Business Communication

This paper discusses the communication audit process and suggests action steps to solve communication problems in Data Solutions, a medium-sized organization in Brisbane. The three major problems identified are lack of communication in the executive level, different offices for supervisors and employees, and unprofessionalism in the company mailing system. The paper provides qualitative and quantitative significance of these problems and suggests measures to overcome them. The memo is beneficial for employees and management to maintain effective communication and operate successfully in a competitive business environment.

Running head: BUSINESS COMMUNICATION
Business Communication
Name of the Student:
Name of the University:
Author note:

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1. Opening
a. To: The stakeholders of the Company
b. From: The CEO of Data Solutions
c. Date:
d. Subject: Business Communication
2. Objectives and Background
a. Communication audit process
In this competitive environment, businesses need to stay active every now and then.
Effective communication is the most crucial element required in every aspects of life,
notwithstanding whether it be in the field of work or personal life. Communication is the key
to success and if not done effectively it can result in failure of the entire business
(Bano&Zowghi, 2015).
b. Specific Purpose
This paper will provide a memo in the response of the provided case study on the
organisation called Data Solutions that is medium sized organisation in Brisbane. The
business of this company is to sell the data management software. However, it recent years, it
is facing numerous challenges in its business operation and the three major problems that is
case study has identified are all related to communication. Those problems are- (1) Decisions
made at the executive level are not being communicated clearly and in a timely manner to the
employees (2) For the most part supervisors and employees do not work in the same offices.
Due to this situation, the supervisor to employee communication is ineffective (3) Emails are
being sent out that are unprofessional.

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c. General Purpose
The employees of the company are failing to maintain an effective communication within the
workplace. This paper shall briefly define those issues and would suggest few short yet
effective action steps in order to solve them successfully. This memo will be made for each
of the members who are working in this company.
3. Problems
a. Problem one- lack of communication in the executive level
Qualitative significance
Communication has a deep influence on the quality of a work. It requires a proper
network among the higher authority and the low level employees. As a result of that it
requires a proactive approach. However, lack of communication will lead to disruption in the
quality of work and create misunderstanding in the job (Putnam, Myers&Gailliard, 2014).
Quantitative significance
Productivity is considered to be the major factor for a company. In this regard, it is
highly important for a company to continue its business by providing production and
services. It can generate more profit for the company. However, disruption in the
communication and the untimely attitude will pave the way for the Company to face severe
challenge in the operation (Putnam, Myers &Gailliard, 2014).
b. Problem two- different office for the supervisor and the employees
Qualitative significance
Leadership is identified as one of the major facet in a team that can deliver motivation
and influence to the team effort. It is imperative for the leaders in an organisation to motivate

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the team members in order to generate quality productions. However, situating in different
offices there will be little scope for the employees to get motivated by the leaders and it
results the degradation in the product quality (Tourish, 2014).
Quantitative significance
It can be argued that the leaders are supposed to monitor their employees in order to
generate production more and more. This process is strictly related to the increase in profits
for the companies. However, working in different offices does not give the opportunity to the
leaders to monitor their subordinates and as a result of that it can cause an adverse impact on
the company (Tourish, 2014).
c. Problem three- unprofessionalism in Company mailing system
Qualitative significance
A professional attitude is very important for a company. It not only incorporates the
attire or the looks but also involves the professional mailing system as well in order to make a
better facility. However, unprofessionalism facilitates damage in the company image to the
employees and reduces its credibility (Bancheva & Ivanova, 2015).
Quantitative significance
As far as the quantitative significance is concerned, it can be stated that the
unprofessional mailing will lead to blockage in the internal communication of the company.
Moreover, it can cause biasness in the decision making and implementation process
(Bancheva & Ivanova, 2015).

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4. Action Steps to solve the problems
Problems Action Steps
1. Problem one- Decisions made at the
executive level are not being
communicated clearly and in a
timely manner to the employees in
this organisation
1. The Human Resource team of the
company must look after that a
continuous internal meetings are
been held in between the employees
and the executive level so that they
could clearly communicate about the
decisions made, the changes that
they are planning to execute and
every minor changes that are
necessary for the employees to
know.
2. The HR team should plan to start an
internal mailing website so that
every minor details for the
employees should be transferred to
them through mails. This will make
the employees feel that there the
business is transparent to them and
they will work more effectively (Li
& Hsu, 2016).
2. Problem two- Supervisors and
employees do not work in the same
offices.
1. The business managers should plan
to keep the supervisors and their
respective teams to keep at the same

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office so that they could
communicate well whenever they
need to, at least during the project.
3. Problem three- Emails are being
sent out that are unprofessional
1. Proper training should be given to
the ones who are in charge of
sending mails to the employees.
They must be informed well about
the importance of professional mails.
2. If not training, the company must
hire a professional candidate who
have proper knowledge about e-
mails and their formats. In this way,
such practices could be stopped and
neither the employees nor the
customers will no longer ignore the
mails.
5. Closing
a. Synopsis of the Memo
Hence, from the above discussion it is clear that the company- Data Solutions is
undergoing some challenges that are not that critical but are ultimately creating a serious
problem for the business. Both the customers as well as the employees are not happy with
this conduct and an atmosphere of negative communication has been formed within the
working environment. The three general problems are working as a barrier to maintain

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effective communication within the employees, the general staffs, the supervisors and the
customers in productive manner. The business is getting influenced by this.
b. Benefit of compliance
However, certain measures have been suggested for the part of employees and
management team to overcome these issues. If these measures are followed accurately,
significant and visible change will be experienced by the entire team. This is turn will help
the company is successfully operating in this competitive business environment without
losing any customers.

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6. References:
Bancheva, E., & Ivanova, M. (2015). Informal learning in the workplace. In Private World
(s) (pp. 157-182). SensePublishers, Rotterdam.
Bano, M., &Zowghi, D. (2015). A systematic review on the relationship between user
involvement and system success. Information and Software Technology, 58, 148-169.
Li, M., & Hsu, C. H. (2016). Linking customer-employee exchange and employee innovative
behavior. International Journal of Hospitality Management, 56, 87-97.
Putnam, L. L., Myers, K. K., &Gailliard, B. M. (2014). Examining the tensions in workplace
flexibility and exploring options for new directions. Human Relations, 67(4), 413-
440.
Tourish, D. (2014). Leadership, more or less? A processual, communication perspective on
the role of agency in leadership theory. Leadership, 10(1), 79-98.