Porters 5 Forces Essay Example for Free

Porters 5 Forces Essay Competitive strategy is a field of great interest to managers and is mainly based on a thorough understanding of the industrial, trade and service, competitors and environment. However, until the 80s, has offered few comprehensive analytical methods to obtain it. The competitive analysis and formulate corporate strategy, planning also helps to finance, marketing, value analysis and many other aspects of daily life of a business. One interesting for corporate strategy planning approach has been proposed by Michael E. Porter who states that there are five forces that influence the long-term profitability of a market or some segment of it. Therefore, the corporation must assess their objectives and resources against these five forces driving industry competitions, which are described below: 1) Threat of entry of new competitors or the market segment is unattractive depending on whether entry barriers are easy or not to cross by new entrants that may come with new resources and capabilities to seize market share. 2) Rivalry among competitors: for a corporation will be more difficult to compete in a market or a particular segment where competitors are well positioned, are very numerous and fixed costs are high, it will be constantly faced price wars, aggressive advertising, promotions and new product entry. 3) Bargaining power of suppliers: a market or market segment will not be attractive when providers are very well organized or trade union have strong resources and to impose its conditions of price and size of the order (with the aggravating circumstance if inputs that provide or have no substitutes are scarce and expensive). Nor if the provider decides strategically integrated forward and, for example, takes the distribution channels or where a product is distributed. 4) Bargaining power of buyers: a market or segment will not be attractive when customers are very well organized, the product has many substitutes, and it is not very differentiated or low cost to the client, allowing you they can make substitutions equally or lower cost. The growing demands of large buyers are focused on reducing prices, higher quality and best service; therefore, a corporation will be affected profit margins. The situation would worsen if buyers decide to integrate backwards and, for example, acquire d its suppliers or produce their own inputs.

Organisatonal Learning Research Project

Organisatonal Learning Research Project 1.1 Organisational Learning This section determines if records about product, services and project are being kept for future references in the present system and the expectations of a future system. Question 38: Provides Information for Project Debriefing and Follow-Up This question identifies if the present system provides information for project debriefing and follow-up in comparison to the future system. Availability of information for project debriefing and follow up shows that reference is made to past activities or occurrences to avoid making the same mistake. Thus it indicates if there is an organisational learning tendency. The present system does not seem to adequately provide information for project debriefing and follow-up with 54% that agree (41% agree and 14% strongly agree) and 35% that disagree (30% disagree and 5% strongly disagree) with the statement. In contrast, 97% consider (51% agree and 46% strongly agree) that the future system will provide information for project debriefing and follow-up. Figure 4‑45: Provides Information for Project Debriefing and Follow-Up Question 39: Promotes a Knowledge Sharing Environment in the Organisation This question indicates if there is a knowledge sharing environment in the present system in comparison to the aspiration of the future system. There is a clear distinction from knowledge share and information sharing. This shows that employees are not only willing to share information but also their knowledge for the benefit of customers and the organisation. This portrays if the organisation is open in its approach and culture. The figures show that 51% agree (41% agree and 14% strongly agree) that the present system promotes a knowledge sharing environment in the organisation. This is the lowest rating for the present system in this section showing a lack of knowledge sharing. On the other hand 90% believe (41% agree and 14% strongly agree) that the future system will promote a knowledge sharing environment in the organisation. Silo-based organisational myopia must be replaced with a customer-focus one so that departments will collaborate rather than compete with each other. A customer-centric model requires sharing the data throughout the enterprise; this usually requires a fundamental paradigm shift in the culture to sharing information and knowledge. Many of these changes efforts can be aided by effective communication throughout the entire project and targeting and reaching all levels of employees. (Injazz J. Chen and Karen Popovich, 2003)(Refer Literature Review, Pg. 29, Paragraph 3). Figure 4‑46: Promotes a Knowledge Sharing Environment in the Organisation Question 40: Provides Technical Details of Products Services This question asks respondent if the present system provides technical details on product and services in comparison to the future system. This shows that if an employee or a manager is not aware of a particular specification, is he/she willing to go on the system and