How To Assess Information And Knowledge

How To prize culture And KnowledgeThe main aim of this assignment is to provide Anver tot entirelyy(a)y and sons Pvt Ltd, on how to assess knowledge and knowledge intern all(prenominal)y and extern all in ally to reform determination devising and taking succession creating strategies to ontogeny own(prenominal) net exploiting to widen function in the ratiocination- devising touch. This assignment in like manner benef typifyored Anverally and sons Pvt Ltd develop conversation process to improve the gathering and dissemination of development and brassal knowledge.Furtherto a greater extent it assessed the live onslaught of nurture instruction by Anverally and sons Pvt Ltd also highlighted with suggestion and the way the nicety effects the colloquy procedure is accepted and discussed.admitmentThis project could pass water not been written without Mr.Frank Gunasekara. Who encouraged and challenged me through my academic program. He neer accepted less than my be st efforts. Thank you.I show no claim to be comprehensive since what is collected in this project atomic deem 18 materials that I found in articles, Books, Interviews and the internet. A special thanks to the authors menti iodined in the bibliography page.I would like to acknowledge and extend my heartfelt gratitude to my family and friends. And specially to Mr.Suranga Liyanarachi sympathetic universe beings imaginativeness Manager of Anverally and Sons Pvt Ltd.Words hobonot express what I owe them for on that point encouragement and whose uncomplaining love en abled me to complete this project.And especially to Allah, Who do all things possible.Table of contentsList of Illustrations organizational social social structure .. 8L1Introduction of Anverally and Sons Pvt Ltd.Anverally and Sons Pvt Ltd., was founded by a man with a great vision, the late Mr. Anverally. Which was everyplace a cytosine years ago, His vision was to establish the finest pure Ceylon tea leafs . After a speed of light passed his vision was do a reality by his successors.To twenty-four hour period Anverally and Sons Pvt Ltd, exports the finest teas in the world to over 37 countries which includes Europe, Asia, CIS states and the Middle East. And being memorializeed members of the Colombo afternoon tea Traders Association, Ceylon Chamber of Commerce, National Chamber of Commerce, the trade Development Board and the Srilanka teatime Board.Being having a total relationship with a number of orchard companies and estates just or so the island, Anverally and Sons Pvt Ltd has close to of the most experienced tea tasters in the descent, brisk for the serious process of blending that makes Ceylon Tea so famous around the world to twenty-four hours.Mission OUR MISSION IS TO CREATE PERFECTION SECOND TO no(prenominal) IN EVERY OUNCE OF TEA WE EXPORTAnverally and Sons Pvt Ltd, Websitewww.anverally.com/ceylon-b leave out-green.htmlOrganizational Structure coach of Operati ons and LogisticDirector of value added TeaDirector of Bulk TeaDirector of financeSenior Executive human re character private instructorTEAMGeneral ManagerMD/ ChairmenFigure 1Organizational structure is the frame subject area, typically hierarchical, within which Anverally and Sons Pvt Ltd. Arranges its lines of authority and confabulations, and makes sure to allocates at that place rights and duties. This organizational structure shows the manner and the extent to which power, exercises and responsibilities ar delegated, coordinated and tick offled and how randomness flows between levels of attention.Being having a Horizontal structure Flat hierarchy the number of peck in layers is less. Anverally and sons being having a wide span of pick up at that place argon many an(prenominal) employees account to a superior. But in the peg span of control lonesome(prenominal) a few employees are reporting to a superior. Being having a wide span of control at Anverally and S ons communion is faster beca intention the message travels faster and shorter distance in the matt structure. There for in this organization discourse is much effective and great deal respond to the changes in the market faster. nonetheless in tall structure it satisfys more time to respond to the changes in the market.Range Of Organizational Decisions shell At an economic crisis,This is when all the determinations are made by the head-office or the top management. All the decisions fashioning power are help by the top managers and managers at the lower levels do not micturate power. When important decisions are to be made Anverally and Sons leave get the community centralized in all divisions and there allow be a interchangeable set of rules and regulations. This may draw out to greater consistency and when anyone follows the same ashes there volition be more consistency and this pass on burn confusion among unlike departments.It was explained that at Anveral ly and sons that senior managers are taking all the decisions since they are more matured and experienced and there for the decision go forth be a good step decision that bequeath realize the whole organization.However if junior managers takes the decisions, the decisions may not benefit the organization since they are not experienced.However if Anverally and sons pass down the decision make power to other areas departments or divisions in the business allowing decisions to be taken away from the top management. This reduces the give-up the ghostload for the senior management and there for bequeath make decision making faster. By passing decision making powers to lower levels provide speed up the decision making appear and. This will make the organization more flexible and it will be able to react to the changers in the market quickly. And as a contribute the business will be able to retain its skilled aim doing because every body will be involved in decision making.An verally and Sons Pvt Ltd being a growing