WORD COUNT

Number of Pages: 13
Number of Words:
Word count is exclusive of the followings:

Cover Page

Content Page

Citation and Referencing

Conclusion

Tables

Graphs

Titles/Headings

Table of Contents
Table of Figures:............................................................................................................................3
List of Tables:.................................................................................................................................3
Introduction:..................................................................................................................................4
3.1 The existence of communication process in Mobifone:........................................................5
3.2 The way to improve appropriateness:....................................................................................6
3.3 The improvement to ensure greater integration of systems of communication:................7
3.4 The personal plan for communication skills:........................................................................8
3.4.1 SWOT analysis for communication skills in Mobifone:.....................................................8
3.4.2 The personal plan for individual:........................................................................................9
4.1 The existing approaches to the collection, formatting, storage disseminating information
and knowledge in Mobifone:.......................................................................................................10
4.2 Improving the collection, formatting, storage and disseminating information and
knowledge:....................................................................................................................................11
4.3 The strategy to improve access to the current system of information and knowledge:. .12
References:...................................................................................................................................13

Table of Figures
Figure 1 The communication process (mindtool.com, 2013)....................................................5
Figure 2 The Mobifones structure.............................................................................................10

List of Tables:Y
Table 1 The SWOT analysis of communication skills................................................................8
Table 2 The personal plan for communication skills...............................................................10

Introduction:
The report provides description of existence of communication process in Mobifone. In addition,
it is also the importance of communication in business and method to improve for all employees.
Finally, this paper design strategy to access information of current system of Mobifone.
Furthermore, introducing the approaches to the collection, formatting, storage and disseminate
information and knowledge among department.

3.1 The existence of communication process in Mobifone:

Todays, the effective of communication is vital for the exchange of communication in all
business. Because it will lead the employees satisfaction, increase in team cohesiveness and
increase the stakeholder value of organization. The process involves sharing idea, information
and feeling with other people. The effective communication is a two-way process involves
sending and receiving. The process can be modelled as follows:

Figure 1 The communication process (mindtool.com, 2013)

Mobifone design and build the effective information system that company can analyze and
summarize the internal and external information. Inside of company, the Management
Information System (MIS) department is one of the important part in business. The main purpose
of MIS is collect, analyze and transfer data into information from all department. The sources of
data can be external and internal such as stakeholder, public or media. Employees of department
have mission to collect and analyze data into information from different sources such as
customer, retailer and local newspaper. In addition, each department always write a personal
report about the finance and performance for manager. Manager will use all results for all
phrases of management include planning, organizing, directing and controlling all activities of
company. In business environment, manager or leader have many types of communication
channel include meeting and conferences, workshops and training events, internet, email,
computer system and so on. The high level of manager will uses letter, email, memo or notice
board to communicate with subordinates. In process, feedback is the important factor to ensure
that communication did occur. It can be verbal or non-verbal reaction and response through
communication channel or tool. A negative feedback of receiver can allow process have more
effectively and smoothly. On the other hand, a positive feedback will create a conflict and poor
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understanding that the result will be poor. All department of Mobifone have a close relationship
to make decision together. Customer services department design survey to find out what
customer want and need then marketing department can use all information to build a new
project for promote. Besides, all information is also delivery to technology department to create
and design new services to meet the specific of customer. After that, Sales department will
delivery to retailer cover country to promote and sell product and services. The role of MIS is
very important to ensure the communication process work smoothly. Board of manager always
hold regular meeting to discuss and make new plan for company each week. All decision will
delivery to all department and staff can follow mission. In addition, Mobifone is also one of
member of VNPT so they will receive information from outside and government quickly. The
most important part of process is feedback from sender to receiver. It is the signal for people to
know the effective communication.

3.2 The way to improve appropriateness:

The communication within and outside the company will have impact only when receiver
understand exactly information of sender. It will depend on many factors that effect on activity of
company. Mobifone must remove the barrier of communication process. To deliver the
information effectively, manager must breaking down the barrier all the stage of level
management. There are two types of barrier include internal and external. The most
communication is conversation between employees and manager so. Therefore, manager must
create a comfortable environment to increase the effective communication among employees. In
addition, choosing the right communication format is also improve the effective of company.
There are many format that manager can use within company such as face-to-face meeting, audio
and video conferences, telephone call and so on. The advantages of technology can help in
ensuring the communication process work smoothly. Company is also learn how to listen the
feedback from subordinates and customer. It will improve the communication and support
system work easily. The role of administrator is very important for information system. Admin
can install, update, monitor and manages business application, control the database system to
ensure that all database and service in company are working properly.
Secondly, Mobifone can increase the higher speed of process in the following ways. All
information and messages can be transfer via local computer network. Using intranet is a good
way to improve the effective communication. Staff will make real time conversation via yahoo
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messages or Skype to save a lot of time. The use of ICTs will enable Mobifone to expand the
market and improve the quality of services, lower prices, and faster delivery of services and so
on. CEO can hold a regular meeting to highlight the important aspect and mission in period time
may be weekly and monthly. Changing organizational culture is good way to improve the
communication process. A good culture can connect all people closer so they can work and
communicate effectively.

