BUSINESS COMMUNICATION

Writer’s Name]
[Institute’s Name]
 Unit 4 1

AL NILE Centre
Assessment Activity Front Sheet
Criteria Achieved

P1 P2 P3 P4 P5 P6 M1 M2 D1 D2

(This front sheet must be completed by the STUDENT where appropriate and included with the work submitted for assessment)

Students Name: Reg.#

Assessors Name: IV's Name
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Date: on:
Qualification Pearson BTEC level 3 Extended Diploma in Business
Unit No.: 4 Unit Title: Business Communication
1.Understand different types of business
information
2.Be able to present business
information effectively
Learning Outcome (LO)
1, 2, 3 &4 Outcome Title: 3.Understand the issues and constraints
No. :
in relation to the use of business
information in organisation s
4.Know how to communicate business
information using appropriate methods.
Assignment No. : 1
Part
Assessment Title: Business Communication
1 Of 1
:
In this assessment you will have opportunities to provide evidence against the following criteria. Indicate the
page numbers where the evidence can be found
Criteria To achieve the criteria the evidence must show that the Tick if Page
Reference student is able to: met numbers
explain different types of business information, their sources and
P1 2
purposes [IE, CT]

present complex internal business information using three different

P2 3
methods appropriate to the user’s needs [IE,CT]

P3 produce corporate communications [SM] 4

evaluate the external corporate communications of an existing product

P4 6
or service [CT, RL]
 Unit 4 2

explain the legal and ethical issues in relation to the use of business
P5 7
information [IE, CT]

explain the operational issues in relation to the use of business

P6 7
information [IE, CT]
outline electronic and non-electronic methods for communicating
P7 business information, using examples for different types of audience. 7
[IE]

M1 analyse different types of business information and their sources 8

Analyse the legal, ethical and operational issues in relation to the use of
M2 8
business information, using appropriate examples.

evaluate the appropriateness of business information used to make

D1 9
strategic decisions
Evaluate the effectiveness of business information and its
D2 communication as key contributors to the success of an organisation, 9
using examples to illustrate your points.

Declaration
“I certify that this assignment is my own work, written in my own words. Any other persons work included
in my assignment is referenced / acknowledged”.
‫أشهد أن العمل المقدم لهذه المهمة هو من عملي وأن أي طرف قد يكون‬
‫شارك في هذا العمل هو إما علي علم أو ذكر كمصدر‬.
Student’s Name: Student’s Signature: Date:
/ /

Front Sheet
Internal Verification / Internal Review approval to use with students
IV's/ IR's Name: IV's/ IR's Signature Date:
/ /
Unit 4 3

Level 3 Unit 4
Introduction
The business information contains information on the financial side of the enterprise, except for
financial reports, such as the status of settlements with customers, debt, and loans (Küpers,
2016). In this assignment, a garments business has been selected in accordance with the provided
scenario and relevant business information will be provided to the stakeholders. The business
information provides the information on the amount of profit, cost of production, enterprise
development plans (tactical and strategic), plans and volumes of sales, including marketing
plans, data on the nature and volume of trade operations, price levels, availability of goods,
analysis of the competitiveness of products (Kinnunen and Siponen, 2018). The efficiency of
exports and imports, time to market, what is offered, plans for promotional activities, and lists of
trading and other customers, representatives, intermediaries, competitors, statements on the
relationship with them, their financial situation, operations and volumes performed, conditions of
existing and new contracts. Being a manager in ASGC company in Dubai, it is imperative for me
to understand ensure the appropriate use of business for the purpose of gaining competitive
benefits and improve overall organisational efficiency. ASGC is responsible to provide civil
contracts for residential and commercial buildings and other heavy projects. The main
subsidiaries of the business are associated with concrete block production, structural steel and
concrete products manufacturing and electro-mechanical contracting (ASGC, 2019). In this
paper, I have presented the use of business information for adaptation required to continuously
change the business environment for managing evolvement and ensure sustainability.
Furthermore, significance of updated and accurate information in decision-making processes is
also presented.
Task 1
1.1. “Importance of Information Based On the Type, Quality, Source and Purpose of the
Chosen Organisation”
The business information occupies significant space in the process of business and
communication. The modern business information is of different types with respect to the
market’s nature of the data is represented by different types of information (Peltier, 2016). Some
types of business information include written or verbal communication, web-based information,
multi-media information and on-screen information. Business firms in this competitive era must
Unit 4 4