beau monde decision making should be decentralized as there are a lot of operations.Information required at different levels of organizationAt Anverally and Sons Pvt Ltd,Strategic Level decisions are taken into consideration by only the Chairman and General Manager which includes them to overcompensate with complex issues, It involves high level of risk since the future is very atypical and decides on the objectives of the organization. maneuveral Level is handled by the Directors/Executives and they are responsible to condition that resources are obtained and use effectively and efficiently to accomplish the organizations objectives. Directors/Executives in tactical level operations are the Dir. Operations and logistics, Dir. Value added tea, Dir. Bulk Tea, Dir. Finance and Senior Executive Human resource Director .Operational Level is managed by the Managers and their respective team ups,Marketing manager- Should do an analyst about t he competitors and identify its break troughs and make advantages decisions for the organizationa and mainly about the the organizations Products, Price, Place and Promotion.Human Resource manager - Manages the overall sector of human resource services, programs and policies. more or less(a) of the major areas an HRM manages batch include as Recruiting staff, Organizational Development, Performance management and improvement organisations.Shipping department manager and Logistics head are include as swell.They ensure that every top level task they devour received is carried out effectively and efficiently. And at this level decisions what needs to be taken into consideration like day to day activity decisions are apart of this department.Effective Communication With StakeholdersAnverally and Sons Pvt Ltd does pay a great number of attention to their stakeholders, Whose behaviors and attitude will mean a lot for their disagreement between the success and failure of the companys organizational mandate. Communication with stakeholders is important and lively for the organization, For the chat to be effectively done Anverally and sons Pvt Ltd should identify their key stakeholders. repair Communication ObjectivesBefore developing a message campaign, It is important that Anverally and Sons Pvt Ltd to brighten the condition and objectives behind the chat. The main objective of the chat is to inform the stakeholders of some pending action or decision, to engage with them or maybe to counteract or overcome some problems.However if the organization is to inform or raise awareness than affecting the perception or its behavior, the draw close of chat will be varied.Choosing a Communication formatMessages communicated can turn from personal encounters to mass talk.For an suitIf the objective is to change the behavior, two-way communication is required for anverally and sons Pvt Ltd, such as telephone clutch or move over to presentt interviews should be utilize with stakeholders. But if the instruction which should be unidirectional informed and so it could be used in newspapers, magazine or public service announcements on radio or television could be an appropriate choice for anverally and sons Pvt Ltd.Getting feed screening on EffectivenessThe ultimate determination of effective communications with stakeholders is getting the feedback from the respective stakeholders themselves. By having conducted the research with all relevant constituencies in order to know if the desired message sacrifice been received and the expected government issues with the communication effort. Research can be in the form of Telephone or Internet interviews.Communicating with,clients -Customers buys the goods and services. And are expecting quality tea which is safe and in reasonable price.Suppliers -Suppliers supply the raw materials. Suppliers expectations are continuously high volume business, sniply settling their invoices. There for if t he provider is not happy with the business dealings it may lead to close off supplying the materials.The method used to communicate with these stakeholders is by electronic communication. inborn and External Source of OrganizationInternal Sources of communication mover communication within the organization, Information can be of many types,Example of some major internal source Organizational Information Internal source of instruction to gather randomness about the organization which includes strategical plans, dismissal surveys, Focus groups.External Sources of development are where the organization gathers instruction from ex officio and unofficial sources, but who are effected with the business externally.Example send a message to a supplierAnverally and Sons has a strong outline of Communicating and motivating its employees. The reason for Anverally and sons to manage its decisions is by having a good communication environment, severe communication does encourage te am work. Team work will result in new ideas, New ideas lead to innovation. Good decision making will allow faster decision making. When decision making is fast the business organization can react to changes in the market quickly.Methods of communication used by Anverally and Sons Pvt LtdOral communication Which is one to one communicationExample Telephone conversations, Meetings, Interviews, Staff appraisal group meeting.Scenario When the tea cartons are ready for shipment and there is no space for storing since the shipment is being delayed then the Distribution manager contacts the Shipping manager directly and solves the immediate problem.Positives out of this method are that the communication will be more clear and effective because there is immediate feedback and body language can be observed.However if the communication consist of many document it is advisable to note them down in writing so that there will be written records of it.Written communication A written record is available there for it can be referred back later and will