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Communication Process - Sample Assignment

   

Added on  2021-04-17

5 Pages992 Words121 Views
Interoffice MemoTO: All EmployeesFROM: Stephen Vance, DirectorDATE: March 28, 2018SUBJECT: Improvement in the internal communication processDear Colleagues,I feel concerned while sharing the findings of communication audit that took place recently. The audit covered the entire organization and attempted to assess the quality of internal and external communication process in the company. It is relieving to know that the external communication process is highly efficient in our organization. However, the internal communication process is incompetent, and audit reveals several problematic areas that need serious attention. To be specific, the quality of inter-employee communication is not satisfying thereby affecting the productivity and customer service. A poor communication strategy not only affects the organization’s goal achievement process but also creates hatred and differences between employees, which is not acceptable. The aim is to devise a focused action plan to correct the present situation. It is crucial to strengthen the overall internal communication process to create an open and collaborative work environment within the organization. Multiple focal points should be addressed to improve the vertical and horizontal communication lines internally.Problem Areas

The first issue relates to the choice of appropriate means of communication in different situations and with different audiences. If we fail to select the most efficientchannel of communication to deal with our offline and online customers, we may remain incompetent in solving their queries. Further, it is crucial to choose between an email and a face to face interaction according to the demand of the situation. The selection of medium plays a vital role in different circumstances whether it is giving feedback to a subordinate or sharing creative ideas for new product development. Animbalanced approach may lead to a high number of dissatisfied customers which would ultimately cost money to us.The second problem raises concern about the quality of communication networks thatprevail within the organization. The audit report discloses that the communication network is partial and some groups of employees do not get relevant information on time. The impact of inadequate information flow is visible on the organizational citizenship behaviour in the form of low morale, high attrition rate and internal conflicts. It is vital to understand that solidarity in the workforce can help in improving the business processes thereby providing a competitive advantage to the firm.The third major finding of the audit is the ineffectiveness of the inter-organizational meetings. The meeting is a constructive platform for discussing business goals and plans; however, meetings in our organization are not fruitful and fail to achieve the intended outcomes. The explicit impact is visible through poorly executed projects and elapsed deadlines. It is a fact that futile meetings eat up a significant chunk of business money. Action StepsProblem 1

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