consider all these types of business information. The purpose of these forms of business
information includes updating knowledge related to the business, developing strategic business
direction, promotion of communication, devising future development opportunities to ASGC and
ensure shared decision-making for competitive benefits.
The source of business information can vary from one business to the other. However, some
common sources of information include internal statistics, colleagues, researchers, market
research, finance department, financial statement, sales forecast, business research, internal
formal and informal communication tools, and meeting minutes. For example, the exchange and
financial information provide information on stock quotes, exchange rates, discount rates,
commodity and capital markets, investments, prices. Sources of such information are exchanges
and their special financial information services (Kinnunen and Siponen, 2018).
The main factors ensuring the commercial value of such information are its completeness,
accuracy and efficiency. Moreover, economic and statistical information will give numerical
economic, demographic, and social information (Liu et al., 2016). Thirdly, the commercial
information provides address and requisite data on industries, organisations, enterprises, firms
and their responsible employees, including data on areas of activity; an assortment of products
manufactured and consumed prices, etc. Furthermore, the information on commercial offers
comes from specialised companies, for example, in market research that does not imply an
integral part of the immediate sale. Today, an integral part of the services associated with the
provision of such information is the ability to immediately conclude a transaction based on the
results of data search or selection (Bryson, 2017). The quality of this related service determines
success in this sector of the information market.
1.2. Complex Internal Business Information
The complex internal business information is managed in three different ways related to business
users in my organisation. These are presented below;
On-screen Presentation: This information is presented on-screen and it is used for sharing
different sort of information. This information is either in the written form so that users can read
this information or it is presented as an audio-video clip with graphical illustration and voice
message (Kinnunen and Siponen, 2018). This internal information source is not effective for
conveying all types of information and the effectiveness of this information source is limited.
Unit 4 5

Documentation: Manual written documents are also used in this organisation for sharing
information. However, this method is exposed to data security issues and the efficiency of this
method of information sharing is low.
Web-based Information: Web technologies are also used in ASGC for delivering relevant
information to the user and for this purpose, Google Doc option is used. The limitation of this
information system is the monitoring of the flow of information as providing access to different
members can lead to security issues (Peltier, 2016). To overcome this, data protection processes
and policies are implemented.
Evaluation of these information-sharing processes revealed the strengths and limitations of each
procedure and no single method can be selected for complex business information. However,
currently, web-based information is widely used process as compared to other methods. The
three internal sources of providing information to the users include the marketing content,
financial statements, graphical illustration and multimedia presentation. The approach to
organising the provision of the business information on products in Western countries, in
principle, does not differ from that adopted in our country (Young and Ghoshal, 2016).
Each firm, as a rule, along with file cabinets of its suppliers, consumers and competitors and
dossiers for the most important of them, has a fund of specifications for manufactured and
consumed products, selections of industrial catalogues and promotional materials. The difference
lies primarily in the fact that the time and money spent on the acquisition of such funds is small
since the producers of the products themselves usually make sure that the information about it
reaches all interested consumers (Lasrado and Uzbeck, 2017). The use of databases of
demographic information directly by businesspersons, as well as analytical and advisory services
when conducting marketing research, is constantly expanding, especially in the case of consumer
goods because of their easy access and simple working methods.
Figure 1 presents the “role of business communication in the merchandising and sharing
complex business information”.
Unit 4 6

Figure 1: The “role of business communication in the merchandising”.

1.3. Communications Catalog for ASGC
Modern business is characterised by a high level of uncertainty and a high rate of change
occurring in almost all sectors. Table 1 presents the communication catalogue for the intended
stakeholders, which conveys our mission message.
The communication catalogue of ASGC identified that organisational priorities, mission and
objective to its stakeholders. Moreover, through identifying the components of the success of
brand, ASGC aims to enable its stakeholders to have strong engagement with the business and
align the strategic objectives in order to achieve competitive advantage. The first and most direct
objective is to inform, communicate what is happening and deliver content that contributes to the
commercial process of the interested parties. All this is done in a relevant and significant way
because the way in which this content is presented will determine whether the impact will be
positive or negative. A very important and indirect objective is to allow interested parties to
participate together in the organization's projects and the tasks assigned to them. That is, promote
participation in their roles, between teams and between employees and the organisation.
Unit 4 7

ASGC’s Priorities: ASGC’s mission:

