BUSSINESS COMMUNICATION MGT 162

NAME: NUR IZATIEY BINTI MOHAMAD NOR

COURSE NAME: BM119 (DIPLOMA BANKING)
SUBMISSION DATE: 17 MEI 2018
GROUP: BM1192B
LECTURE NAME: DR.KONG LAI KUAN
Introduction to:

In early 2010, Syamila and Asyikin who are friend for a long time planned to start a
Business of clothes. After a few month, they determined to open their own company.
Name of their company is The Swandotcom located at 246, Kuala Lumpur City
Centre, 50088 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur.

The business was grew by two of them excellently. In the first shop they hire four workers
to help them in running the business. They decided to open other branch. They intend to
take other partnership between their friends, Roziera and Izatiey.

Kuantan 2012, a second company who handle by Roziera and Izatiey got high
profit in a year. It is located at No. 69, East Cost Mall, Jalan Putra, Square 6, Putra Square,
25200 Kuantan Pahang. Roziera and Izatiey always communicate with Syamila and Asyikin
to keep their business always in touch. They depend on one another for information and
resources to perform their respective activities.

Their shop useful for those wishing to become fashion buyers, emphasizing
qualityBrands affordable price and guarantee comfort to the customers. They also produce
their personal pattern such as we made the design with mixed colour. They went to
oversee to get inspiration of design on clothes .

They wholesale the fabrics from supplier The Luxury Collection Sdn. Bhd. They also
provide online shopping for the online buyers. The website of their onlineshopping is
www.theswan.com.my. And theswan.blogspot.my.

The operation time of this business start 10.00 a.m. until 10.00 p.m.

The example of clothes designed by Theswandotcom company :

Planning
The process of outlining the activities that are necessary to achieve the
goals.

The vision

Interaction that are broad, all inclusive and forward thinking. Mental picture that you
have and want to turn into reality in the future. The vision of Theswandotcom is
  To be recognized as a leading of distinctive brand of high quality
clothes at international level.

The mission

Purpose or reason for the existence of an organization. The missions of

Theswandotcom are :

 To make sure the process of activities always at excellent level.

 The provision of customer-friendly services.
 Maintaining the high quality of clothes.

The objectives

A state which we would like to achieve in the future.The objective of

Theswandotcom is :

 Keeps Theswandotcom growth and increased profitability in order

tomake it known as international brand.

The goals

Refers to the future target or end result that on organization wishes to

achieve. Provide guidance and a unified direction for people in the
organization. Must be precise , specific and meaningful. The goal of
Theswandotcom is

 Determine to branch out all over the countries.

OPERATIONAL PLANS

The manager must take a corrective action if manager wants their company always
keep operation in long time and can get more profit. Manager must focus to their
company and start build a formulate strategies to make sure their company achieve
the strategic goals in future. To achieve the mission and policies ,the company must
operation a day by day. For example, the manager can use two systematic plans
such as standing plan and single use plan.
STANDING PLAN

Standing plan has three types such as policies, procedures and rules. A manager
must prepared it to attain the primary goals of the organization. For example:

POLICY

The manager must be a careful person. The manager can not reveal the company
situation to the public because it is company information and it is impossible to
shared. For example, if the manager wants to produce the latest company’s product
it must be kept confidential from the outsourcer until the product is successfully
released and launched in market. The manager also must ensure the financial
position cannot be show to the outsiders.

PROCEDURES

When the customer purchase products from our company with credit transaction we
will proceed it by sending the invoice of the credit transaction to the customer so that
the customer will be clear with their purchases and as the prove that the process of
buying and selling has taken place following to the procedure that have been set by
our company.

RULE

It is the strictest types of standing plan in an organization.For examples: there are no

late comers to the office,workers must wear tidy cloth everytime since their image
symbolize the company image and do not do any personal things in the office such
as the workers run personal business without any permission.

SINGLE USE PLAN

The objectives of single use plan is to attain to the specific goals or to remove the
specific problems of organization or in other word based upon the standing use
plans of organization. It have three types of single use plans such as
programs,project and budget.

1.PROGRAM
Single use plan that designed to accomplish a particular set of goals. For
example,our company decided to make just simple program like Year End Sale to
attract the customer attention to our brands and to get more profit. Our product
maybe will sold to the customer with affordable price and if our program successful
we will achieve unpredictable profit.