find out about the technical information. The results show that 60% agree with the statement (41% agree and 19% strongly agree) that the present system provides technical details of products and services. In comparison, 95% agree (54% agree and 41% strongly agree) that the future system will provide technical details of products and services. It was noted that no respondents disagreed with the statement that the future system will provide technical details of products and services. Figure 4‑47: Provides Technical Details of Products Services Question 41: Learn from Past Resolved Issues This question compares the present system and the aspiration of the future system, in term of referring to past resolved issues to solve problems that the firm is currently encountering. Only 53% (28% agree and 25% strongly agree) of respondents agree that the present system helps them to learn from past resolved issues and 28% disagree with the statement (19% disagree and 8% strongly disagree). On the other hand, 92% agree (35% agree and 57% strongly agree) that the future system will help them learn from past resolved issues. Figure 4‑48: Learn from Past Resolved Issues Question 42: Learning New Methods is Essential for Success This question basically checks if the present system promotes learning new methods for success in comparison to the aspirations of the future system. This in turn identifies if respondents are willing to learn. The figure indicates that 61% agree (31% agree and 31% strongly agree) that with the present system, learning new methods is essential for success. Yet, 92% agree (30% agree and 62% strongly agree) that the future system will provide opportunities for learning new methods which is essential for success. From the literature review, Laudon Laudon (2004) highlight that organisational learning in support of change requires the acquisition of complex knowledge of new business rules and processes and the ‘unlearning’ of the previous ones. This question tests if learning new methods is essential for success indicating that respondents understand the importance of learning. ) (Refer Literature Review, Pg. 30, Paragraph 3). Figure 4‑49: Learning New Methods is Essential for Success It has to be highlighted, that 35% disagree that the present system provides information for project debriefing and follow-up and only 51% agree that the present system promotes a knowledge sharing environment. The highest rating for the present system is 61% that agree that learning new methods is essential for success. It has to be noted that all the ratings for the future system in this section is above 80% with the lowest rating 89% for promoting a knowledge sharing environment in the organisation. This evidently shows that employees understand the significance of a knowledge sharing environment. Embracing a CRM business strategy requires more than the development of a mission statement, it requires employees to acknowledge it, believe it, and understand how the strategy will change the way they do their jobs. Within Royal Bank, the training of employees to deliver a true customer-focused business strategy is acknowledged to be the most critical aspect of the CRM implementation (Kathleen Khirallah, 2001). Busyshop.com regards employee learning as an investment, essential to sustainably address customer problems and satisfy customer demands. (Hsin Hsin Chang, 2007). MOCOTO Bank believes that, given the competitive nature of the finance industry, and its high degree of IT dependence and innovation, continuous employee learning is an essential investment. Question 43: We believe that the Implementation of CRM is This question determines if the respondent understand the importance of a CRM in their daily task. From the survey 94% consider (26% important and 68%% very important) that the implementation of CRM is important, with only 6% neutral. No respondents disagree with the statement. The Literature review also highlights that, CRM does much more than just track customer interactions. It also helps organisations optimize their operations by automating routine tasks and standardizing best practices. Ultimately, CRM allows organisations to better acquire, manage, serve, and extract value from their customers while improving operational efficiency something that is critical in today’s economy (Microsoft Dynamics, White Paper, 2009) (Literature Review, Pg. 9 Paragraph 3). Figure 4‑50: We believe that the Implementation of CRM is CRM does much more than just track customer interactions. It also helps organisations optimize their operations by automating routine tasks and standardizing best practices. Ultimately, CRM allows organisations to better acquire, manage, serve, and extract value from their customers while improving operational efficiency something that is critical in today’s economy (Microsoft Dynamics, White Paper, 2009) (Literature Review, Pg. 9 Paragraph 3). Open ended questions are used to obtain more insight into the problems of organisations and the recommendations that respondents would like to propose. Question 44: What are the main difficulties in carrying out your responsibility in your department? Table 4‑1: What are the main difficulties in carrying out your responsibility in your department? It is noted that the problems are three folds, either strategic, system related or employee related. Strategic issues that were pertinent were: lack of information, information needed for decision making, proper management