Managing Communication Knowledge And Information Importance

Published Date: 02 Nov 2017

The fate of any business venture is decided by the decision-making ability of the business leadership, at the helm. Profiting in a business is all about making the most of opportunity that performs in a market . Timing is most important essence in the business. Quick decisions is more needed to be made by business managers to take benefit of chances when they present themselves .You can't think over decisions for too long. In today's world, one needs business managers who can take quick decisions and execute the outlined strategy. Sometimes, a loss or profit in the business brings down to one deciding moment of decision. That is what business is all about, the decision-making ability of the thinking of any organization; it decides how effective a role play in the business world. An organization without people, who can't make decisions and take them to their logical conclusion, is hopeless..

Different kinds of decisions made in an organization.

The most common functional areas of an organization are discussed below. In a large organization, each of the functional department may be separate, whereas smaller organizations may have integrated departments, smaller organizations may carry out tasks and responsibilities of each functional department, but without the dedicated resources to support it. For example, a small shop selling refreshments would need to sell, promote, purchase stock, distribute stock and finance it, but all of these roles may be carried out by a single person. Department within an organization need to communicate with each other to ensure that they share information and good practice; To ensure that this happens effectively, a number measures need to be taken. The first is ensuring that a good organizational structure is in place with appropriate levels. Secondly, steps need to be taken to ensure that the flow of information between the levels of an organization is open and fluent. Sales, The sale team deal with the costumers and generate orders. The techniques  used to generate sales varies between organizations, but some of the most  common are telephone, door-to-door sales, advertising  and direct sales through representatives. The sales department may also provide supporting functions to other departments, particularly if the organization does not have dedicated marketing or customer service department. The sales functions are critical to the success of an organization because it provides the direct link to customers and generate income. The purchasing department is responsible for monitoring how many products or stock is required at any one time and buying accordingly. The purchasing department may also be responsible for buying in consumable products, such as stationary, within the organization.

Manufacturing

The use of information in decision making.

Today, more than ever, companies have to work harder to keep up with the pace of change and increased global competition. To succeed in multi-channel, high-speed environments, organizations need to leverage the data they have at their disposal. Organizations today have access to almost unlimited amounts of data – sales, demographics, economic trends, competitive data, consumer behavior, efficiency measures, financial calculations, etc. However, many decision makers in organizations feel lost and confused. If we have the data and facts, then what more do we need? In today’s connected digital economy, it is very easy to get data (too easy for the likes of many organizations). Yet, and possibly due to this phenomenon, it has become increasingly difficult to convert this data into meaningful information. Organizations seem to be generating data at a much faster rate than any manager can master, and in parallel to that, the useful life of that data is collapsing.

Methods used to find information.

There is research evidence suggesting that better use of information can improve decision making (Ittner and Larker, 2006; Davenport and Harris, 2007). In looking at the use of information in decision making there is an overriding causal model supporting the analysis. The basis of the work in this regard is the conversion of data into information and information into knowledge to enable decisions to be made. Many tools, techniques and technologies have been developed to support the conversion of data into information to inform decision making. The terms data, information and knowledge are frequently used for overlapping concepts.

Also note, that the results of their ads based on the hierarchy level. Management results in 3 different levels, and they have a strategic, tactical and operational level

The results of the company's top executives a strategic level, or alternatively, the above steps are performed, byt the strategic planning and implementation, as required by this high, consider issues such as basic results.. The results of the company's core values ​​and its policies, resource allocation and control & objectives and the results of such a system, or a department within a company or a high level of recognition and related workers.

Tactical and strategic level decision based on the results regularly and is set upon by the producers' organizations in order to achieve the best use of resources to ensure efficient and as a management control is used to. These resources are used and how the results of the review, and has made its intentions that relate to the use of such resources in an organization. As an example, an organization could provide incentive plan for employees to encourage increased production. For example, according to the size of their existing staff and resources. Therefore, by providing incentives, employees at the end of their production and tactical decision proved to be the best in the economy through its production, to increase the lead.

The last level is operational level. The state is the active state. System, the ability to achieve, and to ensure, on a daily basis to be able to work in this job for a smoother course. For example, the decision makers, managers, leading to lower level managers. Daily production targets for the purchase of a daily allocation of raw material resources (funds). Information is used, or to be derived from internal or external, in various locations. These places are called sources. Their ads, or the evidence taken on the basis of internal or external. A company's internal information, documents, mail, or external sources of information sources and the extraction of a company, organization or any of its departments, especially for formal, informal, and they both can not see. Outside parties, such as customers or suppliers at a business conference, attended an informal meeting, such as external sources. Normal external sources or related documents or officers of the company, can be in the form of reports.

Packaging, use this information to make decisions is important to note that depending on the type or structure. This is a major key customers, their suppliers and external parties, various levels of management, strategic management, using information from the high-level hierarchical structure, a company that, indirectly, they have a relationship. In an organization with a flat hierarchy, at the same time, cannot sell. Mostly low, tactical or operational level workers, the results of their daily business, such as indirect costs such as management, employee complaints, and internal operations, internal control and information systems that tend to be a part of.