2.PROJECT

The efforts of individuals or groups toward the achievements of a specific

goals.Project are short time in nature.For example:doing a business trip to the
overseas with team member to looking for something that will inspired the team
member to improve work quality and produce better product to satisfied the customer
wish.

3.BUDGETS

A plan that specifics how financial resources should be allocated.Example: Before

the group starts their business they have to find out the fully cost from all aspects so
that the probability members or employees and managers get the risk of the
bankruptcy is low.

Organizing
A process of arranging people and other resources to work together to

accomplish a goal.

As for the organizational structure which is the arrangement of the position of

a company, Theswandotcom uses the Geofraphical Departmentalization. A

company or a part of it is organized around the places where operations are

located.

Coordination is the process of integrating the objectives and activities

of the separate units.

Focusing on the location of activity. The Swandotcom using a partnership

system in their organization.

member 1 +
member 2

member 3
+ member
4

Output

MEMBER 1

ORDER PLACE
In 2010,The swan com choose the luxury collection Sdn Bhd as their supplier. They

order many collection of fabric from that supplier and also handle the online website

and social media.They choose their fabric with a high quality.

MEMBER 2
MAKING AND DESIGNING
The employees spread the fabric requested on type of fabric such as cotton, nylon,

liner, wool, rayon, silk. and acrylic.After they had spread the fabric, process of

designing the pattern of cloth will be started.The employees make the blouse and

dresses used their own pattern based on modern creativity.

MEMBER 3

QUALITY CHECK
A person will perform the quality check by make sure that the fabric has been design

and made in properly way and catching any mistakes or mess up fabric. This person

also have to do a double check list of all type fabric so they can produce a high

quality of products from their business.

MEMBER 4

DELIVERY
Drivers will bring along their delivery or products and sent to the shop that located at

Kuala Lumpur and also located at the Kuantan,Pahang.This person also have to

post their products with postage if some customer bought their products postage if

some customer bought their product through online website.

Advantages

i. It emphasizes on the interests of local markets and problems

ii. It offer better services at lower costs
iii. Responsibility to problems is easy to pinpoint.Easy to determine
accountability and gauge performance
iv. Local managers know their environment and face to face
communication is possible and would be able to make better
decisions
Disadvantages

i. Top management will face a difficulty in controlling, since

departmental managers are fairly independent.
ii. It requires more staff with general manager abilities.
iii. Conflict may arise between a regional division’s activities and
overall organization’s goal.
i.
LEADING

Definition leaders is people who can influence the behaviour of others without having

to rely on force or those accepted by others.

Definition leading is motivating and directing the members of the organizations so

that they contribute to the achievement of the goal of the organization.

The Swandotcom must be leads by someone who really has the ability to direct

people as Syamila Aisya the Vice President of Communication of Swandotcom

described length of the company took in order to transform its brand and

demonstrate how to take control of your conversation which means without any

leadership one of the company group, nothing would happen. Behavioural theories

that attempt to isolate behaviours that differentiate effective leaders from ineffective

leaders. The function of organization, enchain and obtain cooperation, encourage

teamwork and always motivate employees to generate a good work. Leader is an

important person to lead a business company because leader have many function.

For example, leader always make right decision when settle problems. The

conceptual of the managerial skills is based on two aspect such as human and

technical because in company it has three level of manager such as top level

manager, middle level manager and low level manager.

1.FIRST LINE MANAGER (LOWER LEVEL MANAGER)

Supervisor is the important individual who are directly responsible to produce a

company product or delivering any service for customer to fulfil the

customer request and to make sure customer satisfied. For example is production
supervisor, line manager and account manager. They must use their power to make

company products be a famous product and can get more buyers compares with

others product. They must prepared a unique packaging, trademark and paten. As a

manager, they should use their knowledge to use the tools, technique, skills, talent

and procedures that are specific to their field.

First and foremost, the basic activities that manager must alert is give motivator.

Manager must manage individual performance such as always give motivating and

discipline subordinates and monitoring performance.

Manager must help the weak workers such as give some training, coaching and

instructing workers how to do job or finish task. As a manger, they must responsible

to use their ability to share their knowledge to other workers. So, workers can learn

from that and try to improve themselves. For example, if manager wants to take new

workers, manager should teach how to do it task with the right way to make sure the

new workers did not make mistakes. If workers have a bad attitude, the manager

should give some talk or tips to the workers to make sure the workers did not stress

when work. The manager must take some action like give first warning if the

workers did not discipline such as comes late or not punctual with time, did not

attend meeting and did not finish task. Manager is the very important person in

company because manager have big function compare with others. Manager must

always get motivation from manager can build up their spirit to contribute and focus

to raise achievement of the goals of the organization. Workers will struggle and work

hard to produce a quality product and service.