of information, issues with planning, cooperation, coordination and the process itself. Other concerns were that the system was slow, need for training regarding communication channels, lack of communication channels, planning issues. The present system is not user friendly with no proper graphical user interface and limited functionality. It does not track customer complaints effectively moreover respondents have difficulty in following up issues in a timely manner (time and resource management). The system is also complicated with too many passwords to remember. On the human aspect, some consider that there is too much work load, follow-up of employees is tedious, the need for implementation of a systematic and coherent culture throughout a large organisation. It has noted that respondents have difficulties in managing customer attitude and perception. There tends to be limited resources and human approach – indicating organisational culture issues. Issues with managing people, low team spirit, lack of training. The difficulties enumerated demonstrates that strategic, system and employee related issues impact on the efficiency of the organisation and should be considered when implementing the CRM system. Question 45: Any Recommendation you wish to propose Table 4‑2: Any Recommendation you wish to propose Likewise the recommendation also tends to be in three folds: strategic, system and employee related. There is a need for a tool that can bring efficiency in back office while ensuring visibility on overall operations. In addition there is a necessity for inter department meetings and regular meetings – basically a more reinforced communication and collaboration between departments. Equally important is proper planning, training and support to achieve business objectives. Respondents expect the new system to provide flexibility while doing several tasks at the same time. It is evident that an upgraded system is required which will necessitate training. It requested that the system is designed as per respondents’ requirements. Essentially the system should enable respondents to manage several tasks at the same time. The new system is also expected to enhance quality output for any task assigned, linking time sheets, complaints, warranty, maintenance scheduling, blacklisted clients in other departments, claim back up among others. In addition the CRM should be updated daily – which should be a prerequisite. There is a need for a proper and organised procedure to manage and distribute information and follow-up issues in a timely manner. Employee related issues entail the need for regular follow-up and employee initiative, concerns about the hierarchy, and the need for training As seen above the recommendations are three folds where the system is a major limitation, hampering strategic progress and creating frustration due to an out-dated system which is no longer aligned to the actual requirements of the organisation. In turn the present system does not facilitate strategic analysis and is concerned mainly to facilitate operations.

For Whom The Bell Tolls :: essays research papers

The Disillusionment of Hemingway with War Hemingway uses certain repetitive themes and ideas in his book, For Whom the Bell Tolls, which relate to the grander dogma that he is trying to teach. By using these reoccurring ideas, he is able to make clear his views on certain issues and make the reader understand his thoughts. The most notable of this reoccurring theme is that of war. Hemingway uses the war concept as paradoxical irony in this book, to tell the reader what the thinks about war. It is even more interesting to note that rather than this theme being derived from this war theme, the book is derived from this main theme.   Ã‚  Ã‚  Ã‚  Ã‚  Hemingway emphasized the fallacy of war by discussing how there are no real winners in war, that war is equal. What goes around comes around. That whereas one man may kill another, another man will come to kill the first man and so on, in a never-ending cycle of stupidity and futility. The setting of this book can be analyzed here; the Spanish Civil War in the 1920-30 time period is the setting for the book, on the battlefields in the Spanish countryside. The whole fascist/communist aspect is brought up since both sides are against one another. Here again, Hemingway doesn’t idealize either side, not referring to their political beliefs but to the fact that each side is very much the same. Both sides consist of sad, depressed fools who have been shipped off to war, content to live in peace and harmony with each other. It is here that Hemingway’s first satirical punch at war comes in, when he makes it clear that both sides are human, with no clear line separating the saints from the sinners.   Ã‚  Ã‚  Ã‚  Ã‚  Another thing that is connected to the war concept is that both sides are hopelessly disillusioned. A victory for any army is not truly a victory if it involves the loss of human life, and Hemingway seems to imply this as he pokes fun at the ongoings of the war. Atrocities are committed by otherwise compassionate, peaceful people since they are forced to do so by their respective sides. The author also satirizes the â€Å"illusion† that people have of war being glorious, heroic, etc., saying that even a victory is a defeat since so many lie dead in an effort to get that victory. He says that war is not all that, that war is in fact legalized murder, that has no place in human life.