3.3 The improvement to ensure greater integration of systems of

communication:
Within company, they have many methods to communication between departments. Between
two different department of company such as Human Resources (HS) and Management
Information System (MIS), have many ways to communicate in company. There are describe as
follow:
Email: it is the most communication tool for all employees. The main advantage is bring more
convenient and save a lot of time to contact other people. Each department will have own email
address to contact and transfer information. This method is flexibility for firm and allow
employee to send many document in their daily activities. Moreover, it will create the connection
and integration between departments.
Memos: it is a short report from individual to other person regarding specific subject. Manager
can use it to communicate with their employees on the progress of work. Compared to e-mail, it
can come across as impersonal however if used too often employees may ignore information.
Presentation is also a useful method to send the information, especially in meeting and
conference. Many complex ideas can be present easily and effective with beautiful slide by
Microsoft PowerPoint software. Finally, the best presentation will make a good impression to
listeners.
Calendar notes: a new online tool to create meeting appointment or task deadlines is easily for
employees. It is also allow the company to allocate the main mission for each task and manage
time flexibility.
Within company, team meeting and group discussion play an important part in the
communication process. The main purpose of meeting is made clear to the participants in
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advance. There are many types of meeting such as project meeting, conference, teleconferencing
and videoconferencing. It can be formal or informal depend on the purpose or topic of meeting.
Furthermore, manager should use e-mail to communicate with their subordinates. According to
the recommendation, it will help to ensure greater integration of communication system in
Mobifone.

3.4 The personal plan for communication skills:

The important factor in a communication process is people who involves it. Therefore, a useful
tool to identify and reflect upon our personal strengths and areas for development is the personal
SWOT analysis. In order to improve the effective communication, SWOT analysis is a useful
technique to help people identify these strength and weakness; analyze the opportunities and
treats in workplace. Using this tool in company will help employees develop their career.
Manager can focus on developing the strength and opportunities while minimizing the weakness
and reducing the threats in firm.
3.4.1 SWOT analysis for communication skills in Mobifone:
Strength
Having good English skills

Weakness
Getting nervous when presenting idea to

University degree and recent new hire.

customer and manager.

Having good communication with clients and Having poor time management.
team

Lack

of

written

and

presentation

communication skills.
Response feedback slowly.
Negative attitude
Opportunities
The development of technology

Threats
Change in jobs demand such as salary and

Instruct on how to improve communication motivation.

skills.

Lack of time to allocate for these activities by

Mobifone has a high turnover of managerial employees

staff
Cost-free learning opportunities
Table 1 The SWOT analysis of communication skills
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From the SWOT analysis, manager make plan for improving the communication skills of
employees. Company should provide training on communication skills in period time. In
addition, company can public annual handbook include all necessary information to employees
who need more attention and focus on the improvement of their communication skills. From the
personal plan, each individual must set up the plan cover all form of communication types. The
personal plan for employees in Mobifone will be described as follow:
3.4.2 The personal plan for individual:
Personal Plan
Objectives
Method
Duration
Improve the written Employees should join Three months

Review
To receive the

communication

the

of

feedback from

skills

written

in

the person who

basic

course
skills

workplace.

write the letters,

Always write to draft

Report and so on.

version.

To get the effective and

To check grammar rules

professional

and spelling, punctuation

skills

writing

by using Microsoft Word.

Enhance confident to Identify the subjects of Three months

To get feedback from

speaking in public topic before speaking.

other person.

and meeting

To

Selecting

suitable

method to communicate

access

the

improving skill

such as body language,

eyes contacts.
Set up practice daily
activities such as peaking
in front of mirror or
camera.
Following

the

good

advice from master.

Try to speak out opinion
and idea in meeting.
Get the professional Should prepare carefully Four months

Be

the

master

of
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styles of presentation all

information

content

of

and

presentation

the

Good for improvement.

presentation.
Taking important notes to
remind.
To create the attention of
listener.
Table 2 The personal plan for communication skills

4.1 The existing approaches to the collection, formatting, storage

disseminating information and knowledge in Mobifone:
Mobifone is a services company so they have two main resources that are internal and external.
Within company, the data collection many different sources such as customers, companys
product and services, internal operation and external data on economy and market.

