Managing Communication Knowledge And Information – Essay

Assessing information and knowledge needs

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Future profitability of an organization is influenced by the decisions implemented at the early stage of its development. Effective decision making process not only enables the management   to conduct managerial functions efficiently, it also enables the organization for remaining competitive in an industry (Weber and Chapman, 2011). The current report contains discussion on the decision making process adopted at the early stage of Classic Badges. The report also contains recommendations for future improvement of the existing approach of decision making.

Roberts and Pakkiri (2013)stated  that  the organizations at  their  early  stage  of  development   need  to focus  on increasing  profit  in  order to sustain  in market.  However Santos and Barros, (2011) also opined that the organizations which are at their early stage of development require giving importance on attaining long term sustainability. It reflects that management of       Classic Badges requires taking decisions which will be effective to attain both long term and    short term profitability of the organization. As  the organization  is established to  manufacture  badges  required  by  local  people, leaders  of  the company need to take  decisions  regarding   the operational  activities. Discussion on the purpose of developing Classic Badges Company indicates that the management requires arranging for suitable infrastructure needed to    manufacture badges. The management also needs to take decision on the requirements of human resources for running the organization (Selart and Johansen, 2010). Development of effective   financial plans is important to ensure uninterrupted flow of resources. The management of Classic Badges requires developing plans for creation of funds in order to establish the company.   As the organization is a new entrant in the local market, management requires giving importance    on making the potential customers aware about the products and services offered by it. Identification of the potential channels which will be used for delivering products to the end customers is important for increasing demand of products in market. It  reflects that Classis   Badges  management  needs  to  give  importance  on development of plans  regarding the sales and  marketing  activities.     

As stated by Piao and Ni, (2011) management of an organization requires identifying reliable sources for collecting information in order to develop useful decisions. As  the  management  of  Classis   Badges needs  to  take  decisions  on  the requirement  of infrastructure in   the   plant,   information relating to the  equipments and  raw material need  to be collected. However the management also needs to collect information on operating process of other badges manufacturer   to   develop decisions on operating process.  The information on labor market will be required to   develop HR policies (Podrug, 2011). The management also needs to collect information on nature of potential customers, condition of market and possible sales and distribution channels   to develop sales and marketing strategies.

Types   of  information  Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	Sources	Method  of collection	Assessment  of suitability/  reliability
Information    on     required  equipments  and operational  activities	The information on        required equipments can be collected from   the industrial magazines and internet. Assistance also can be taken from local   authority    for    collection of    information   regarding required   equipments.	Analysis of the  information      collected from   internet and journals	The information collected from    Government     authority and     industrial journals   will be reliable.  However the    management requires     analyzing their needs before implementing the     information.
Information   on     Local    labor  market	The   information on local labor market can be collected from Government data bases.	Analysis of the  information      collected from   internet and journals	The statistics collected from Government   databases are highly reliable.
Information    on  market   condition	Information on market   condition can be collected from business journals, market research reports and internet sources.  External agency also can be engaged for conducting market research.	Analysis of the resources collected from secondary sources. Interview withpotentialcustomers	Data collected from       business journals    and market research reports can be utilized as the   information is reliable (Moosavi Kavkani, Seyedjavadain and Saadeghvaziri, 2011).     However the  management    team  requires analyzing   efficiency  of  the     market research  agency  before   using data  collected  by  them.

Identification and examination of the information and knowledge for taking effective decisions

Table 1:    Source of      information       for setting    up Classic Badges

Outsourcing market analysis activities:  Although owner of the organization is focusing on   development of a team which will be responsible for establishment of the company, the activities related with market research can be outsourced. Outsourcing market analysis activities will enable Classic Badges Company to reduce cost of conducting such activities. It will also enable the organization to conduct these activities more efficiently.     

Using software for   market analysis: Apart from taking help from external organizations, management of Classic Badges should use software such as Question Pro to analyses the data   on market condition. The management can also conduct online surveys among potential    customers using software.     

Involving HR service providers to get information on labour market: Although the  management can  collect data, regarding  local  labour  market, external HR service  providers   can  also be involved to  collect  data on  availability of  local  labors. Accuracy of the collected data is dependent on efficiency and reliability of HR service providers but involving external   organizations to the process can also reduce cost required for the activities. The management   also can take help from external HR service providers to fill vacancies.

Stakeholders	Contribution in decision   making  process
Business   owner	Develops team for establishment of  the     organization
Management  team      developed  for  establishment  of  the   company	Data collectionfromreliable sources     Selecting and involving externalagencieswiththeprocess
Potential   customers	The potential customers can assist   representatives of organizations for data    collection   on nature   of customers.
People  related  with  distribution    channel	The potential customers can assist   representatives of   organizations   for collecting data on their nature (Mohammed and Jalal, 2011). However  the  decision  regarding  selection  of  distribution  channel  will  be    taken  on basis  of  the  negotiations  made  with them.
Communication  channels	The decisions regarding selection of communication channel for conducting     promotional activities will be taken on basis of the negotiations made with them.
External  organizations	The external organizations will be     responsible for assisting management team    for HR recruitment, market research and     execution of promotional activities.

