Deadlines
P1, M1 6th March
P2,P3 13th March
P4 20th March
P5, M2 27th March
P6, P7 3rd April
D1 7th April (Friday before Easter)
D2 24th April (after Easter)
P1 explain different types of business information, their sources and purposes
Produce a PowerPoint presentation that explains the nature of communication in business and the various types of information used by a business. You must also explain where this information can come from and how it should be used.
For each type of business information please include the following four elements.
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Explain theory
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Give an example of using this type of information (explain, don’t just state)
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What was the purpose of the information (explain, don’t just state)
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What was the source of the information (briefly explain, don’t just list) See below...
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Verbal
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Asking the staff if they would work an extra hour
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Written
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Contract of employment
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Onscreen
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JLP Xmas advert
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Multi-media
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JLP’s websites which include video, sound and interactivity.
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Web based
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Website
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Guidance on sources of information:
The source of information is very important. When you communicate on behalf of your business you must ensure the information being conveyed is correct, and that you have the appropriate authority to communicate.
For instance, can you imagine that an office worker telephones to offer someone a job. Subsequently the candidate finds out they were not offered a job and it should have been the Manager who would make the decision and communicate the offer. There would be an element of embarrassment, negligence on the part of the office worker and organisation. Ultimately, there is a chance that the unfortunate candidate sues your organisation for loss of earnings (as they went and resigned from their own job upon receiving the news.
When you explain the source of the information, include the following:
For instance, a verbal discussion with a member of staff would be an internal source, from the sales department. whereas, the information on the website might include legal information which is external, from the government.
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Internal sources include:
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financial, human resources, marketing, purchasing, sales, manufacturing, administration;
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External sources include:g
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government, trade groupings, commercially provided, databases, research;
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Finally, are you sure of the reliability of data sources. eg: When you advertise products on your website when the warehouse knows they have not yet been delivered from China, yet the Marketing department told you to "just get it on the website now!"
M1 analyse different types of business information and their sources
This is an extension to P1.
You will now ANALYSE each of the types of business information in the same presentation. Complete this on separate slides (after each information source) you will need the space to compose a considered analysis.
To do this you need to consider the IMPACT and the SOURCE of each method:
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The impact of the communication, and therefor the choice of method. Explain when the chosen method would NOT be appropriate.
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For instance, Verbal communication is acceptable to say that someone has been offered a job, but you would need to follow this up with a formal letter. You may consider that a formal letter is the ONLY acceptable way to communicate a job offer.
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Is the source appropriate? Is it trustworthy and reliable? What if the source were someone else? Would it have the same/less/more impact?
To achieve a Merit:
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Make your POINT
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Offer OPTIONS
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Explain the IMPACT
P2 present complex internal business information using three different methods appropriate to the user’s needs
This task requires you to present complex information using three different methods. For the purpose of the task we will use the fictional company of Williams and Toher.
Support: PowerPoint which introduces the business and an excel spreadsheet that provides the financial data.
You will complete:
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A report to the shareholders. This will be seen by many other people and should be viewed as a form of marketing (similar to a company report you have examined in other units).
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A letter to your bank, who has lent money to you.
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A presentation to the staff.
Also, complete a separate word document which Completes P2. Below is an example for you to use.
P3 produce corporate communications
Create an advertisement for John Lewis. It is to advertise one of their products and will appear in the Sunday Times Magazine.
You will need to ensure it is of sufficient quality to match the publication.
This needs to be of a high standard and will need time to create the graphics and artwork. Also, you will need to carefully consider the writing element.
P4 evaluate the external corporate communications of an existing product or service
You have to EVALUATE at least TWO pieces of corporate communications.
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The John Lewis advert
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A paper based communication (leaflet, posted etc) of your choice.
For each one you are EVALUATING. Whilst this is for a Pass only you should still consider the elements of JJSDR. This will force you to evaluate.
Consider:
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What is the intended purpose? How effectively does this communicate it?
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Who might the intended audience be? is it appropriate for that audience?
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Is it relevant to the business / product?
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is it an effective / successful piece of communication?
I will expect a Word report introducing each piece of communication with a screen shot or photograph embedded within the work.
P5 explain the legal and ethical issues in relation to the use of business information
You are to explain the legal and ethical issues in business information. This task may relate to ANY business you have studied.