, Complex or simple, practical and effective decision-making and stakeholder involvement requires a degree. Victims or business partners, or an individual, or a group of activities that can be conducted with a interest. Therefore, they maintain a good relationship with partners to contribute to the decision making process from the input available to do the job. Shareholders may be primary or secondary. For example, the primary neutral organizations, politicians, the media, a direct influence: shareholders, employees, directors, suppliers and customers. To do this, a stakeholder analysis was undertaken. The study, evaluation, and organizational decisions, for example, shareholders, and a supplier, maybe a long time supplier, essential supply system, and the final output quality manufacturing practices to the efforts and services of its contribution to affected resources, customer management, or directors Best Production Company group. In the right way, that they should engage with stakeholders regarding the behavior of the partners wants to call a company, organization of conferences and seminars can participate in their opinions on the fact that they cannot meet. After all, a key input to decision making is to improve stakeholder satisfaction. Space is very useful comments and questionnaires and surveys with stakeholders from the community, such as customer feedback and input will be available. Analysis and allocation of resources for the benefit of the community and help them to fulfill. A company e-mails, phone calls, video conferencing can not be certain that it can be used. To obtain general information from the external political climate neutrality, government, and social media, you can use the Internet or news papers TASK 02-

Portfolio

BTEC EDEXCDEL HND DIPLOMA IN BUSINESS (MANAGEMENT & HUMAN RESOURCES) OFFERED BY INTERNATIONAL COLLEGE OF BUSINESS AND TECHNOLOGY

UNIT 16: MANAGING COMMUNICATIONS, KNOWLEDGE AND INFORMATION

NAME: Azeem Rafeek

BATCH NUMBER: BM-25

ICBT KANDY CAMPUS

SUBMITTED TO: MRS. NILUKA SAMARAKOON

DATE OF SUBMISSION: 24TH-JANUARY-2013

Acknowledgements

I owe my most sincere gratefulness to my lecturer NILUKA SAMARAKOON who gave me important guidance into my first step in Managing Communication, Knowledge and Information studies and for her commitment in making us thoroughly understand the subject, which is an important module of the curriculum of the Higher National Diploma of Business Management.

I would have not completed this report without the assistance of Mr. Munazir Muthalif who is the CEO of Aladdin Wax company. I appreciate wholeheartedly for their corporation and encouragement they gave me in making this a success. I would like to thank them for giving me an appointment amidst their busy schedules.

I would also like to thank my classmates who encouraged me in all possible ways and gave me the confidence to complete this task in a satisfactory way.

Thank you.

Sincerely,

Azeem

Executive Summary

Aladdin Wax Company was found in 1996 in Matale district, this company produce match box and candles, company imports the materials in Maldives as well in local too.

This report provides a Statement to its employees to provide a description of the procedure to be adopted by the company. Weakness in the company's communication process to identify and remove these defects to improve communication methods and reasons for the recommendation of the evaluation. Other skills, pronunciation, rating the company's employees and the proper care and improvement recommendations to improve their skills will be provided to people.

After evaluating the research and findings, recommendations for improvement in both communication systems, system and labor progress and areas of weakness in order to effectively implement these systems were built. Still, it is weak in these areas to provide effective long-term care system in order to eliminate the need, identified weaknesses.

Weaknesses of the current system and its various methods have been used throughout the portfolio. Gant chart, SWOT analyses and the ability to communicate effectively with people at the table to identify the appropriate amount necessary action plans to improve the communication skills including the questionnaires to assess weaknesses in the application, and in-the use of to design architectures on ways purposes activate.

Errors and limitations encountered, research, advance, analysis, and information and communication systems are practical obstacles. As a result of the observations, interviews, and provide methods for the study of information system innovation in the company and its employees do not have time to study, is a major problem

[3.1]

In business, people look for ways to do more work in a less time period. Information technology improves the company’s proficiently by developing automated process to take burden of the employees working in organization. It helps the company to save time and create less staffs to maintain the company. Communication is more essential to the business today. Information technology improves and gives the company resources when needed to communicate.

The organization of Aladdin wax company PVT LTD which is situated in Matale district, is one of the leading wax company in srilanka. This company leading secret is they import wax from Maldives and also they purchase locally. This company is not only producing match box and also candles. In Aladdin industries the communication process is done with the primary methods with ordinary communication they use like (Telephone, cellular phone) as well they also communicate with Letters, sms, posters and banners, and with semi computerized system with the CEO and the managers and executive manager they use E-mails. They used to communicate with the labors by appointing a supervisor to carry out all information from the organization to deliver it, and also they use notice boards on the employee’s hall. They use communication with the customers to receive their orders, via telephone system they give all the information about the invention and also send them a written letter to the customer’s to know about the company products. The company communicates with the supplies through the mobile phones, to order the next month raw materials, And they also use to inform the employee’s through the intercontinental system to broadcast the message.