Table 2:   Contribution      of    stakeholders   for decision   making process

Although management of Classic Badges requires developing corporate relationships with its stakeholders, the management also needs to focus on development of trusted relationship also. Maxwell, Jeffrey and Lévesque (2011) stated that development of trusted relation between two parties enables them to work in collaboration with each other more efficiently. Although   in case of business relationships, both parties prefer to communicate formally, use of direct communication methods is effective to develop close relationships between two parties (Mohsen, Ali and Jalal, 2011).

Classic Badges management can use both formal and informal methods for communicating   with stakeholders. The   formal methods for communicating with stakeholders include- meetings,    conference calls   and   e-mails.

Meetings:  Arrangement   of   meetings will enable   the Classic Badges   management   to communicate directly with   the stakeholders.   

 Conference calls: Use of conference calls will be effective to communicate with those   stakeholders who are   physically apart. Arrangement of conference   calls will also reduce time and cost of   the communication.

E-mails: Use   of e-mails is   effective   to   provide the stakeholders with updated information     regarding   different   organizational activities. 

Apart   from the formal communication methods, management of Classic Badge can also use     informal communication    methods such as    lunch meetings,   sport events   and    voice mails   to   strengthen   the   relationship   with    stakeholders.

Tasks	Plans
Identification     of    Resources	The management representatives cancollect information from themagazines and internets. The information from databases can be collected by management team.Additional information can be collectedfrom external HR organizations
Identification    of      potential    opportunities
Identification    and  analysis   of    potential     options	The management team can develop   primary decisions for setting up the plant. Feasibility of the decisions can be analyzed to identify alternatives.
Selection     of     solution	Best alternative can be selected on basis  of  the  feasibility   analysis
Implementation    of  decision	The management team can implement decisions by taking help from external organizations.
Monitoring    impact  of  the  decisions	Performance of the new organization requires being analyzed for assessing the     effectiveness of decisions.  The decisions can be modified on basis of the findings.

Listing internal and external sources of information

Table   3: Decision   making action    plan

Management of Classic Badges Company decided to manufacture badges for supplying in   local market. Management of the organization also decided to manufacture badges for the local schools, authority, youth organizations, dental surgeons and other health services. As Classic    Badges is a new organization in  market, the management  require  developing  suitable plans    so  that  the  organization  can acquire  significant share in market. The  decisions are required  for ensuring  both  long term and short  term  profitability of the  organization (Mancini, Vaassen and Dameri, 2013). 

 Strategies  for  improving personal networking skill:

Social interaction should be increased for improving personal networking skills. Regular following up the stakeholders will be effective to improve personal networking skills. However some strategies can be used in order to improve personal networking skills.

Taking preparation before any meeting- Preparation before any business meetings will enable me to communicate effectively with other members. I should also conduct research on the    issues discussed in business meetings.

Connecting others in social networking sites:

I should connect other members in social networking sites. It will enable me to increase    informal communication with others and it will also be effective to strengthen relationship with   other members.

The previous company where I used to work was a small fmcg company.

Legal status- the company inspite of being small used to follow 2 laws very efficiently. The ACTs are:

Environment protection act, 1986- this law was implemented mainly for the protection of the environment where the humans are surviving and the prevention of the hazards.

Consumer protection act, 1986- this law was implemented for the settlement of the disputes of the consumers.

Mission statement- the mission of the company was adding value in the lives of the consumers and also creating delightness through the delivery of consumable products which are of good quality.

General information- the company was started in the year 2009. Since inception it has always maintained its reputation. The competitors of the company are other local companies who are specialized in making pickles and ketchups.

Products/services- they specialize in food products that are of daily use in the households like pickles and ketchups.

As the company is not that advanced the use of technology is quite less. Most of the communication is done verbally. There are meeting taking place within the subordinates and the superiors’ holds weekly meetings to discuss over the work processes and the strategies that they are being using. Apart from the verbal communication they also use written communication that is writing of letters in hand. Because of small firm it mostly use of informal communication rather than formal communication. There exists one to one meeting with the manager and the other junior and the other staffs.

Recommendation for improvement

The advantages of using such types of communication are as follows:

• There is no use of technology so there is save of the money
   
• The understanding of the conversation becomes much easier as it is a face to face conversation instead of communication over any technology or other electronic media.
   
• Long conversation can be done as it is face to face and there is no repetition needed either.
   
• The gesture that is being used is understandable and they do not create any misinterpretation.
   
• It beneficial while handling fewer amounts of data.
   
• Less complexity in business processes.
   
• Less cost overhead.
   
• Less amount process dependency.
   
• White choler jobs are in demand.
   
• Less maintenance cost.
   
• Various level of management to handle different task, as there is no system that can integrate different task form different department.

3.2 The pitfalls in the existing communication processes:

• It is very quickly forgotten.
   
• There can be no legal evidence which can be provided.
   
• Each and every message which is being given becomes very difficult to remember after a later stage (Jamaluddin and Dickie, 2011).
   
• As they are maintain written files it can happen that they are getting misplaced in a very short time.
   