The Problem of Teenage Suicide :: Teenage Suicide Essays

The Problem of Teenage Suicide Most everyone at some time in his or her life will experience periods of anxiety, sadness, and despair. These are normal reactions to the pain of loss, rejection, or disappointment. Those with serious mental illnesses, however, often experience much more extreme reactions, reactions that can leave them mired in hopelessness. And when all hope is lost, some feel that suicide is the only solution. According to the National Institute of Mental Health, scientific evidence has shown that almost all people who take their own lives have a diagnosable mental or substance abuse disorder, and the majority have more than one disorder. In other words, the feelings that often lead to suicide are highly treatable. That’s why it is imperative that we better understand the symptoms of the disorders and the behaviors that often accompany thoughts of suicide. With more knowledge, we can often prevent the devastation of losing a loved one. Now the eighth-leading cause of death overall in the U.S. and the third-leading cause of death for young people between the ages of 15 and 24 years, suicide has become the subject of much recent focus. U.S. Surgeon General David Satcher, for instance, recently announced his Call to Action to Prevent Suicide, 1999, an initiative intended to increase public awareness, promote intervention strategies, and enhance research. The media, too, has been paying very close attention to the subject of suicide, writing articles and books and running news stories. Suicide among our nation’s youth, a population very vulnerable to self-destructive emotions, has perhaps received the most discussion of late. Maybe this is because teenage suicide seems the most tragic—lives lost before they’ve even started. Yet, while all of this recent focus is good, it’s only the beginning. We cannot continue to lose so many lives unnecessarily. Some Basic Facts In 1996, more teenagers and young adults died of suicide than from cancer, heart disease, AIDS, birth defects, stroke, pneumonia and influenza, and chronic lung disease combined. In 1996, suicide was the second-leading cause of death among college students, the third-leading cause of death among those aged 15 to 24 years, and the fourth- leading cause of death among those aged 10 to 14 years. From 1980 to 1996, the rate of suicide among African-American males aged 15 to 19 years increased by 105 percent. It is a hopeful sign that while the incidence of suicide among adolescents and young adults nearly tripled from 1965 to 1987, teen suicide rates in the past ten years have actually been declining, possibly due to increased recognition and treatment.

New Products :: essays research papers

Chapter 1 Intuition has no place in the scientific process of new product- False Major obstacle of innovation is fear of change and certainty it brings- True Strategy and the identification is the first stage- True Basic task of a business is consumer satisfaction / profit Newness of a product is determined by consumer Product includes: All of the above Short Answer: 1)  Ã‚  Ã‚  Ã‚  Ã‚  What is a new product and who decides if a product is new? a.Good or service that is perceived b the target market as different and better than others- the consumer decides if the product is new. When the product has sold enough, made enough profit, established a strong toehold in a new market, and effectively thwarted a particular competitor. Chapter 2 New product development process ends at the evaluation process- True Best ideation comes from identifying problems for business and consumers - True Comprehensive business analysis emphasizes profitability- True Benchmarking as guidelines – True Every new product starts out as a concept The development phase is concerned with all of the above Important consideration with product development must be the consumer 1)  Ã‚  Ã‚  Ã‚  Ã‚  Why must the marketing department’s new product efforts be supported by the firm’s corporate strategy? a.  Ã‚  Ã‚  Ã‚  Ã‚  Make sure the product fits the company’s mission- make sure they are going in the same direction Chapter 3 Platform concept cannot be used successfully with services or brands- False PIC - allows delegation, permits financing, and calls for personal assignments- True Core compacies serve as a logical starting point- True Technology is the single most important factor in new product development- False Goals are long term targets, objectives are short term – True The PIC should flow from and be consistent with mission statement McDonalds uses golden arches in order to add tangibility PIC utilizes all the following except employment policies Which of the following categories would a firm want to dominant its portfolio- pearls 1)  Ã‚  Ã‚  Ã‚  Ã‚  What’s the purpose and value of product platform planning? Chapter 4 Common thread in providing a unique safe environment where criticism is not allowed- T New product only comes into being when it’s successful- True Technology is always a starting point for new product- False An inventor tends to be all of the above New product is born when successful in the market place Marketing perspective, new product development efforts should be begin- benefit Useful development in user orientated ideation involves identifying lead users 1)  Ã‚  Ã‚  Ã‚  Ã‚  Who are lead users and why are they important? a.  Ã‚  Ã‚  Ã‚  Ã‚  Out in front, trendsetters- at the leading edge of the trend, have the best understanding of the problems faced, and expect to gain significantly from solutions to those problems.