Figure 2 The Mobifones structure

In Mobifone, the relationship among three departments are marketing, accounting & finance and
research & development very closely. Collecting data is necessary for all department in company
to make decision. It requires the gathering of information from all individuals among
department. In any company, they always public the Annual Report to bring out budgeting
forecast and analysis for turnover of Mobifone. After that, it will automatically send to manager
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of all level department as well as CEO. In order to make the report, Marketing and Accounting &
Finance will cooperate to collect data together. Besides, the Research & Development will
collect data about the habit, attitude and behavior of customer then they will delivery all
information to Marketing to design new services or program to satisfy the customers need.
Company will process all these data and the output is can be many form such as tabular report,
balance sheet and so on. All report and analytics will contain in database system of Mobifone. It
will provide any kind of information for the need of different members.

4.2 Improving the collection, formatting, storage and disseminating

information and knowledge:
Collecting data: Mobifone must build and design the standard of communication process among
people together. The general rules is Mobifone has a formal form of report for all level
department. In addition, manager should remove the barrier among department to support
employees collect information easily. Company is also equip the modern LAN network to
connect all department. Mobifone should cooperate with best partner is FPT Telecom to provide
a modern equipment as technology. A strong system can support company to improve the
effective information. Finally, company must organize training event for new staff about how to
collect data
Formatting data: Designing the standard format for current systems is vital to ensure the effective
process. Company should conduct the formatting to keep information short and clearly.
Storing information: Improving database system to help Mobifone have larger space for data
storage. With the advantages of technology, Mobifone has more storage choices from flash
memory to network-area storage. The best solution is company may create a single central data
warehouse where keep all-important data about customer, supplier or financial of company. Each
staff member will have personal ID to access data without affecting the use of operational
systems. In order to succeed, Mobifone is also invest the higher speed network access to support
database system works smoothly.
Disseminating information: There are a various file sharing system online such as Dropbox,
SkyDrive and Google Drive for uploading information on internet. This platform will allow any
member of company access information from anywhere whether it is personal computer (PC),
smartphones even tablets. Depending the level of management can access file is support for
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improving disseminate within company. Using E-mails update to the companys intranet and
provide electronic signature for each employees to protect secret information.

4.3 The strategy to improve access to the current system of information and
knowledge:
Mobifone need to design a strategy to improve and minimize the negative from outside effect on
performance. The main key is focused on determining what information and knowledge must be
provided because it is organizational resources. The fluency in information management and
analytics will be vital for successful organization. Today is Digital Age, the development of
technology is rapid advances to change the way information was created and used by company.
First, company should identify the weakness and problem of system then have planning to
remove the barrier. The role of SWOT analysis is very important for company. The advances of
technology will decrease the barrier in the current system. All information will be stored in
online cloud sharing so any person can access through Internet. Designing a good websites that
can help company improve the brand images in public. Customer can access and search
information they need. In addition, Intranet is a useful tool to share information among
departments in company with more secret. Furthermore, it is also used to notify information to
all staff by e-mail. Company should perform a meeting every week because it will help people
can distribute their idea to make a plan effectively. Mobifone should focus on the organizational
culture that help and support information gathering from different sources. It is necessary for
manager in strategic and tactical decision-making.
In order to ensure the effective of system, it is important that control operating over the systems
functioning. Using application software will interrogate the database the produce the report and
survey. Administration can easily control and manage system more easily than in the past. It
would ensure that the access for data would be provided to right user. Furthermore, the structure
of company will change as role vary. It will lead to integration at the functional level. The
development of Internet and electric business is a good opportunity for company. From this
point, Mobifone should operate more new project to use effective Internet to connect and cut
down the distance that improve the information system. Data management is vital in digital age
because information could support company successful in business and compete competitor.

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References:
The Organization as an information-processing entity (2013) [online] available from:
<http://www.citeman.com/155-the-organization-as-an-information-processing-entity.html>
[1 February 2014]
Choosing

the

Best

Data

Storage

Solution

(2013)

[online]

available

from:

<http://www.entrepreneur.com/article/172226> [1 February 2014]

How to Improve the Communication Process (2013) [online] available from:
<http://www.buzzle.com/articles/how-to-improve-communication-process.html>
[1 February 2014]
Tool for Disseminating Workplace Information (2013) [online] available from:
< http://work.chron.com/tools-disseminating-workplace-information-11070.html>
[1 February 2014]

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