possess no dis placees as there is evidence.Example Notice, News Letters, Reports, etc..However this will be time consuming and there will not be any immediate feedback.Electronic communication This is the main method where Anverally and sons use for decision making. Since of the high speed communication and immediate response can be identified. Its a more damage effective way for and example Email is cheaper than postal mail. And a extended quantity can be downloaded from the internet. The head office situated in Colombo and the factories being placed in rural areas people lighten can work as a team due to electronic communication. This method can be sent and received at anytime of the day there for it is more flexible.As a factor to be concerned for Anverally and sons is that, If electronic communication is development text, audio and video messages. Then this can be sent through one communication line.However this way of communication can affect the company by hackers and viruses. It could also lead to information overload since with the internet the information available is too high and could result it such. And to get the employees trained to deal with electronic communication the company will have to have as expense such a readiness cost.Recommendation for Improvement.At Anverally and Sons Pvt Ltd it is identified that the organization use to communicate with their employers and employees using the electronic communication method than oral discussions. As noted the company has few errors of communication as to whom to report or inform. Being having a flat structure the organization has a wide span of control but according to the programs the organization conducts the process of communication is wrong since they use reports and flyers about Anverally and sons Pvt Ltd in every program they conduct. Since Anverally and Sons Pvt Ltd being an internationally descryd tea export company. It is important to ask, is it enough for Anverally and sons Pvt Ltd to limit their communication to the current amount.According to the conditions Anverally and sons Pvt Ltd should start up using the oral method more often so that they could communicate to their employees/employers throught face to face discussions. This method would lead to get more innovative ideas on how to prove the service and increase its potential. Anverally and sons Pvt Ltd should start having group meetings among the different level of the company, This would lead Employees and top management to have a better understanding since there is more human interaction, Besides Anverally and sons Pvt Ltd has to clearly state to whom the employees have to inform regarding different issues and problems they face during operations. Being having a Flat structure it is important to practice flat communication since it would help make the internal communication better. And lead to all departments to have better understanding and be more productive.L3Existing process of communicationAnverally and Sons Pvt Ltd does use the two way communication process, which is upward and downwardly communication.Being having the downward communication Anverally and Sons Pvt Ltd use to provide information on their current programs and ongoing projects, Since Feedback is also identified the medium used is by daily announcements at the Factory and by having notice boards at every branch and other different media to their employees about the current issues of the business.And having the upward communication process, Anverally and sons Pvt Ltd, Use this method to communicate with the higher authority through electronic device regarding the various problems which arises from the tactical and operational level. So this method helps them to spill the beans about the issues and their concerns and how to over come these.However since customers are encouraged to contact Anverally and Sons Pvt Ltd through the Internet E-mail to o btain more information or to make a complain. Since this method is used in the organization their can be miscommunication within the middle layer management since E-mail can be time consuming to answer complicated questions or their might be many misunderstandings because cultural differences in the explanation or understanding of legitimate words,There for using oral communication telephone may be considered as a better solution for providing detailed answers.Greater integration dodge of communicationAnverally and Sons Pvt Ltd being an internationally recognized tea exporter, Needs to have a proper communication body and thats critical for its success. If the employees at Anverally and Sons Pvt Ltd are not effectively communicating with their customers, clients and other experts, the business will have to face negative flecks. Improving effective communication skills within the work force is a important skill that should be mastered.Few of the points Anverally and sons Pvt Ltd should require into to make sure all workers are communicating effectively.Executive Information System EISThis is a agreement planned to make and support the information and decision made by the senior executives at Anverally and sons Pvt Ltd, it also provides well-to-do right to use both internal and external information legal to meet its calculated goals of the business.Internal DataOrganizations financialsOrganizations resourcesExternal Data occupation marketEconomic databasesNew servicesUnder this organization executives at Anverally and sons Pvt Ltd will be having a clear moniter of companies performances and will be able to forecast, spot and analyze problem, Identifying opportunities and to track competitors activities.Management information governing body MISThis brass provides managers at middle level for organizing, evaluating and to resourcefully run their departments, and it also provides past, present and future predicted information with the help of software, da ta bases and hardware applications.To improve this