BBS013-1 Foundations of business management Assignment Sample

BBS013-1 Foundations of business management Assignment

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INTRODUCTION

Communication is most important for an organization to meet business goals effectively. In a business organization, the major role of communication is considered as a process of exchanging information. For an organization, this is most important to have an effective communication system or process to meet the business goals within the time(Jasmin and Beulah Hemalatha, 2017). Due to the Covid-19 pandemic, most of the employees of the organization are working remotely to meet the business objectives of the company.The organization needs to establish an effective communication system or platform in the process to meet the communication-related needs efficiently.

There are different communication system and platforms can be used the organization to meet the requirements related to the communication process in the organization. As per the requirement of the organization, Microsoft Teams is selected asa communication platform by Luton Town Residences to meet communication requirement in the organization. Various reason for selecting Microsoft teams as communication platform will be explained in the study. Different business options Microsoft Teams also will be evaluated in the report. Different expected benefits of Microsoft Teams also will be analysed in the report. Time scales and costs related to the particular communication platform also will be discussed in the report.

Reasons

At the time of the covid-19 pandemic, various transportation bans were implemented by the government to prevent further outbreak of the disease in the local place. Because of this, employees of the organization are working remotely to fulfil their responsibility to meet the business goal of the company(Basnayaka and Haas, 2017). This is important for the organization to develop an efficient communication system in the organization to develop better coordination between different teams of the organization. Communication is the major factor to meet business objectives effectively.Employees of the organization are not comfortable with the current communication system that is used by the business organization. Different complaints have been filled by the employees that are related to the loopholes of the communication system that is used by the organization. For example, employees are not able to access the current communication system on their mobile phones and this is highly difficult for the facility maintenance team to make the reach to the computer or laptops to get the latest information that is received from different other departments of the organization.

Before the pandemic situation, many employees have sked the technical team to make effective changes in the communication system to keep all the emails atthe controlled level. Senior management-level employees were also facing issue in checking the status of the mails in the system. The customer service team is facing challenges in updating the different type of documents and information on the communication system(Appasani and Mohanta, 2018). It is a lengthy process for them to update different documents on the communication system to maintain an effective backup of all information.The finance team of the organization is also facing issues with late replies for the high priority mails.All these issues are causing a delay in the operations of the organization and it is also affecting the business operations of the organization. This is most important for the organization to implement an appropriate communication system in the organization to meet the objectives of employees that are related to communication within the organization.

Business Option

According to the challenges that are faced by the employees in the communication process, various business options are suggested by the information technology team to improve the communication within the organization(Adani and Cepanec, 2019).In this process, different communication and information sharing platforms are suggested by the IT team to improve the current communication system of the organization. The options that are suggested by the IT team in the organization are- Slack, Microsoft Teams, Discord, and Flowdock. All these platforms are considered by the IT team for implementation to improve the communication and information sharing process in an organization.

This is also important for the organization to meet all the requirements of the employees and fulfilling the budget requirements of the company(Amirabadi and Vakili, 2018). In the selection process, the management of the organization and IT team is selecting Microsoft Teams over another communication platform in the organization Because of limitations and barriers, other communication systems are rejected by the management of the company. Due to the high cost and limits in the size of information sharing, the Slack platform is refused by the management. Because of the privacy issues in Discord, it is also refused by the management and IT team of the company. Flowdock does not allow to perform video call, it needs an integration tool to enable video call, and it is also costly as compared to Microsoft Teams. Because of all these issues all other communication platforms has been avoided by the management and IT department of the organization. This is how Microsoft Teams is selected for communication purpose in LTR Company.

Expected Benefits

The management and IT department of the organization have selected Microsoft Teams to maintain effective communication and information sharing in an organization(Amanor, Edmonson, and Afghah, 2018). Different benefits have been expected by the organization from Microsoft Teams in the company. Major benefits that are expected by the management and employees of the organization are- The first expectation of organization and employees is related to the speed of communication. This is important to obtain a fast communication platform in the organization to deliver urgent messages and documents to employees or management to develop a quick response. Fast communication is the first expectation of employees and organization from Microsoft Teams. Other expectations that are most important for the LTR is related to group meetings and group chatting. Group discussion is important in the organization to deliver information to a larger audience at a time. Group discussion is also important for the organization to provide opportunities to the employees to actively participate in the decision making and discussion process.This is also the expectation of the organization to maintain privacy in the communication process(Turaga, 2019). It is also expected by the management of the organization that will increase collaboration and coordination between different departments of the organization. This communication platform also provides high flexibility to the employees to make them reach other employees who are working remotely. These are major expectations of management and employees of the organization related to the Microsoft Teams.