• They are unable to perform business with other states due to that lack of using technology as the business in most of the places uses advance technology.
   
• It was not possible to integrate all the business processes across the organization as a whole.
   
• On the other hand, it was not possible to monitor the entire business processes from the remote location.
   
• It was not possible to understand the market trend and to analyze the entire business requirement within less amount of time due to lack of the effective system and manual calculation.
   
• It was not possible to expand the business without its online presence and being not able to let the customers compare quality of the product with respect to other organization’s substitute product.

Within the organization the use of telephones and more of computer should be enabled. There should be improvement in the use of advance technology so that they are able to expand their business. The use of internet and emails should be made in daily use rather the written; this will help to store the information for longer period of time where there would be less chances of misplacement. With the growth of organizational data and with the expansion of market, the organization is achieving more customers along with the growth of the revenue and also with the retention of the potential customers. Incorporation of Big data can allow the advance use of storage application that may have the use of OLAP system that can analyze the current data as well as the historical data across the organization. There are numbers of analytics tools those have been invented so forth that can analyze the historical and present data across the organization can present the data as per the user query. Generally retailers and stock market representatives use this kind of tools. With help of Big data and analytics tools is can be possible to incorporate different strategies that can help to find the buying pattern of the customers ad helps to find the present market trend across the market. Numbers of organizations are there who are using several of IT solutions in order to provide desk based assistance to the employees across the organization. For instance, there are some organizations (DBA bank) those are using the iTE based ISTM solution that helps to address different organizational level issues and helps to get rid of those problems by prioritizing them and addressing them to the specific level of management. On the other hand the desk based solution gives the utmost opportunity to capture the entire event related to the issues within the organization. With the help of AI tools associated with this desk based solution, it became possible to have system generated solution or suggestion for a particular problem.

• Verbal communication in the business which will be conducted through telephones and video conferencing (INSEAD Knowledge, 2014).
   
• There should be upward as well as downward communication which would motivate the workers so that they get a feeling of belongingness in the company.
   
• For maintain co-ordination and team management in the groups the leader should communicate properly what are the objectives that is needed to be met.

• It is recommended for the higher level employees to conduct some sessions to give training on how to keep patience and to act in a proper way when a person is different with respect to the culture and skills.

• Higher level employees should arrange some performance management plan along with some reward giving ceremony to motive employees to be more productive.
   
• It is required to arrange some of meeting and conferences to listen and consider the requirement of employees in the work front and required plan or revised strategies for the benefit of the organization.

The management of Classic Badges requires information regarding behavior of consumers in market.  The management can conduct qualitative and quantitative study for data collection.

The management can use primary and secondary data collection techniques. Data required for   setting business can be collected from internet sources and business journals (Casali, 2011).   Use of business journals can enable the management to maintain accuracy of collected data.     Market research can also be conducted by an organization to collect data according to their   specific requirements. Data analysis tools can be used for processing the information. Management of an organization can create their own data base for storing data (Fassin and Buelens, 2011). The networking system of an organization can be used for disseminating the collected data (Guy, KaÃŒÂrnyÌ and Wolpert, 2013).

Creation of strategies to increase personal networking to widen involvement in the decision making process

Although management of Classic Badges mostly focuses on collection and storing of data using manual methods, the data collection approaches can be improved by utilizing advanced techniques. Currently the management conducts personal interviews with potential consumers    for collecting data on market condition. The management can conduct online surveys among the potential customers for data collection (Ahmadpour, 2011). Analysis on recent data collection methods indicates that the management   analyses data manually for making decisions.  However in future data mining techniques can be applied for collecting and analysis   data.  Advanced data base can be created for storing data efficiently (Begicevic, Divjak and Hunjak, 2011).   Employees  of  the  organization  can  be  facilitated  with  the   opportunities  of  accessing  the  database whenever required (Buell, 2015).  However the management may not allow all employees for accessing the whole database. It will enable the management to ensure that the confidentiality of data is maintained. Recent practices of decision making in Classic badges indicates that the management focuses on utilization of manual efforts for development of strategies. However the management can use applications of decision system for making more effective decisions.

The management of classic Badges can use database for improving access of  among  employees  use  of data base  is  not only effective  to make data  easily  accessible , but it  is also  useful  for  keeping the data secured (Adair, 2013). The management may implement selective access policies to maintain data security. However knowledge management system can also be implemented to improve access of information.

Implementation of selective access policies: The management of classic badges should ensure that the whole database is not accessed by the employees. Use of selective access policies will reduce chances of security loss of data.

Implementation of knowledge management system: Use of knowledge management system enables different departments of the organization to enhance collaboration among them. Use   of such systems reduces complexity for storage and retrieval of information. As it allows use of IT shared services, all departments can get information regarding activities of other business units.   It is evident that use of knowledge management system will be effective for reducing the time required for accessing information.

Conclusion:

 Discussion   made in   the    report indicates that   the     management    of Classic Badge    can     focus on utilization of modern technology for developing decisions.  However the efficiency of   management team will also influence the     effectiveness   of decisions.

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