The setting of innovation target in the area is For every key result, a long-term goal is
affiliated with new techniques related to needed which is considered to be significant by
business. the manager to gain success and create suitable
Moreover, the significant objectives in the organisational advantages.
production case are the achievement of the Successful marketing will result in the
highest labour productivity, improving the productive sale of the intended products as
quality of the product, reducing production well as develop and improve the overall image
costs compared with the main competitors. of the product and organisation.
Personnel Management. The goals in relation Finally, the management will play a key role in
to staff can be associated with job preservation, the identification of critical area that requires
ensuring adequate remuneration levels, managerial concerns.
improving the conditions and motivation of
work.
5 Components of Brand Success:

1. Caring for the comfort and mood of our customers

2. Individuality and exclusivity of models
3. Attention to every detail
4. The best traditions of sewing quality
5. Fidelity to the principle.
With love for children!

Table 1: Communications Catalogue for ASGC

Unit 4 8

1.4. Organisational Connectivity of a Product or Service

The evaluation of the product and prospects helps drawing up business plans. They reflect the
initial and current expenses, the forecast for income (Anaya, Dulaimi, and Abdallah, 2015).
Business planning allows determining how profitable the business will be, how soon the payback
will come. For example, consider the business plan of a garment factory using the example of the
opening of a workshop with 10 jobs. This is sewing production as a small business with a
turnover of about 1 million UAED per month. The cost of equipment in accordance with the
standards of equipment amounted to 1.047 million UAED (Table 2). The price of the finished
product consists of the cost of materials, current and fixed costs, trade margins. The latter
depends on the sales policy: in retail, it can also be 200%, in sales to wholesalers - a maximum
of 35%.
Name of expense items Amount (UAED)

LLC registration 4,000

The cost of obtaining permits 25,000

Repair of the premises with an area of 210 m² 315,000

Purchase of equipment 1,046,950

Rent for the period of repair (600 UAED / m² per

126,000
month)

Investment in an advertising company 25,000

Other expenses 20,000

Total: 1,561,950
Table 2: Initial investment
1.5. “Importance of Ethical and Legal Issues In Using the Business Information”
Exchanging business information can build as well as damage reputations corporate credibility,
public credibility and institutional images. Therefore, exchanging business information has a
close relationship with ethics and social responsibility. The business planning should cover the
interest of the wide range of stakeholders, in addition, it should also consider the fluctuation
from external environment. Business Information planning must be consistent with the social
Unit 4 9

environment, the needs, the reality of organizations and their audiences. From this perspective,
corporate business information must be guided by an ethical commitment building channels of
dialogue and the full exercise of social responsibility (Khan, Rodrigues, and Balasubramanian,
2016). The exchange of business information must be characterized by truth, respect for the
diversity of internal and external, by eliminating prejudice of any kind and by maintaining
favourable climate for sharing information, ideas and knowledge. The companies that best
reflect ethics are those that communicate and promote internal and external communication as an
extension of its principles and values. It is the companies that recognize the strategic function of
communication for establishing socially responsible business management.
Over the past few decades, the ethical issues arising from organisational information are under
critical consideration by the researchers (Khan, Rodrigues, & Balasubramanian, 2016). It is
primarily because of the accumulation of certain factors, for example, increased difficulty in the
delivery system, complex services, lack of innovations in the pre-existing technologies, and
recognizing the significance of resource allocation. It is difficult enough to solve the dilemmas in
which our personal rules of conduct come into conflict; real difficulties begin when the
organisation is forced to make decisions that affect the interests of others. An ethical approach to
marketing activities uses a market mechanism that provides the opportunity to convert the
personal interest of a market participant in the public good. Data Protection Act followed in the
in UAE including Dubai and this act is used to avoid legal issues related to information use. This
Act ensures the protection of information in a way that it is not misused by others (Young and
Ghoshal, 2016).
Most companies have different information about the people who work for them, and that is
when the Data Protection Act of 1998 protects information about abused people. The information
normally found on the database must be fair and legal, used only for the purposes established in
the collection process, relevant enough for the intended use and not excessive, accurate and
updated, and not exceed the time that must be retained, in accordance with their rights Act and
should be prevented from moving to areas outside the European Economic Area unless there is
sufficient protection for data in the area (Young and Ghoshal, 2016). IT security policy is used to
overcome different ethical and legal issues related to information technology aspects of the
business. In addition, the Computer misuse Act [1990] is implemented by many firms to avoid
different legal and ethical issues by legislating different activities related to computers (Jafari
Unit 4 10

