports, etc.

Improvements and their implementation

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Nokia should use Live Meeting so employees can direct questions to speakers online during their presentations. At the same time, it must also provide a mobile number for employees to send text messages if they cannot be online during the time of the presentation.

For all of Nokia’s Web 2.0 tools, "Social media is never a replacement for high touch engagement." Instead, it can contribute to various company events and other in-person initiatives. "Social media complements these things but doesn’t take away from the ability to internally engage and share ideas." (Schonthal)

Video conferencing is another tool that can be used by the company, allowing for real time communication between its global HQ in Finland to various regional offices. Their annual Communications meeting can also made accessible in this manner, allowing the company to cut down on travel costs for large events.

My personal weakness and plan to develop it

I want to improve my speaking skills like I want to improve my English. I lack confidence. So I have decided to do following in order to develop my skill and I will

Borrow a book on community speaking and read 10 pages daily.

Try to speak in English with full confidence in all my presentations.

Definitely say yes when ill be given a chance to speak.

Ask my friends and family for their feedback to know if I have improved or not.

Find an adviser and ask for assistance and suggestion.

Practice each presentation out loud at least one time before doing it for actual.

Keep a language magazine and write down whatever ill learn about speaking every day.

Approaches of collection, storage and dissemination of information

A distinctive information incorporation study starts with the specification of a few pieces of information which the users can merge to form some conclusion. In the organisation under consideration, the method used for the collection of information is very traditional. The company is relying completely on the persuasive information resulting from different employees or departments. Information does not pass through different analytical procedure to check it reliance. For instance, for investment decisions in Nokia, the company totally relies on the WACC which is same for every kind of investment activities. Information is stored in the files which are placed either in the main office of the organisation or is present in the computer systems. Information Dissemination applications are gaining rising reputation due to dramatic enhancements in communications bandwidth and ubiquity. The pure volume of data existing necessitates the exercise of discerning approaches to dissemination in order to evade overwhelming users with irrelevant information. Existing mechanisms for discerning dissemination normally depends on simple keyword matching or "bag of words" information recovery techniques. The company is currently exercising none of these techniques and there is nothing which is done for cutting the data short to keep only the relevant information necessary for the proper understanding of the users of the information.

Changes & implementation

For improving the quality of decisions, information collecting and processing systems in Nokia should be redesigned. Reliability of information should be test by performing ratio analysis, trend analysis and relationship between financial and non-financial information. If there are large variances, the authorized personal must check the reason for the abnormal deviations and check whether the information is reliable or not. Information processing must be done by protocol methods, information monitoring and analysis of eye movements. Storage of data and information must be safeguard through latest security techniques e.g. password protected systems should be used for the storage of important information. In addition where manual files are to be kept regarding some important information, the organisation should keep a back up file to some other location as well which will serve for it purpose if some unfavourable circumstances happen which make the use of original information impossible. The procedure of altering and delivering documents based on clients’ interests is occasionally referred to as Selective Dissemination of Information. Nokia should use selective dissemination for the communication of just the relevant information to the desired personals.

Strategy

In Nokia there is intranet organization through which you can contact to the a variety of information obtainable for the team but that is only for the workers working in the Nokia and the information offered on the website will only be for the same branch in which they are working right now so there is no possibility for the huge information.

The way they can recover the entrance of information and facts is that they should interconnect all the branches of Nokia in the UK by this way the member of staff can simply contact the other branches to identify what is happening on there and to contact with the employee and how/what is the new promotion are they working on and they can swap their suggestions with each other which will be good for the betterment of the organization and they will improve their system.