Proton Holdings Berhad Company Vision & Mission Critique Essay

The Critiques on Vision & Mission of Perusahaan Automobil Nasional (PROTON) Vision can be define as an inspire statement that consists of goal and objective that an organization would like to achieve or accomplish in the mid-term or long term future. It is intended to serves as a clear guide for choosing current and future course of action. It also becomes the driver statement that will lead the organization to achieve its objective and goals. Mission is a statement or a written declaration that consist of organization core purposes. Normally a mission statement remains unchanged over time. Mission statement serve as filters to separate what is important from what is not, a statement that clearly state which markets will be served and how for business organization and a statement that communicate a sense of future direction to the whole organization. Vision and Mission statement for an organization must be clear and understandable by all staff  in the organization. Mission statement is slightly different from Vision statement, although both statements carry same objective which lead and drive the company by act as a railway path in order for a company keep track on all course of action to achieve the organization objective and target. A mission is something to be accomplished whereas a vision is something to be pursued for that accomplishment. As mentioned earlier, it is important for a company to have its own Vision and Mission statement and it is import for both statements are logically achievable and understandable. A vision helps to lead the company to its main objective. A mission defines the organization purposes. Vision of PROTON is to be â€Å"A Leading Globally Mobility Solutions Provider†. Mission statement of PROTON is to â€Å"continuously create innovative processes, products & services that win people’s hearts & minds†. In my opinion, I do agree with the both Vision and Mission statements due to some reason and factors that will be briefly explain and critique on the next paragraph. The reason I agree with the Vision statement because of several factors that physically may be observe and analyze on the result that related to the statement. The word of â€Å"A Leading† describes the position of PROTON in the automotive industries in Malaysia. For past a few years back, PROTON did achieve on that level as a No 1 ranking car manufacturer and volume of sales in Malaysia Automotive industries. The ranking drop and become No 2 since year of Myvi launched by Perodua. The only reason PROTON drop in ranking due to several factors that makes the Brand name losing its customers confidence. Since PROTON share being bought by DRB-Hicom, this Vision statement has been impose and to lead the company to get back on the No 1 ranking not only in Malaysia Automotive Industries but ranking No 1 globally in term of mobility solution provider which will further explain on next paragraph. The word â€Å"Global† being used and presence since PROTON start to export car to United Kingdom and acquired LOTUS. For the financial year of 14/15, PROTON had exported almost 600 Units of various model of car (Proton Models) to almost 45% big automotive market around the globe. The emergence of Research & Development (RND) Division in Proton is also one of the main factors that the Vision statement has been setup as the Global Mobility Solutions Provider. With the ability to perform research and development on car engine, safety features and other related technology for developing a new car that meet the demand and current  requirement of global environmental act, PROTON set a target to be the leading Global Mobility solution provider which resulted to ensure PROTON excel in future. In order to perform this, a knowledge transfer and adoption of new technology being done by PROTON and it resulted from joint venture projects, exchange technology and others with various othe r automotive manufacturers around the world. The word of ‘Mobility† in the vision statement is referring to 6 main pillars of PROTON Business Structure. There are motor vehicles, technology provider, engineering services, manufacturing services, human capital development and supporting business. Motor vehicles manufacture refers to the development of passenger vehicles (Exora), Performance-niche (Preve, Suprima & Iriz), alternative propulsion (Saga EV, Exora EV, Preve EEV & Iriz EV-Prototype and has high intension to be develop and produce in future), commercial vehicles (All Model) and others (Prototype Engine). All this activity has shown a various results and this justify a positive feedback on the vision statement setup by PROTON. It also inline with the objective to be a leading global mobility solution provider where all the 6 pillars had to be works together, by having a good human capital development through a professional training and supporting business through increase number of sales volume and high thro ughput of Service revenue. Besides that, PROTON has various strategy implemented to ensure all this 6 pillar working together, by having a contract assembly, component manufacturing (Proton Parts Centre), Sales & Service, Financing, Insurance and other for PROTON to build and develop a good platform to achieve the level in leading global mobility solution provider. Besides that PROTON has the capacity to serve the concept of mobility solution provider because, under PROTON there is more than 1 brand that joint with PROTON such as LOTUS, MIYAZU, POTENZA and others. PROTON also has experienced adoption of different management, business operation for sales and service brand such as Mitsubishi and Honda. With all this, it shows that the Vision is achievable and logically states the ability of PROTON to be at that particular level in future. On the mission statement, it is verified that PROTON mission give and defines the organization as a whole. The word â€Å"Continuously Create† refers to the PROTON activity that continuous and constantly put an effort to deliver better solutions to target recipients which is the customers. A rapid development of new product technology and to rapidly close all issues  related to products failure become one of the major priority by PROTON. It is true that there is quite a lot of complaint on products but most of case solve within the time period set by the company. PROTON continuously develops an efficient and effective process in line with the needs and preference of the customer. For example, the appointment booking for service job done through phone call, reminder of service done by Customer Retention Executive, delivery of cars at the customer doors, and others. The words of â€Å"Innovative† give the definition of new or improved solutions that is beneficial to users or customer and environment. Customer always becomes the first priority to PROTON. In inventing a new te chnology and process, environmental issues and local act remain to be one of the factors to be looks into before any changes made. As at 2015, there is a zero cases Proton involvement in Environmental Issues in Malaysia. All environmental rules and regulation fully complied by PROTON. All PROTON Service equipment being certified with Jabatan Kesihatan dan Keselamatan Pekerja (JKKP) and follow the standard set by the government and local authority. â€Å"Process, Products and Services† refer to the Outcomes from the efforts and initiatives by PROTON. This can be seen by PROTON had impose rapidly training for all staff on the process operation, products knowledge and Service quality in order to ensure a good service provide to the customer. This also to ensure all service provided in line with the statement of â€Å"Win People’s Hearts & Minds† which desirable benefits by all stakeholders, especially to the customers and business partners. The main focus is to produce a quality services to all customers and to retain customer confidence on the service provided. This shows the commitment of PROTON to serve customer, stakeholders, employees and business partners by offering preferred and desired products and excellent services, delivering sustainable profit together with financial growth and sharing successes within the business process. As a conclusion, the Vision and Mission statement done by PROTON is clearly defines its objective and its target. It’s reflecting the management aspirations for PROTON perform in high performance with support of its capabilities and creates the competitive conditions. The mission statement clearly identifies PROTON products service, specifies the customer needs and strategy to fulfil it’s and shows PROTON identities. Furthermore, the Vision statement shows clearly the company future strategic core and direction  where PROTON should be in the future.