Expected Issues

Along with some benefits, some negative points also considered by management and employees of a company. Major issues that are expected people of the organization are- The structure of the file can confuse the user to understand the delivered information.The poor network connection can reduce the effectiveness of the communication process.Some challenges are alsoassociated with the permission settings of the Microsoft teams(Villa, Gonçalves, and Odong, 2017). Limited flexibility also can lead to manual replication and it can waste the time of the person. These are expected issues that are considered by the organization at the time of considering Microsoft Teams as a selected communication platform in an organization.

4 D's of Design

The designing process of a system can be categorised into 4 different categories. This breakdown of the system designing process can improve the effectiveness of the system development process. 4 D's of designing are defined as- Problem Definition, design Exploration, Design Optimization, and Design Communication(Genç, 2017). All these stages of communication can be utilised by the organization to develop an efficient system in the company. All these stages also can be considered by the LTR to meet the requirements of management and employees of the company.

System Development Lifecycle

System development lifecycle is considered a process that can be used by the organization to implement the different technical or non-technical system in the organization. The system development lifecycle is consists of different stages that can improve the implementation process of a communication system in an organization(Sari, 2018). Common stages that are considered in the system development lifecycle are- planning, requirement analysis, design, software development, testing, implementation, operation, and maintenance.

• Planning: At this stage the organization plan to develop o implement a system in the organization to meet business operations effectively.
• Requirement Analysis- In this stage, all requirements related to the particular system are analysed by the organization to perform custom development of the system.
• Design: As per the requirement of the organization, an effective system is developed in the organization.
• Software Development: According to the design or framework of the system, proper software is developed in an organization to meet the communication needs of employees and management.
• Testing: After the development of the system, continuous testing is performed to check the effectiveness of the system in the organization(Shylesh, 2017). This process is used by the organization to evaluate the capacity of the system.
• Implementation: As the system passes the testing stage it is ready for implementation in an organization(Ross, 2018). Effective infrastructure is developed by the organization to meet the needs of organizations and employees.
• Operation and Maintenance: This stage is considered as a post-implementation stage where continuous maintenance is performed by the technical team of the company to keep the system working for the long term.

Time Scale

For the organization, this is most important to develop an effective time scale to complete the implementation of the communication system or platform in the company.The proper time scale can help the organization and technical team of the company to implement a communication platform in the organization.

Task	Week 1	Week 2	Week 3	Week 4	Week 5	Week 6
Planning
Requirement Analysis
Design
Software Development
Testing
Implementation
Operation and Management

Weighed Score-Card tool

Increased Revenue 10	Strategic Value 10	Employee Value 20	Dev Effort 40	Operational Cost 50	Risk 20	Score150	Total
Finance Team	5	5	5	1	1	1	150	1
Facility Management Team	2	4	2	5	3	3	110	3
Customer service Team	3	1	3	4	2	2	95	4
Supported Housing Personal Coaches	3	2	4	2	3	3	75	6
General Administration Staff	1	2	4	2	4	4	80	5
Senior Management Team	3	2	2	4	3	3	130	2

According to the above scorecard, a new implemented communication system will be highly beneficial for the finance department, senior management team, and facility management team. All these departments have some benefits of Microsoft Teams. This communication system will provide more flexibility to various employees of the organization to perform their actions more efficiently and remote workers also can get access to the communication system while they are on fieldwork.

• Costs

This is important for the organization to analyse the cost of total implementation of the communication system in the organization. According to the per-user cost of Microsoft Teams, the overall cost of developing a communication platform in the organization will be accordingly. The total team members in the organization are 66. 15 supportive housing personal coaches have the subscription to Microsoft 365. So they do not need to buy Microsoft Teams. Total employees who need Microsoft teams are 51 in number. The cost of Microsoft Teams per user is 5. So Overall cost of implementing Microsoft Teams as a communication platform in the organization is 255 per month.

CONCLUSION

 This report is providing a brief overview of the challenges that are faced by the organization within the communication process. The reason for implementing a new communication system has been analysed in the report. Various business options that were available to the organization also has been compared in the study to select one efficient system for the organization. Various benefits and loopholes related to the Microsoft teams have been discussed in the study to understand its efficiency for LTR. A proper timeline and implementation process also has been analysed in the report to perform the better implementation of the communication platform in the organization.

REFLECTION

For the reflection practice, I am using Gibbs reflection cycle to explain experience effectively. The complete situation will be explained in the report to analyse their practices and reflect opportunities for learning in the process.

