Effective Business Communication: BUSN20017 Audit Process Memo

This document presents a memo addressing the implementation of a communication audit process within Data Solutions, a company specializing in data management software sales with locations in Melbourne, Sydney, and Brisbane. The memo identifies problems in internal communication, including ineffective use of communication tools, limited communication flow between headquarters and site locations, and a lack of periodic internal meetings. An action plan is proposed, including training programs for new communication tools, development of a cloud architecture for improved coordination, and a schedule for monthly meetings. The memo concludes by emphasizing the benefits of these solutions, such as improved employee relationships, enhanced resource sharing, and better decision-making. It recommends focusing on face-to-face meetings and respecting the cultural feelings of employees to achieve organizational goals and project success.

Assignment on
Effective Business Communication

Contents
1. Opening.........................................................................................................................................2
To:......................................................................................................................................................2
From:.................................................................................................................................................2
Date:..................................................................................................................................................2
Subject:..............................................................................................................................................2
2. Objective and Background.............................................................................................................2
Communication Audit Process...........................................................................................................2
Specific Purpose................................................................................................................................2
General Purpose................................................................................................................................2
3. Problems........................................................................................................................................3
Problem 1..........................................................................................................................................3
Problem 2..........................................................................................................................................3
Problem 3..........................................................................................................................................3
4. Action Plan.....................................................................................................................................3
Solution of problem 1........................................................................................................................3
Solution of problem 2........................................................................................................................3
Solution of problem 3........................................................................................................................4
5. Closing...........................................................................................................................................4
Synopsis of the memo.......................................................................................................................4
Benefits..............................................................................................................................................4
Contact Details..................................................................................................................................5

1. Opening
To:
Employees from the site location Melbourne and Sydney
From:
Employees from Head quarter situated at Brisbane
Date:
10 April, 2018
Subject:
Implementation of communication audit process
2. Objective and Background
Data Solution is the small company which deals with the sales of software related to data
management. The company is widely spread in Melbourne and Sydney. The head-quarter of
the company is in Brisbane. The marketing strategy of the enterprise is effective due to the
transparent flow of external communication between the employees and the third parties. The
company is facing problem in managing internal flow of communication with efficiency. In
this paper, we are looking forward to design a memo for resolving the issues associated with
the flow of communication between internal employees.
Communication Audit Process
This process helps in resolving the issues which exist with the internal flow of
communication within enterprise
Specific Purpose
The specific purpose is to explore Coordination in the working activities of the employees
General Purpose
The general purpose is to maintain formal and informal communication between the internal
employees, managing periodic meetings, coordination among activities, better functional
output of the employees

3. Problems
Problem 1
Employees are not effective in making the choice of communication tools for the
coordination
Qualitative analysis: Restriction from the employees to change their traditional methodology
of communicating with the advanced communication tools
Quantitative analysis: Limitation of time to learn new technology of communication
Problem 2
No complete communication flow between the internal members of the enterprise and
Limitation in the communication network
Qualitative analysis: The head office Employees are not likely to communicate with the
employees located at site location
Quantitative analysis: Limited knowledge
Problem 3
No periodic arrangement of internal meetings
Qualitative analysis: Head office employees do not want to visit at site
Quantitative analysis: Reports on factual data are not generated
4. Action Plan
Solution of problem 1
The action plan for problem 1 is to arrange training and development program to make the
employees aware about the new social media tools for sharing information and development
of the organization chart for managing the effective flow of report analysis to manage
coordination among activities
Solution of problem 2
The action plan for problem 2 is to Develop a cloud architecture for the internal employees to
manage proper coordination of activities by deploying resources and other relevant
information from the cloud, Scheduling of cloud training program, Experts of IT to transform

the present working tactics to the cloud environment, and Managing video conferencing
among employees who are located at far off places
Solution of problem 3
The action plan for solution 3 is to manage monthly schedule of periodic meeting,
development of the agenda, preparing minutes of meeting, report presentation, and preparing
document of suggestions for improvement
5. Closing
It is concluded that the effective implementation of the designed memo helps in resolving the
problem associated with communication process among the internal workers of the
organisation. The training and development program helps in making the employees aware
about the new social media tools for sharing information. The proposed communication
process helps in developing good and healthy relationship among head office employees and
site location employees
Synopsis of the memo
Goal: The focus is to propose communication audit process for the internal employees of the
enterprise
Limitation of the current communication plan: No scheduling of meeting and no proper use
of communication tools
Proposed solution: Scheduling of the periodic meetings among the stakeholders
Target audience: Internal employees of the enterprise
Feedback from the employees: Positive feedback helps in increasing the motivation among
employees and negative feedback opens the path for improvement
Benefits
The analysis of the case study helps in analysing the limitation of the traditional
communication process which is adopted by the enterprise for the organization functioning. It
is recommended that the focus should be given on the target audience to manage the face to
face periodic meetings among them. The effective decision can be taken by analysing flow of
communication among the team members. The cultural and traditional feelings of the

employees should not be hurt. Benefit of the communication audit process is highlighted
below:
 Helps in achieving the goal of the company
 Helps in completing the project on time
 Increasing sale of the business
 Resolving problems of conflict, chaos, and distraction among the employees
 Respect to the cultural feelings of the employees
 Effective sharing of resources and equipment
 Coordination and controlling of the process undertaken
 The effective decision can be taken by analysing flow of communication among the
team members.
 Good and healthy relationship among head office employees and site location
employees
 Widening the area of communication network
 Accomplishment of the project mission
 Minimizing the chance of failure
 Knowledge Improvement
 Sharing of new ideas and opinion
Contact Details
Designation: Project Manager
Email: Christopher2018@ redifmail. Com
Mob no.: 9875432123