Unit 204 Nvq Business and Admin

Unit 204 – Communicate in a business environment-Nvq level 2 in Business and Administration Why do you need to know the purpose of any communication you are sending and its Intended audience (1. 1, 1. 2) In what way does this affect the language you might use when producing written communication or information? (2. 3) The purpose of communication is for human us to be able to understand each other for different reasons. So if we develop our communicative skills we can use this skill as a tool to help me learn or explain something to someone or both.We also communicate to help one another, listen to each others' problems, and solve difficulties we face in life, find solutions to obstacles that may come into our lives. If we know the audience, we can more effectively communicate with and persuade that audience. My motivation is to get satisfaction from expressing my ideas and getting recognition from the audience. Colloquial, casual, and formal writing are three common styles th at carry their own particular sets of expectations. Style also depends on the purpose of the document and its audience. Colloquial language is an informal, conversational style of writing.Casual language involves everyday words and expressions in a familiar group context such as conversations with family or close friends. Formal language is communication that focuses on professional expression with attention to roles, protocol, and appearance. It is characterized by its vocabulary and syntax or the grammatical arrangement of words in a sentence. Describe different methods of communication and when you would use them? (1. 3,1. 4) Different methods of communication that I would use in a business environment are:  ® Written communication by exchange of letters, emails or faxes.I would use every day to communicate with customer, colleagues at work and with my supervisors  ® Verbal communication when I use the phone or I talk with someone face to face. I would use this when talking w ith customers by phone and when I talk with my work colleagues and managers face to face or by phone. Communication can be informal, like face to face communication that occurs in general in a daily situation, or formal and It follows proper order, and procedures, and can be recorded to store the outcomes. What are some of the key information sources you may need to refer to when preparing written communication and information? 2,1) The Key information sources I may need to refer to when preparing written communication and information and that can guard me against inaccuracies can be guidelines, policies, procedures, records, meeting notes, specifications, handbooks, directories, service plans, organisation charts and the organisation intranet and I could speak with colleagues or managers. If I am responding to a customer or to a manager I would read them through carefully to check I have addressed all the relevant points. When using email what are some of the key principles you sho uld follow? (2. ) The key principles I should follow when using email are:  ® Start the email with a proper greeting as Mr, Mrs. If is acceptable within the organisation we could ‘Hi’ or ‘Hello’.  ® We must explain the purpose of the message in a concise manner in the subject line.  ® Get to the point of the message as soon as possible.  ® Don’t write in capital letters.  ® Be careful of sending out email to a large number of people because some people don’t want their email address to be known by estrangers.  ® Don’t open an attachment or click in a link in an email from someone I don know as it could end up infecting the computer with a virus. It is not acceptable to use emoticons and abbreviations (like the ones used in mobile text messages). I could look very unprofessional.  ® Never use email to discuss confidential information and follow the Data Protection legislation.  ® Don’t use work email account to sen d personal emails. What should you do to ensure that your written communications are organised, structured and well presented to meet the needs of the intended audience? (2. 4) To ensure that my written communications are organised, structured and well presented to meet the need of the intended audience we should start by identifying who will read the message.We need to think about what they need to know and the vocabulary we need to use. We must think about the tone of the message as well. We should create an outline that will help to identify which steps to take in which order and use simple language. The structure of the document should be â€Å"reader friendly†. What are the main ways you can check the accuracy of any written communication you produce? (2. 5) Any written content or communication has to be free of spelling and grammatical errors. It also has to be in the right and professional format. We need to check the points written down: Whatever we write has to be ac curate, otherwise it will have disastrous effects and can even ruin the reputation of the organisation, and the organisation can itself get into trouble.  ® We need to do a spell check and grammar check. Spell-check is an option available to easily correct typo errors. Sometimes it will not be 100% accurate, because if you had typed a word instead of another, then spell check will not be able to trace it. So it is always best to even read through the document twice before finalising.  ® We could use a template.Every organisation has a different style for documents they produce. As an organisation, documents have to be produce in a standard and professional format.  ® We could have our document read by another reader. Sometimes when we read or own work error can be hard to detect What is meant by plain English and why is it used? (2. 