Improving Communication Process in Data Solutions Organization
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Added on 2023/06/10
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This memo highlights the importance of a good communication process in a company and the problems faced by Data Solutions Organization due to communication breakdown. It also provides action steps to solve the problems.
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To: Employees From:C.E.O Date: Internal communication Objectives and background Communicationprocessis the steps that an organization takes to communicate successfully.Communication process must be comprised ofa person sending, recipient, encoded message, and medium of exchange and decoded message.In simple terms communication process is abouttransferring a thought or idea from one individual or group of people to another individual or group of people so that it can be understood and acted upon. Specific purpose The purpose of a good communication process in a company is to enable employers and employees from Data solutions organization to refocus their efforts around building strong relationships, inside and outside their company(White, Vanc & Stafford, 2010). The result of inculcating a good communicating process in a company include an increase in sales and earned trust. An effective communication process also allows employees to review their progress along a longer-term path, which you reduces frustration over supposed audience resistance. Therefore, it is a mandate of every employee to ensure that there is a smooth flow of information among the leaders and themselves(Frandsen, & Johansen, 2011). Moreover, there should be a proper communication within the organization concerning the decisions made by the executive management committee. General purpose A proper channel should be implemented to enhance effective communication between the supervisors and the employees. There should be a constant follow up on the activities being done by all employees. Problem One:Lack of Proper communication to employees concerning decisions made at executive level. Decisions made at the executive level are not being communicated clearly and timely manner to the employees. (Friedl & Verčič,2011). Media preferences of digital natives’ internal communication: A pilot study.Public Relations Review,37(1), 84-86),a survey was conducted by a number of employees which it lucidly revealed that the
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decision made are not adhered to the latter. Several interviews were conducted and the data collected from the participants’ responses shown that there is a breach of communication between the executive and the employees. For instance, the graphs which were drawn and the charts also displayed a higher percentages of employees who do not follow the instructions. There was also a research based on the qualitative techniques likewise. Some of the frequently used methods include. One-on-One Interview. An in-depth interview was conducted among the executive members and some of them as elaborated byWelch (2012)clearly that there is need for a remove. The essence of using this technique is that it offers a wonderful opportunity for gathering of the needed data about the topic. Problem Two:Communication is ineffective because the supervisor and employees are not in the same office. 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. A group was formed to look at the matter so as to find out why is that the communication between the employees and the supervisors are ineffective. These individual did some analysis and came up with a concrete reason for such a challenge.Johansen, Aggerholm, & Frandsen (2012) saidthat the major cause of ineffective flow of information is the fear, employees are afraid to approach the supervisors to ask for more clarification on some tasks. In addition, there was a certain research for Ethnographic which only a targeted individuals are reached at. This research elaborated that some for the reasons why there is ineffective communication is due to the problems associated with culture, some individual challenges, and lack of motivation to employees among others. Problem Three:Unprofessional emails being sent out Emails are being sent out that are unprofessional. This problem can be viewed in two perspective i.e. quantitatively and qualitatively. For instance, Looking at the quantitatively, according toKaranges, Johnston, Beatson, & Lings (2015)we see that texts, images and objects which are examples of observable contents are to be enhanced via several measurements and verified forms. But to this organizations, when such contents are viewed, it did not yield the best and needed results. The format of writing such emails, were not up to the standards of writing emails. Action Steps to solve the Problems. Problem One: Lack of Proper communication to employees concerning decisions made at executive level.
This problem is associated with decision making at the executive level which are not being communicated vividly and timely to the employees. The first step is to define the problem. The executive leadership needs to sit down and find out what is the cause of the information not being communicated clearly and timely to employees. The second step is to look at potential causes. For any problem to rise, there is always a force that drives it to occurrence. If this is found and solved, there is a chance of smooth flow of the information within the entire organization. The third, according toVerčič, Verčič & Sriramesh(2012) identifying alternative for approaches to solve the problem. The team can brainstorm and try to find other methodologies and techniques of solving the problem. It’s not always advisable to have only one approach. This is because it back fires, then it means that the problem will persist to be there. For instance, (Men, 2014)a situation whereby the decision of the executive management is not being adhered to, a solution can be to include the employees. This will make them feel part and parcel of the team. Fourth is selecting an approach to enhance solving of the problem. At this point, the best approach is chosen or selected at most, this approach is likely to solve problem. The Firth is planning to implement the best alternative.Quirke (2017) elaborates thatone needs to look and visualize how the situation will resemble after being solved. Viewing on the best procedure to solve the challenge and also look at the implementation. Sixth one is monitoring how the plan will be implemented. At this point, indicators of success are clearly monitored. What is expected should be seen. Finally, verification whether the problem is solved or not. View on the flow of the decision between the employees and the top management level. If there is smooth flow of the decisions and adherence to them, then the plan is a success. Problem Two: Communication is ineffective because the supervisor and employees are not in the same office. A well-structured facility layout can be improvised and incorporated to enable both the employees and supervisor to be working in the same room. The supervisor’s room can be partitioned for the purpose of privacy (Mazzei, 2010). Supervisors will be at the same office as their subordinates so that they can keep track of the progress on the task at hand. The supervisor will also be required to be available at all times and it will be better if the supervisor creates a closer relationship with their employees.
Problem three:Unprofessional emails being sent out. The organization should incorporate personnel training. Employees should be trained on how to use emails and the proper ways of writing professional emails. There should be supervision for all internet activities done within the companies’ resources .No personal or unprofessional emails should be allowed to be sent. Synopsis of the Memo. The memo tries to elaborate some problems that have been experienced within the organization due to communication breakdown. The CEO writes the memo to employees highlighting some actions to be taken. Benefits of compliance to the employees and/or organization. When there is compliance, the organization is likely to grow. Employees will feel safe and secure in there working places and a high cooperation will be enhanced within the working environment hence increasing productivity. For more information contact The CEO, Data Solutions Email: example@gmail.com Phone: xxxxxxxxx
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References. Frandsen, F., & Johansen, W. (2011). The study of internal crisis communication: towards an integrative framework.Corporate Communications: An International Journal,16(4), 347-361. Friedl, J., & Verčič, A. T. (2011). Media preferences of digital natives’ internal communication: A pilot study.Public Relations Review,37(1), 84-86. Johansen, W., Aggerholm, H. K., & Frandsen, F. (2012). Entering new territory: A study of internal crisis management and crisis communication in organizations.Public Relations Review,38(2), 270-279. Karanges, E., Johnston, K., Beatson, A., & Lings, I. (2015). The influence of internal communication on employee engagement: A pilot study.Public Relations Review,41(1), 129-131. Mazzei, A. (2010). Promoting active communication behaviours through internal communication.Corporate Communications: An International Journal,15(3), 221-234. Men, L. R. (2014). Strategic internal communication: Transformational leadership, communication channels, and employee satisfaction.Management Communication Quarterly,28(2), 264-284. Quirke, B. (2017).Making the connections: using internal communication to turn strategy into action. Routledge. Verčič, A. T., Verčič, D., & Sriramesh, K. (2012). Internal communication: Definition, parameters, and the future.Public relations review,38(2), 223-230. Welch, M. (2012). Appropriateness and acceptability: Employee perspectives of internal communication.Public Relations Review,38(2), 246-254. White, C., Vanc, A., & Stafford, G. (2010). Internal communication, information satisfaction, and sense of community: The effect of personal influence.Journal of Public Relations Research,22(1), 65-84.