2. TOP LEVEL MANAGER (AN EYE ON THE OUTSIDE)

The manager must create a strategic to make sure their company success with their

own vision. For example, chief executive officer, President, executive vice president.

They must have their own leadership skill to guide the company towards reaching
the vision. The manager must take a corrective action such as always spend their

time to monitoring their workers and company conditions. If managers involved to

solve the problems occur maybe it can be reduce without takes a long time. Manager

also can help and give their opinions and ideas to create a good environment.

Manager also can use other person to help seek the information such as personal

contact if busy. Manager must scan the external and internal environment of their

organization for useful information because this information is very important to

improve company to achieve the goals. Identify potential opportunities and threats

for their work members and organization to make sure the company did not face

problems. When monitor their company, manager can know about situation of the

company based the result that achieve from time to time such as profit, social trends,

business economic, and sales.

3.MIDDLE LEVEL MANAGER (LINKING GROUP)

Manager such as product and marketing manager must help their company and

workers to market the product in the international marketing and be a branded

products because they have the ability to understand of the overall strategic and

have a great commitment. They should have strong understanding about all the

company strategic when want resolve conflict. The workers should open their mind

and gave commitment to support each others if they wants to achieve objective

make sure the sources did not waste. The manager did not have to selfish because

any decision must listen to other opinions because all task must be discuss in the

group. Other function of the manager is they must be a tolerant went group members

have different viewpoint and opinion. Manager must be fair and heard all ideas that

comes from group members. They also must create work environment which is

group members can freely offer ideas and participate in planning activities of the

units. If group members plan activity of the units manager should provide a

feedback on their performance help others members to make decisions.

CONTROLLING

Definition of the controlling is monitoring activities to ensure that they are being

accomplished as planned and connecting any significant deviations.

1. Pre action control (feed forward)

Pre action control is an input level of production that needed before the start of any

production activities. It involves identifying and preventing problems in an

organization before occur. It is practice and preventative. Hence, future problems

can be avoided. It’s also helps managers to plan work effectively by easier manage

resources such as employees, materials and capital ahead of time. Even though pre

action control may be problematic and slow down the planning process but its help to

prevent the problems that may occur later on. The swandotcom knowledge is the

important of successful relationship with their business partner. The suppliers

provide high quality of the fabric used and partner intend to prove equipment for

served our customer with the excellent services.

2 .Steering control

Steering control focus on what occurs during the work process. The primary goals

are to spot problems and take corrective action before final result achieved.

Imagine a customer who doesn’t even can used any fabric to wear as their daily

clothes due to allergic to one of the fabric used and make sure what fabric that

actually being used by the supplier such as high quality fabric to ensure that its

comfortable for any people even the one that had a problems with sensitive skin.

3. Screening/yes or no control

Screening control is a specify checkpoints that must be successfully passed before

activity proceeds further such as before proceeding to the next sequence an

activity must be approved or meet specific condition.

The swandotcom with a member of designing team must ask for approval for each of

their design that made by the team so that they can ask for opinion from the others

and make enhance of the designed that have made.

4. Post action control (feedback)

Post action control be applied when an action is completed. Its attempts to measure

the result of certain actions. Even though, post action control used alone may not be

as effective, it can provide management with information for future planning.

The vice president had started a tradition, where guarantee for customers receiving

their parcel within two or three days placing an order for online buyers or their money

will be return and receive a discount as compensation.

Conclusion:
As now we acknowledge how an organization or a company works to achieve their

goals. We are learnt about the process of management and being a good

partnership in the business. The basic of management taught us as from the

planning process we can make a strategic plan and take necessary action in order to

achieve the plan for the business. Then , as for organization we know how to

organize the marketing of the business. As a manager, we learn how to be a good

manager and a leader to lead the organization. In leading , we know leaders need to

be mindful , respecting and directing others also establishing mutual trust among

their subordinates so delegation process can be proceed. In controlling we have to

ensure each program that was held archieve their goal to make sure the mission of

the business can be accomplished.