7) Plain English sometimes referred to more broadly as plain language is a generic term for communication styles that emphasise clarity and the av oidance of technical language – particularly in relation to official government communication, including laws.The intention is to write in a manner that is easily understood by everyone and is appropriate to their reading skills and knowledge, clear and direct, free of cliche and unnecessary jargon. Plain English is simple, straightforward, easily understood English, in other words the opposite of the English used by lawyers which uses long words, out-of-date words, technical words and Latin words. Why is it important to ensure that spelling, grammar and punctuation are accurate? (2. 6) The main purpose in the correct use of grammar, punctuation and spelling is ensuring the receiver of the information reads it accurately.Addition to this when given a task to do, your employer expects you to do it perfectly. When a document has inaccuracies, readers tend to distrust everything, including the statistics, opinions, and facts. This would be relayed back to my employer who would t hemselves lose confidence in our ability. For progression in my company I need to ensure I carry out all tasks to a certain standard. Why is it necessary to proof read and check written work? (2. 8) Any work that is written has to be proofread and checked because the content that we write is important.The way a paper or any information looks affects the way others judge it. We all put in so much effort to develop a document and put in all the ideas and skills we have to create a document. So it has to be error free, else it will create a bad impression to the reader, which affects the name of the organisation. So it is always best to create the correct document and make a good impression. As they say, â€Å"The first impression is the best impression†. I should proofread virtually any written piece, from emails to minutes.Just proofreading will have a great effect on the quality of my material, and I am sure that way, I will earn more compliments from people. How do you disti nguish between work which is important and that which is urgent? (2. 9) Important communications those that can provide significant value to the organisation This could be reports to managers, partners, emails and letters to staff about developments or changes within the organisation. Urgent communications are those which have deadlines. Urgent task are not necessarily complicated but are usually linked to the organisation targets for response times.What are the procedures you need to follow for saving and filing written communications in your organisation? (2. 10) The procedures I need to follow for saving filling written communications in my organisation are when I file records, I organise files or records with similar information together. Important documents that need accessing by other departments or member of staff are saved in the shared drive. Any confidential information are kept in personal folders or encrypted with a password. Records may be kept as paper files, or electr onically in shared drives, databases, or document management systems.When speaking with people face to face and over the telephone, what can you do to ensure you are presenting information and ideas clearly and are contributing effectively to discussions? (3. 1, 3. 2) To ensure I am presenting information and ideas clearly when speaking with people face to face or over the phone I should think about what I am going to say before start talking so when I present information and ideas they will be much more concise. Knowing the subject matter by reading about it, doing some research or asking colleagues or managers will help as well.It is a good idea to write it down so we can organise our thoughts and then express them clearly. We can ask questions to get some feed back and make the other person participate in the conversation. How do you show people you are actively listening to them? (3. 3) To show people that I am actively listening face to face or over the phone I need to use appr opriate phrases like I see, I understand, mmmm and ask questions to check my understanding. In face to face communication I can see as well facial expressions of the person I am talking to and they can see mine.Not being sincere or not showing interest in the other person when talking to them can be notice from our facial expressions and our gestures We should make eye contact with the person we are talking to and show that we are actively listening by nodding our head or saying ‘yes’ or ‘I see’. When talking to people face to face or over the telephone, what are the key reasons you would summarise your conversations with them? (3. 4) When talking to people face to face or over the phone they reasons I should summarise my conversation with them is to reflect back what I have heard and because is not helpful to make assumptions.It always better to check if we are not sure of something and ask the other person to give us further information. Summarising can i mprove the quality and accuracy of our conversation. What are the main ways you can get feedback on whether communications with others have been effective and how can that feedback be used to develop your communication skills? (4. 1,4. 2) The main ways I can get feedback on whether communications with others have been effective are asking questions and making sure they understood fully. We should ask colleagues and mangers to give us feed back on how we are communicating with others.During face to face conversations you can watch the facial expressions, gestures, and posture of the person you're communicating with and from this determine their level of interest and agreement with your message. I should observe more experience colleagues and ask them what I do well and areas where I can improve. I could collect examples of well constructed email and letters and use them as a reference. I will have to set the example for the team and create an environment of trust that makes it okay t o share feedback. I should provide my team with a balance of positive feedback and feedback for improvement and receive them too.