organization Anverally and sons Pvt Ltd should develop a technological usage agreement for its staff which help the business and hold open its staff from being disobedient. Includes agreement issues such as off beam web surfing, prohibits visiting virus sites etc..And also should maintain a schedule of maintenance, this would manage to update and scan for virus and restrain data loss or system crash.Transaction process system TPSThis system is designed to practice the day-to-day dealings of Anverally and sons Pvt Ltd since the business has over 600 outsourced employees advancing this system may lead for the labor-intensive business transactions cto be replaced by automated processes. And their for anverally and sons Pvt Ltd can improve its operation capacity and decrease its transaction cost.Communication Skills of a good managerAs the interview with Anverally and sons Pvt Ltd, Human resource executive Mr.Suranga Liyanarachi. It was identified that there were positives and negatives shown as a manager with his communication skills.Clear communication skill - As a manager it was clear and effective flow of information which was hand over to the interviewer this makes a good skill of clear communication.Assertive communication skill - With the ability to express his opinion, ideas, requirements and sentiment in a uncomplicated, non-hesitant way, while also being very diplomatic and respectful of the other person. right - He is a manager with a lot of integrity in other words is a person who judges what he thinks and does what he say hell do. As a result Team transparency, creative approach and performance naturally arise from this.Personal Plan to improve communication skillsAnverally and sons Pvt Ltd being having spotted a weakness of their communication system will have to over come its situation to satisfy its clients and customers and other related to experts.Causes for lack of team workLack of clearn ess about decision makingWho has authority over what,Methods for making decisions are changing or unclear.Lack of team communication skillsDiscussions, conversation, listeningdisagreement decision natural nature of the work is not very understandable so its inversely dependent, and therefore teamwork is not really needed.There for to over come this situation Anverally and sons Pvt Ltd should implement these strategies as follows,Define member roles and responsibilities. - Every member has its role to be done and more over it should not overlap with confusion, If the work load are being distributed equally the smoother the work would flow.Acknowledge and reward team members - This is to ensure that all team members know how their individual(a) effort has contributed to the companies common goal and will give confidence to all stakeholders to repeatedly share their individual input with the entire team.Importance of team meeting and Group discussion to improve communicationAnverally and sons Pvt Ltd being having a competitive business nature will need standard personal interaction more that ever. Although they have once a week meeting with all executive heads and have meetings every three months on strategic planning,By having electronic communication telephone and online communication may allow for convenient and prompt way of communication with customers and also may open up a new opportunity for quick sharing of ideas.But setting up a business meeting within the business will perform different effects on the business,Benefit Information distributionA key benefit will be that it provides an opportunity to share information such as financial updates or may help to recognize new employees for more complex issues. An genuine meeting pinpoints a upshot in time and place to have in detail discussions with no other distractions or work getting in the way.Disadvantage TimeHowever Anverally and sons Pvt Ltd can drain out its companies productivity when having i ts staff to fleet more time on meetings, therefore to over come this reason Anverally and sons Pvt Ltd must try to limit the amount of time that the staff clear in meetings.L4Identify how information can be used as controlling and coordination method for Anverally and sons Pvt Ltd.Word controlling is used as a way of monitoring the companies actions and behavior by using its information. And the word coordination means as how information is prearranged in a way that can be collected for companys action and activities.As noted from the interview,Information helps to assemble the act of the HR division and the finance subdivision, Where HR division helps to grant information to finance subdivision to make monthly financial statement for the staff.Anverally and sons Pvt Ltd control their daily supplies because information helps them to know how much of tea leaves is needed for to each one day. consequently information from the logistics sector and fund department will let the shipp ing department how many tons of tea leaves are being exported everyday. So that there will not be any storage or over production overlapping. And in this same situation we can see the coordination of the logistics sector and the storage department because without the information of shipping department the company wont be able to control its production, storage and trade requirement for each day.Approaches to the collection, formatting, storage, disseminating information and knowledge.Anverally and sons Pvt Ltd collects information for the function to increase its business efficiency and success in order to make desire perturbation along with to sustain in future by making different judgment depend on the information they collect.Information collectionexportation department Productstaj,al-athur exported to the clients and the quantity of each product sent per day.Website collects the customers information since they register in the companies website when placing an order for a pa rticular product. Information collected