Effective Business Communication

This article discusses the communication issues faced by the Turkey Farmers Association of Australia and suggests action steps to solve them. It also highlights the benefits of compliance to the organization.

Running head: EFFECTIVE BUSINESS COMMUNICATION
Effective Business Communication
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1EFFECTIVE BUSINESS COMMUNICATION
Opening
a) To: The members of the Turkey Farmers Association of Australia
b) From: ABC, the President of the Turkey Farmers Association of Australia
c) Date: 01/Jan/2019
d) Subject: Launching an Australia-wide media campaign
Objectives and background
a) Communication audit process- The communication audit process that is used for the
campaign is that of comparing the CPM cross the television, radio, magazines and
newspapers and picking the options that would give the biggest hike for the budget of the
company. After then it shall schedule the advertisements evenly over every days of the week.
b) Specific purpose- To inform the members of the Turkey Farmers Association of Australia
about the several different communication issue noticed in the business operation in recent
days.
c) General purpose- To solve the issues as early as possible in order to ensure overall long
term success of the company.
Problems
a) Problem one- The members of the Turkey Farmers Association of Australia have
previously complained that they were not being asked for their opinions and decisions that
are made by the organisation. With the same, they were also not communicated to the
members, as the first members knew a decision had been made, was when members saw the
decision being talked about or advertisements were shown in the media. Therefore, the
Turkey Farmers Association of Australia has issues on their internal communication. Also, in
this way the members are not understanding why decisions are being made.
b) Problem two- The members of the Turkey Farmers Association of Australia are located
throughout the Australian region. They conduct work at different places and this makes the
communication difficult and holding a meeting of all members at the same time, almost
impossible. This in turn is making the members completely unaware of the happenings and
the decisions that the managers are taking within the company. However, each member’s
opinion was sought for the new campaign and each member had a month to comment and
give feedback on this campaign to the Turkey Farmers Association of Australia.
c) Problem three- The e-mails that are sent from the Turkey Farmers Association of Australia
are also seen to be very informal and unprofessional. Due to budget restrictions, many staff
are casually employed and student work placements, where students are not paid for their
work, are very important to keep the office of the Turkey Farmers Association of Australia
running.
Action steps to solve the problems
a) Problem one- High level of employee engagement should be considered during the
decision making process (Thompson, 2017). It is to note that employees are the solid
foundation of any successful organisation. Hence, their involvement in each and every aspect
is very necessary in order to gain both personal and professional stake in the organisation as
well as ensuring the overall success. Hence, the members of the Turkey members do not feel
comfortable asking about decisions made by the Turkey Farmers Association of Australia

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should be informed regarding each and every steps that the company is planning to follow
and with the same, they should encourage their involvement and ask for their opinions
regarding the idea or the plan before executing the same. However, it is to mention that
internal communication is not a one way street. It should be flowing from both the ways
(Sharp, 2017).
b) Problem two- As the members of the association as located throughout the Australia,
therefore it is understood that holding regular meetings to communicate on the ideas and
plans is difficult for both the managers as well as the employees for attending them. They are
conducting work at different places and this is making the communication difficult. Hence, in
this case, the managers should make use of online tools in place of that for informing the
members regarding the issue and reports such as video chat, mailing, group calling etc.
Making use of mobile tools is also very effective in this cases (Loo, Mauri & Ortiz, 2016). In
contemporary world, people are accustomed for consuming detailed information in a single
go and they are almost spoiled with the option of getting the true answer for their question no
matter where they are. Today, people are working sitting in different parts of the globe and
hence, there is high need of information when they move around. Similarly, the same goes for
the members of the Turkey Farmers Association of Australia. Hence, the managers should
provide them with necessary tools to ensure the smooth flow of communication related to
internal works by sharing them through tablets and phones (Roshan, Warren & Carr, 2016).
With the same, they could also seek for their feedbacks by conducting online employee
opinion surveys by the help of SurveyMonkey etc.
c) Problem three- Most of the members of the association are practising unprofessional e-
mail sending. Email is one of the integrals to the way that most of the people work (Van
Hoye et al., 2016). Yet, there are people who are misspelling names, faking the urgency and
adding inappropriate CC. It is to mention that if you do not have the permission to CC, then
please keep avoiding the same. One might feel it uncomfortable to be being put on the spot
and to be looped into a discussion. Hence, please ensure that you never assume that it is
completely fine to drag someone new into the conversation before asking the person. Also,
one should use the urgent function only if the mail is actually urgent, Do not be the boy who
cried “urgent!” or else, no would care when you need to send a mail that is really urgent.
Also, I have notices mails with wrongly spelled names. This is really unprofessional. It is not
so hard to spell the name of the recipient correctly. Take your time to do so but ensure that
you are doing it right or else it is just embarrassing.
Concluding
a) Synopsis of the memo- There are several issues that I have noticed in the organisation. The
members are finding the internal communication within the association to be weak as most of
the time, their opinions are not sought and also, there are several information regarding the
decisions made by the organisation that the members are totally unaware about. With the
same, facing unprofessional e-mail sending has become a daily issue within the organisation
which should be stopped as early as possible. There are certain suggestions I have mentioned
above that I think would be helping significantly in improving the current situation within the
Turkey Farmers Association of Australia.
b) Benefit of compliance to the organisation- Compliance to the organisation brings in
several benefits for the parts of the employees as well as the employers. It helps in quality
improvements by helping preventing the failures right before they occur by detecting them at
the early stage. With the same, it helps in ensuring greater efficiency and building brand
loyalty and trust. Having an effective and well communicated compliance program would

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help in signalling to the important stakeholders that it is the top priority for the organisation.
Moreover, it helps in the process of risk management.
Thanks for you extremely obliging attention to this matter. If you have any further queries,
please do not delay or hesitate to contact me. It is always a great pleasure doing business
along with you people. I would be looking forward to hearing from you on our upcoming
meeting, the day after tomorrow.
Contact details- XXX-XXX-XXXX

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References:
Loo, J., Mauri, J. L., & Ortiz, J. H. (Eds.). (2016). Mobile ad hoc networks: current status
and future trends. CRC Press.
Roshan, M., Warren, M., & Carr, R. (2016). Understanding the use of social media by
organisations for crisis communication. Computers in Human Behavior, 63, 350-361.
Sharp, B. (2017), Marketing: theory, evidence, practice, 2nd ed., Oxford University Press,
Melbourne.
Thompson, J. D. (2017). Organizations in action: Social science bases of administrative
theory. Routledge.
Van Hoye, G., Weijters, B., Lievens, F., & Stockman, S. (2016). Social Influences in
Recruitment: When is word‐of‐mouth most effective?. International Journal of Selection and
Assessment, 24(1), 42-53.