and Singh, 2017). The Computer Abuse Act of 1990 is a law that prohibits certain activities
when using a computer, such as: invading another person's system, abusing software or helping
others access a protected file on another person's computer. It’s the same, we’re in the UK The
news from the station (BBC) saw how they became hackers on Facebook, and Facebook users
had no password protection because the error meant that many accounts could only be seen
doing click (Jafari and Singh, 2017).
1.6. “Operational Issues in Using the Business Information”
The ASGC's operational standards are determined in accordance with its actions, and not with
prudish declarations of intent proclaimed on its behalf (Jafari and Singh, 2017). One of the
operational issues in this context include information security and management of information
integrity. Reliance on technology for information storage can lead to different risks such as
malicious attack or system failure and IT policy must be implemented to overcome these
operational issues. Another operational issue is backup, which is stored on separate hardware
from the information.
Uncertainty in the training provided to employees and the trends of the market can impose
significant operational issues such as stifling of business or discomfort of employees. In addition,
business continuance plans are developed to overcome any negative case or issue to the business;
however, if not protected, this business information can be misused. Different health issues
arising due to business activities can also be termed as operational issues. Workers in the
clothing industry are at risk of developing occupational diseases of the musculoskeletal system.
Other diseases include contact and irritative dermatitis, symptoms of eye and nasopharynx
irritation, occupational asthma, cancers of the lungs, nasopharyngitis and bladder, as well as
hearing loss due to increased noise (Khan, Rodrigues, & Balasubramanian, 2016). The influence
of the electromagnetic field deserves much attention, generated by sewing machine engines. To
avoid these issues, occupation safety and Health standards must be implemented.
1.7. “Electronic and Non-Electronic Ways to Communicate Business Information”
Business communication and correspondence carried out in the process of the organisation has
various types. Any types of business activity in foreign economic activity involve intensive
business communication with partners, potential consumers and suppliers, numerous
organisations providing transport, the supply of raw materials, semi-finished products and
various types of products, commercial services, etc. A memo is an organisation’s internal
Unit 4 11

document designed to notify officials (or departments) of the facts, conclusions or suggestions of
the originator (Cooke, 2019). The briefing briefly highlights specific issues.
The facts cited are supplemented by a concise analysis of their content. Suggestions may be
made to solve the problem stated in the note. An explanatory note is compiled to describe the
situation or to interpret facts from the point of view of the author. As a rule, it has the nature of
the justification for violations or failure to fulfil one's official duties. The relevant stakeholders
will be approached through web-based services, social media, and electronic mails, which are
included in electronic ways (Küpers, 2016). However, the non-electronic ways will include
advertisement through newspapers and pamphlets.
Task 2
2.1. “Importance of Different Sets of Business Contacts in Making Strategic Decisions”
Any business communication involves solving a number of tactical and strategic tasks. The
specific expected result is the tactical task of business communication. However, even the
solution of this specific task may involve the solution of an important strategic task; the
establishment of subsequent long-term, mutually beneficial business contacts (Khan, 2018). The
establishment of long-term business contacts, the search for reliable and promising business
partners is an important task in any business activity. No less important in the course of business
contacts and communication is the struggle to strengthen the high reputation of both the
organisation and the specialist.
2.2. “Various Characteristics of Business Information”
The business information provides a list and amount of evidence that constitutes the commercial
secret of the enterprise, the terms of confidentiality, the procedure for protection and access to
confidential information, as well as the rules for its use are determined by the head of the
organisation (Kinnunen and Siponen, 2018). However, certain internal information must remain
confidential about the employees and the enterprise. The main purpose of protecting confidential
information is to prevent its distribution to competitors. In some cases, the protection of foreign
trade secrets is required, which can be entrusted to the enterprise by other persons, organisations.
The absence of such protection can leave ASGC’s without profitable partners, customers.
2.3. “Efficient Business Communication Methods in Making Strategic Decisions”
1. Efficient business communication is the struggle to strengthen the high reputation of both
the organisation and the specialist (Young and Ghoshal, 2016). Specific situations and the
Unit 4 12

