Effective communication is important for every organization to achieve organizational goals (Jones 2007). Communication basically refers to transmission of meaning and information from group or individual (Guffey, Rogin and Rhodes 2009).
2.0 Forms of business communication at Sport ‘n’ Leisure
At Sports ‘n’ Leisure both the two forms of communication are used. To communicate internally, an open door policy is used, i.e., employee- employer communication, discussion and feedback takes place openly which encourages employees to provide suggestions and promote ideas so that business could be improved (Heathfield 2015). In addition, the use of informal approach encourages employees from lowest level of hierarchy or pyramid structure to participate in idea sharing so that competitive advantage could be achieved. However, to communicate externally, both formal and informal means of communication is used. In addition, the customers and employees are communicated by using of technological gadgets such as telephones, cell phones, emails, social networking sites, newsletters, web conferences, intranet web pages, blogs, instant messengers, project documents, etc (My own business n.d.). Thus, the use of open door policy and technological tools has improved the communication process at Sports ‘n’ Leisure.
3.0 Approaches to knowledge sharing and data management at Sports ‘n’ Leisure
Knowledge sharing is an important part of knowledge management process (Frost 2010). Effective knowledge sharing process is mainly dependent on efficient collection, storage, process and dissemination (Damij and Damij 2013).
Collection of data is systematic process to gather information (Tech Target 2013). In order to collect data internally from employees at all levels including shop floor, Sports ‘n’ Leisure uses different technological methods, preferably emails, in which all sort of data such as sales figure, etc, is mentioned. However, to communicate with customers externally, newsletters and feedback through internet and social networking tools is used.
The formatting or processing refers to the conversion of data into information in an understandable position. At Sports ‘n’ Leisure, the processing of routine information is done through technological tool, i.e., computers, in which different software is used. The information is then used to analyze the current operations and sales of the company.
Storage of data refers to device that is connected to computer via output/input system so that data information and knowledge could be stored. Besides computer storage memory, Sports ‘n’ Leisure also uses online storage that allows storing huge amount of data online which could be quickly accessed and used. Moreover, the online storage system also provides remote backup, storage and online data information sharing facility.
Dissemination refers to the means through which the data and knowledge is made available to others in an appropriate way (IPR Helpdesk 2016). At Sports ‘n’ Leisure, the data is disseminated to all the employees internally and to suppliers and government officials. Internally, the dissemination of information is done mainly through network sharing whereas externally the dissemination of information is done through website and financial reports.
4.0 Action plan for improvement of knowledge sharing at Sports ‘n’ Leisure
Knowledge sharing invisibly plays an important role in attaining greater success and equity (Green 2013). In order to improve knowledge sharing, i.e., collecting, formatting, storing and disseminating, Sports ‘n’ Leisure could apply more systematic approach. For instance, the data collected from the employees should be done through proper software which will enable management to retrieve information quickly or as required. In addition, the customers should also be communicated through automatic sending of newsletters on the email addresses and contact numbers provided by the employees. Besides improvement in data collection process, the storing of knowledge should be done on company’s distributed data base which will enable Sports ‘n’ Leisure to access and retrieve information of several years. The use of distributed data base will make information more centralized which could be used later by any user for specific purposes. Furthermore, to provide information to different suppliers who are willing to maintain long term relationship, Sports ‘n’ Leisure could also mention information on the company website so that interested party could contact easily. However, other than the suggested action plan, Sports ‘n’ Leisure has efficient knowledge sharing and data management.
5.0 Justification of the required actions for knowledge sharing improvement strategy
In order to improve knowledge sharing, distributed database is the best strategy for Sports ‘n’ Leisure. Distributed databases basically aids cloud computing and therefore it is more commonly known as cloud databases (Morley and Parker 2014). The use distributed database will enable employees from each level of hierarchy to access information easily. The management could also update, review, discuss issues and coordinate with employees easily through distributed data bases. Moreover, using password credentials, Sports ‘n’ Leisure could also limit the available of information to particular employee levels. Besides access of information, Sports ‘n’ Leisure could also upload training documents so that employees could access them whenever needed. Furthermore, the distributed data base will also allow employees to provide suggestions, ideas and feedback which fulfil the management’s preference of open door policy. Thus, distributed database will largely benefit Sports ‘n’ Leisure.
In a nutshell, effective knowledge sharing and data management is necessary for the success of organization and is well reflected at Sports ‘n’ Leisure. However, the company’s communication and knowledge sharing could be improved by using distributed database.
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Green 2013, Proceedings of the 10th International Conference on Intellectual Capital, knowledge Management and Organisational Learning: ICICKM 2013, Academic Conferences Limited
Guffey, ME, Rogin, P and Rhodes, K 2009, Business Communication: Process and Product, Cengage Learning
Heathfield, SM 2015. Open Door Policy. [Online] Available from http://humanresources.about.com/od/glossaryo/g/open_door.htm [11 February 2016]
IPR Helpdesk 2016. What is the meaning of "dissemination"?. [Online] Available from https://www.iprhelpdesk.eu/kb/52-what-meaning-dissemination [12 February 2016]
Jones, RAP 2007, Nursing Leadership and Management: Theories, Processes and Practice, F.A. Davis Publishers
Morley, D and Parker, CS 2014, Understanding Computers: Today and Tomorrow, Comprehensive, Cengage Learning
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Tech Target 2013. Data Collection. [Online] Available from http://searchcio.techtarget.com/definition/data-collection [13 February 2016]