are name, address, phone number and few financial information.News paper and reports collects information about the competitor by annual reports or financial reports, and they also gather information about the current rules and regulations.Formatting informationCustomer profile Collection of customer information will be examine and divided into customer gender, location and personal information as collected.Export department processes the information on the quantity of exports during the day and the profits made by each product, availability of product and to end with calculates the earnings for the day.Storing informationCustomer profile Customer informationExport department would keep the information in the system under daily exports.Secondary researched data would be kept in a separate file.Dissemination of informationBeing having the customers information in the system, once a placement is made by the customer the customer care repo rts to the factory department and bone up the amount of tea needed and deliver it to the customer.Reports and magazine information will be spread to the respective departments such as competitors marketing system would be handed over to the marketing department.How Anverally and sons Pvt Ltd manage its knowledgeAt the operations of Anverally and sons Pvt Ltd, it is identified that there is two types of knowledge being used. straightforward knowledge Is a record of how each task is to be performed by plan and actions.Anverally and sons Pvt Ltd being having its factory employees outsourced, it was found that employees tend to change there profession within the factory and that simply helped by the explicit knowledge, this is where all guides and instruction on how to operate its machine would be written or documented, therefore the quality of the product will not change although the employee changes.Tactic knowledge It is found that in Anverally and sons Pvt Ltd, Human resource Dep artment that they provoke and train their employees, Since most of them have only explicit knowledge they lack from tactical knowledge there for they team them up and give them projects on real time and real situation handling project and these are supervised by a manager and at the end of the day they discuss with the trainee about the mistakes and how they should improve to handle problems.How IT system could be used as a communication management and controlling shaft for Anverally and sons Pvt Ltd.IT system helps Anverally and sons Pvt Ltd, as a communication management and a controlling tool because this system helps to solve complex issues.Example Its isnt easy for the staff to record all its sales into a paper and there is likely chances for making error, IT system will help to reduce its difficulty since it makes less human acceptance in processing information, there for this leads to increase the productivity of the work and saves time for the staff.Improvement of collect ing, formatting, storage, disseminating information and knowledgeInformation collection dapple having a website Anverally and sons Pvt Ltd can have a representative at every country where they manage to export the most so that the customer can gain more customer satisfaction by having a face to face conversation.Competitors information This can be identified by attention trade shows and by joining industry associations.Formatting informationBy implementing a back-up system and a paper backup system since if the IT system fails then there would be information paper as well for quick references.By getting an IT system out sourced would increase its IT potentials since they will be mainly working on IT related area and would be risk free.DisseminationIt is helpful if the information system is grouped for the diminutive department like if the employees information can be directly enjoin to the HR department so then it would make it easy for them to take decisions since they are respo nsible for employees issues.Implementing a strategy to improve access to system of information and knowledge to others as appropriateFor a strategy to be implemented, Anverally and sons Pvt Ltd should identify its current problem and its future problem,Example By only one HR department it is hard for them to look into all its employees information and manage them and mean while if there is an order placed by a client then the business should contact the IT department and then collect information and then pass them to the processing department.There for to handle the situation Anverally and sons Pvt Ltd should develop a plan to save its business, where it helps to enter a broad area of the information system of the business that will put together key business development so that information will be spread into all departments and make things easy.And after the plan is actual the implementation should help to train the staff on how to use the system and to make sure the system is wo rking efficiently and effectively.Organization burnish effecting on the businessIt was noted that Anverally and sons Pvt Ltd uses a paternalistic style of communication which is that they believe that employees need direction and it is important that they are supported and cared properly. The company does consult to find out views but the decisions are made by the top level management. Therefore the company would have improved decisions making as many ideas are involved and also it increases its employees productivity.More you do more you getCulture slogan, Interview HR managerConclusionThis assignment includes a variety of understandings regarding the communication procedure and IT systems of Anverally and sons Pvt Ltd.It is found that the company uses diverse trueness electronic devices to communicate and they use the up-down method of communication throughout the company.However the recommended type of communication system and IT system is to have a more likely to have a positiv e effect on the company.