specifics of business partners can significantly change the strategy and tactics of business
communication. A partner in business communication acts as a person signing for the
subject. The establishment of long-term business contacts, the search for reliable and
promising business partners is an important task in any business activity. An important
element of business communication in the preparation of business messages, either
verbally or in writing, setting out the positions of the parties or containing certain offers.
The fate of a specialist is significantly affected by his behaviour in such a form of
communication as an interview when hiring or establishing first contacts with partners.
In order to implement effective business communication that achieves successful strategic
business decisions, following aspects should be taken into consideration:
1. Planning and process: The corporate communication strategy requires the development of
communication processes and information flows so that over time they spread and
become effective in constant channels (Kinnunen and Siponen, 2018). This development,
however, requires planning: first, to outline, develop and deploy the process; and second,
to monitor and measure their results.
2. Time-based organization: Every strategy needs to be programmed through a calendar.
Such chronological organization must comprise both the calendar itself, i.e. when the
information will circulate, as well as the periodicity, i.e. how often the information will
be disclosed. The time-based organization allows companies to objectively evaluate the
results of their communication actions, making a comparative survey of periods and
returns and can identify points that need redirection.
3. Communication Ambassadors: The business communication strategy can still rely on the
so-called communication ambassadors. These “ambassadors” are able to indoctrinate,
lead and move people, enhancing the constant flow of information and communication
processes (Kinnunen and Siponen, 2018). More advanced stages of communication at the
strategic level use these influencers to reach the target audience more efficiently and
ensure that messages reach the recipient faster and without errors. Although not officially
appointed as representatives or communicators, these people are able to communicate and
disseminate whether or not they are formally linked to this function. Observe the leaders
of your venture and you will naturally find candidates for this role.
2.4. “Legal, Ethical and Operational Issues When Using Business Information”
Unit 4 13

In the past few years, there has been significant development of structures supporting ethical
analysis. However, business decisions require us to do the same for others, weighing all the
conflicting interests that affect them (Anaya, Dulaimi, and Abdallah, 2015). For example,
employers often have to balance the interests of shareholders and employees. In fact, such a
formulation of the question suffers from some simplification, because there may be different
views among shareholders, and the interests of former, present and future employees are hardly
identical. Safety of work is primarily ensured by the proper organisation and implementation of
the requirements stipulated by the instruction (Küpers, 2016).
The employees in an organisational setting are required to focus on following different ethical,
legal and operational code of conduct to avoid any type of breaches in the process of handling
business information. Following issues can occur during the handling and exchange of business
information:
 Rights on computers
 Right to computer access
 Right to computer expertise
 Right to information
 Right to privacy
 Right to Accuracy
 Property Rights
 Right to Accessibility

1. Privacy
Privacy means that people have the right to prevent unauthorized persons from opening personal
information(Anaya, Dulaimi, and Abdallah, 2015). An example of a privacy problem related to
the implementation of the information system is that the marketing manager wants to see emails
sent by subordinates because they want to have more contact with the affiliate email than the
email client. Even if the manager can do it with his own abilities, he still violates the privacy of
his subordinates.
2. Accuracy
The accuracy of information is a factor that information systems must comply with. Inaccurate
information can cause interference, harmful, destructive or even dangerous. Since the data in an
Unit 4 14

information system is critical for decision making, it is important to consider its accuracy.
3. Property
Protection of property rights that are currently being promoted is known as Intellectual Property
Rights. Intellectual Property is regulated through 3 mechanisms, namely copyright, patent, and
trade secret(Anaya, Dulaimi, and Abdallah, 2015).
a. Copyright: Copyright is guaranteed by legal forces, and copying of intellectual
property without the consent of its owner is prohibited. Public copyrights are granted to
manufacturers of books, articles, designs, illustrations, photographs, films, music,
software and even semiconductor products. These rights are available and granted to the
holder if the manufacturer is still alive for more than 70 years.
b. Patent: Patents are the most difficult form of intellectual property protection because
they will only be given to innovative and very useful inventions. Patent law provides
protection for 20 years.
c. Trade Secrets: Trade secrets protect intellectual property through licenses or
contracts. On a software license, someone who signs a contract agrees not to copy the
software for someone else or sell.
Conclusion
To ensure the safety of work in production when arranging equipment, production lines, breaks
and sizes are standardised, providing for the minimum distance between objects, which is
necessary for safe work. Particular attention is paid to the layout of the workplace. The rational
organisation of the workplace helps to achieve high labour productivity, reduce fatigue and
maintain human health.
Unit 4 15

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Unit 4 16

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