You should consider the following in your report
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Legal issues:
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Relevant data protection legislation eg Data Protection Act 1998, Freedom of Information Act 2000, Computer Misuse Act 1990
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Ethical issues:
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Codes of practice, eg on use of email, internet, ‘whistle blowing’; organisational policies; information ownership
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P6 explain the operational issues in relation to the use of business information
Handling vast quantities of business information is a complex matter. The way it handle this information can have a fundamental effect on how a business operates. Your task is to explain what these issues are, and how an organisation, such as the school, address them.
Include:
1. How organisations ensure the information is secure.
2. Health and safety issues associated with information management
3. Complexity of information.
4. Development of new systems to manage information
5. The possible need for more information and staff training.
P7 outline electronic and non-electronic methods for communicating business information, using examples for different types of audience
Complete a table which includes a variety of electronic and non-electronic methods of business information communication.
Using actual examples, you need to identify:
1. Method
2. Purpose of communication
3. Audience
4. Electronic or non-electronic
5. Why electronic or non-electronic
M2 analyse the legal, ethical and operational issues in relation to the use of business information, using appropriate examples.
Below is a fictional case study. You need to analyse this and comment on the legal, ethical and operational issues raised by the situation.
Fictional Case study for M2 –
The Takeover!
Williams and Toher Ltd have been made aware of a company in Poland that is for sale. The company concerned makes products very similar to those made by Williams and Toher Ltd, but has in the past been able to produce goods cheaper, due to easy access to raw materials and cheaper labour costs.
As a communication advisor you have been asked to investigate what information Williams and Toher will need to help it decide whether or not to take over this business. You will advise on the legal, ethical and operational aspects of this proposal and what might be the advantages and disadvantages of the takeover.
Think about:
1. What problems might there be in getting hold of the information?
2. Who might be in favour of going ahead with the takeover and who might not?
3. Why might certain aspects of the information be sensitive and what will have to be done to keep it secure?
4. If the takeover were to go ahead what further information and planning will have to be considered.
5. What operational problems will have to be considered if the takeover were to go ahead?
6. Who would have to be informed?
7. How would they be informed?
8. What problems can you foresee and how might they be overcome?
Unit 4
Communication Policy - National Gallery
Walsall Healthcare Whistleblower Policy
Legal Issues
These are various items of legislation (law) to protect the use of business information.
Data Protection Act 1998
Many businesses store and use information about people. The Data Protection Act protects information held about people from being misused. The information stored by businesses on databases must be:
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Obtained fairly and lawfully
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Used only for the purposes stated during collection
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Adequate, relevant and not excessive in relation to the intended use
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Accurate and up to date
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Not kept for longer than necessary
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Processed in line with your rights
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Subject to procedures to prevent unlawful processing, accidental loss, destruction and damage to personal data
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Protected from transfer to an area outside the European Economic Area (EEA) unless adequate protection exists for that data
Freedom of Information Act 2000
This Act provides individuals or organisations with the right to request information held by a public authority. The public authority must tell the applicant whether it holds the information, which it must supply within 20 working days, in the requested format.
There are some exemptions to this Act. E.g. if the cost of a request for info exceeds the appropriate limit, the public authority may decide whether a greater public interest is being served by denying a request or supplying the info.
Computer Misuse Act 1990
This is a law in the UK that legislates against certain activities using computers, such as hacking into other people's systems, misusing software or helping a person to gain access to protected files on someone else's computer. It is split into 3 sections and makes illegal:
Unauthorised access to computer material
Unauthorised access to computer systems with intent to commit another offence
Unauthorised modification of computer material
Ethical Issues
Business ethics are moral principles concerning acceptable and unacceptable behaviour by businesses. Codes of practice exist in organisations to maintain business ethics on:
use of email
internet
whistle-blowing
organisational policies
information ownership
Use of email
Many organisations today have a code of practice on the correct use of email.
Internet
Many companies also have a code of practice on the use of the internet and what their employees can and cannot use the internet for. There are also codes of practice which govern selling on the internet, which many businesses adhere to.
Whistle-blowing
This is an employee who raises a concern about a business practice - either to management within the company or to an outside organisation (e.g. the press) The concern may relate to fraud, crime, danger or any other serious risk that could impact on customers, colleagues or any other stakeholder or the organisation's reputation.