This was an opportunity for me to be part of the team which is working on implementing a new communication platform in the organization. In this process, we have to analyse all requirements of the employees and different departments to develop the best suitable communication platform in the organization practices(Saleem and Perveen, 2017). In this process, I have considered all the complaints and suggestions that are provided by the employees in the process to select one of the available communication as a communication platform for the organization. I have worked as a team leader in the process. It was my responsibility to guide the team to be efficient at planning or selecting a particular communication system for the organization to meet all its requirements. All the benefits and shortcomings related to the communication system also have been analysed in the team to select the most efficient system for the organization. Throughout the process, we have used different processes and methods to perform the implementation of the communication system effectively.

This was a challenging process for me to lead the team of experienced professionals in the implementation and planning of communication system in the organization. This was also exciting for me to deal with all the employees of an organization and listen to their issues and challenges that they face with the current communication system. This was most important for me to consider all their complaints and suggestions to develop or plan a communication system in an organization that can meet all their requirements.Initially, I found it quite challenging to communicate will all the people in the process to consider their point of view related to the communication system of the organization. This was a great opportunity for me to work with the entire organization to develop and plan an effective communication platform for the organization.

 In this process, I have experienced different situations in the development and planning of an effective communication system in the organization. Initially, this was challenging for me to understand the concern of all people in the process and accommodate all their requirements in the development of the communication system. With some people, it was quite easy to communicate and with some others, it was challenging to discuss the challenges regarding the communication system. Few times, I have to use different communication approached to analyse the perspective of the employees regarding the communication system that is used in the organization. Later in the planning of the system, we have to analyse and compare different communication platform in the process to select one of the communication platforms for the organization to meet all the communication and information sharing related requirements. We have also worked in a team to efficiently implement a communication system in the organization. This was a positive experience for me to implement a communication system in the organization to meet the requirements of all employees. In this process, I have also used the system development life cycle and other system designing tools in the process to provide a better solution to the organization to meet the communication needs.

All the situations and conditions that I have faced in the process of developing and implementing a communication platform in the organization was the best experience for me. I have learned various processes and methods that are important for my professional career. I have also worked on different systems and tools that were new to me. It is how, this was a challenging condition for me, but I have worked with my team to get out of the situation and provide a better solution to the organization.Tools like system development life cycle and Gantt were new to me but I have learned to utilise those tool to get a better result.

I have performed various operations in the team to develop and implement an effective communication system in the organization. Various tools and processes have been used in this process of developing a communication system in the organization. In this process, I have performed various processes to implement an efficient system in the organization. Specific stages of implementing the system in the organization have been implemented to develop a better and efficient system in the organization.

References

Books and Journals

Adani, S. and Cepanec, M., 2019. Sex differences in early communication development: Behavioral and neurobiological indicators of more vulnerable communication system development in boys. Croatian medical journal. 60(2). pp.141-149.

Amanor, D.N., Edmonson, W.W. and Afghah, F., 2018. Intersatellite communication system based on visible light. IEEE transactions on aerospace and electronic systems. 54(6). pp.2888-2899.

Amirabadi, M.A. and Vakili, V.T., 2018. A new optimization problem in FSO communication system. IEEE Communications Letters. 22(7). pp.1442-1445.

Appasani, B. and Mohanta, D.K., 2018. A review on synchrophasor communication system: communication technologies, standards and applications. Protection and control of modern power systems. 3(1). pp.1-17.

Basnayaka, D.A. and Haas, H., 2017. Design and analysis of a hybrid radio frequency and visible light communication system. IEEE Transactions on Communications. 65(10). pp.4334-4347.

Genç, R., 2017. The importance of communication in sustainability & sustainable strategies. Procedia Manufacturing. 8. pp.511-516.

Jasmin, M. and Beulah Hemalatha, S., 2017. Security for industrial communication system using encryption/decryption modules. International Journal of Pure and Applied Mathematics. 116(15). pp.563-568.

Ross, R.S., 2018. Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy.

Saleem, M. and Perveen, N., 2017. The Impact of Formal and Informal Communication in Organizations a Case Study of Government and Private Organizations in Gilgit-Baltistan. Journal of Business. 5(4),. pp.139-144.

Sari, N.Z.M., 2018. Pengaruh Strategi Bisnis, Metoda Pengembangan Sistem (System Development Life Cycle), Terhadap Kualitas Sistem Informasi Akuntansi (Survei Pada Pt Len Industri Persero-Bumn Industri Strategis di Indonesia). SOSIOHUMANITAS. 20(2). pp.39-53.

Shylesh, S., 2017. A study of software development life cycle process models. In National Conference on Reinventing Opportunities in Management, IT, and Social Sciences (pp. 534-541).

Turaga, R., 2019. Effective Communication in Organizations. IUP Journal of Soft Skills. 13(1).

Villa, S., Gonçalves, P. and Odong, T.V., 2017. Understanding the contribution of effective communication strategies to program performance in humanitarian organizations. Journal of Humanitarian Logistics and Supply Chain Management.