The weakness of the current system of the company

The company uses mobile phone to communicate, with the customers, supplies and the agents. Using mobile phones and also the company has a relationship with Maldives so when using mobile phone communication it may cost highly rate for the business. If both communicators are not in wide-ranging of coverage or service, because in srilanka all mobile phones are connected to the towers in the specific areas in the city. In that situation the CEO may loss the customer’s order when the company depending on the mobile phones.

Aladdin company also communicate with letter’s, when considering the letter, we identify that the letter contains confidential information’s about the company, if the person is not well qualified , or when writing the letter’s address of the receiver’s, letter may delivered to the incorrect address. Letter’s it may takes some times to deliver to the receiver, we also recognized that the company use to send letters to international countries by posting it with high cost service like (DHL). When communicating with letters to we should also concern receivers is able to read and understand the company letter, if not, due to that he may not provide the right answer.

3.2

Improvement on the company’s current systems

Throughout the outcomes, it was decided that the company will have to implement new systems to improve the current communication system, by computerizing the company, first the company needs an Email accounts to be exposed for the customers, employees, suppliers and agents ect.. to communicate with the company for fast communication and accessible anytime., and also company can join the audiovisual conference networks, meetings with the suppliers and the agents who lives in Maldives to communicate. All highest staffs like director, manager, executive manager, accountancy, should communicate with the CEO via Emails, when be available out of the company. Then the company has to install CCTV systems to reduce the burden of staffs, so that CEO can watch the all production systems and process through his room and also it can be installed to his smart phones, so he can view the company anytime, anywhere, and improve the staffs work’s. we identify the company needs and FAX machine to communicate in case of power interruption or technical problems, so the company can be communicated. Throughout. we also suggested maintaining a company software to analysis all the accounts and cash flow of the company to less miscalculations and faults. And using the organization a bar code system to enhance clear maintains of the product, bar code system can motivate more easier to discover the quantity of the production.

3.3

C:\Users\ilham\Desktop\gant chrt.jpg

This Gantt chart shows the company’s improvement methods for the first step on the Computer Email and how to introduce into the organization with the all duration of one month and period of time. Aladdin Company can easily measure the time period and the formalities to be followed when introducing the Email system. This chart also provide that Management through research and feedback to staff on how to implement and evaluate potential solutions, in the final stage.

The owner and his staff communication skills and improve the flow of communication within the company spared some time. To evaluate them in order, a questionnaire was developed and distributed among 2 main employees in the company. Then, questionnaires, and good communication skills and a high attention on the short list to classify workers and workers need to focus on improving communication skills.

Table 1

Aladdin Wax Company – Employee Evaluation

Assessment of: Shaheem hazari

Good

Moderate

Weak

Table 2

Aladdin Wax Company – Employee Evaluation

Assessment of: Karrunathilaka

Good

Moderate

Weak

The above mentioned survey of two main company staffs who answered the questions in the employee’s evaluation. We can identify that the communication and computing and technology are in week and moderate levels. However, interviews and observations, and it is estimated that half of the business activities and the time to do so because of the incompetent. Only such an approach to complete personality, self-interest, objective, such as the lack of communication that unwillingness results from the questionnaires would not be very dependable. They are still conducting interviews and observations, personal and other methods to identify.

Purpose

Plan

Duration

Studying methods

How to improve the communication by receiving and sending information to higher grade

Teaching the basic communication in English to understand, and present it.

Training them with computer’s and teaches them the way to handle it.

Motivate the staffs to learn quick and get the skills to communicate with higher level people.

3 months’ time

Giving them the right tools and materials.

Tell them the feedback of past staffs. And there satisfaction.

They may be able to overcome the mutual understanding of the other workers, so workers get to know each other.

Improve presentational, and speaking skills

Giving them a opportunity to present a speech in front of the staffs.

Inviting them to the meeting and presentation speech.

Training while in the work.

Two months of training after the first three months training on the communication

Improvements in assessment and referral services provided by the company.

Cheering up them with audience.

Action Plan

Improve on Read, write, and understandability

Giving them the company reports to rewrite the day activities of the company.

Suggest them to read and check for the mistake in the productions.

Two month of training

Appointing a supervisor to check their progress, and there ask for the final outcome.

SWOT Analysis of Aladdin Wax Company

Strength

weakness

Employees are Trusted and self-confident

Among the workers in formal social networking capabilities to identify and understanding

Customers has a strong believe and trust on the product

Low understanding on the communication and understand ability process.

Week knowledge about the Information technology

Not to motivate the juniors

opportunity

Tread

Get more experience and best practices to help improve the work group.

Allowing them to do more work and invite them to meetings

Free training to them.

It may take more time to train them

There can find another job with the new knowledge and skill.

Have to spend on resources to teach them.

References used

http://whatis.techtarget.com/definition/decision-management (viewed on 23th jan 13)

http://www.rapid-business-intelligence-success.com/types-of-decision-making.html(viewed on 23th jan)

http://www.blurtit.com/q9024844.html (viewed on 22nd jan)