Whistle-blowers may receive legal protection through the Public Interest Disclosure Act, but the offence being reported must constitute a deliberate attempt to break the law.
Organisational policies
Organisations may have many policies to ensure that their businesses practices with regard to information can be done more ethically. This could be anything from how they manage information to ensuring marketing and other business practices are fair and just.
Information ownership
If you create information in your day-to-day work, then you should be responsible for it, e.g. annual report. If you create it you are the information owner. If you own information, you have to protect the information's confidentiality and act with integrity when anything has to be altered with regard to the information.
P6 explain the operational issues in relation to the use of business information
Your Task:
Handling vast quantities of business information is a complex matter. The way it handle this information can have a fundamental effect on how a business operates. Your task is to explain what these issues are, and how an organisation, such as the school, address them. Include:
1. How organisations ensure the information is secure.
2. Health and safety issues associated with information management
3. Complexity of information.
4. Development of new systems to manage information
5. The possible need for more information and staff training.
heory:
Operational Issues
Learning Objective:
I will understand the operational issues that employees must take into consideration when dealing with business information (Pass)
Organisations have to store and manage countless pieces of information, with some being far more important than others. Lying at the heart of any information system are two fundamental issues of ensuring that:
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the organisation receives the information it requires
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the appropriate member of staff receives the information
To make sure that information is managed appropriately, a number of policies and procedures have to be put in place, concerning:
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security of information
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backups
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health and safety
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organisational policies
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business continuance plans
P7 outline electronic and non-electronic methods for communicating business information, using examples for different types of audience
Your Task:
Complete a table which includes a variety of electronic and non-electronic methods of business information communication.
Using actual examples, you need to identify:
1. Method
2. Purpose of communication
3. Audience
4. Electronic or non-electronic
5. Why electronic or non-electronic
M2 analyse the legal, ethical and operational issues in relation to the use of business information, using appropriate examples.
Your Task:
Below is a fictional case study. You need to analyse this and comment on the legal, ethical and operational issues raised by the situation.
Fictional Case study for M2 –
The Takeover!
Williams and Toher Ltd have been made aware of a company in Poland that is for sale. The company concerned makes products very similar to those made by Williams and Toher Ltd, but has in the past been able to produce goods cheaper, due to easy access to raw materials and cheaper labour costs.
As a communication advisor you have been asked to investigate what information Williams and Toher will need to help it decide whether or not to take over this business. You will advise on the legal, ethical and operational aspects of this proposal and what might be the advantages and disadvantages of the takeover.
Think about:
1. What problems might there be in getting hold of the information?
2. Who might be in favour of going ahead with the takeover and who might not?
3. Why might certain aspects of the information be sensitive and what will have to be done to keep it secure?
4. If the takeover were to go ahead what further information and planning will have to be considered.
5. What operational problems will have to be considered if the takeover were to go ahead?
6. Who would have to be informed?
7. How would they be informed?
8. What problems can you foresee and how might they be overcome?
D1 evaluate the appropriateness of business information used to make strategic decisions
D2 evaluate the effectiveness of business information and its communication as key contributors to the success of an organisation, using examples to illustrate your points
Your Tasks:
D1 evaluate the appropriateness of business information used to make strategic decisions
Choose two functions, such as finance and marketing, of an organisation you have examined and find out what sort of information each function requires and uses.
Find recent news stories (from up to the last 5 years) involving the business concerned and assess what strategic decisions have been made by the organisation and how the functional areas examined may have been involved.
Evaluate how appropriate their information may have been used to make the strategic decisions in the news stories.
Ie (from the specification) You could look at marketing decisions made in an organisation and evaluate whether the information used to make these decisions was appropriate. Similarly, financial performance of the company can lead to strategic decisions being made.
You should evaluate at least two sets of information which have been used to make strategic decisions.
D2 evaluate the effectiveness of business information and its communication as key contributors to the success of an organisation, using examples to illustrate your points
Research examples of what you consider to be effective business communication that has used information well.
These can be in the form of advertising or promotion, a press release or response to a news story, criticism or complaint.
In order to make a full evaluation it would be wise to compare your offering with some less effective examples.