Effective Business Communication: Issues, Solutions, and Recommendations

This memorandum sheds light on the issues and problems faced by the company due to inappropriate internal communication. It highlights the communication gap between management and employees, ineffective communication between supervisors and employees, and unprofessional etiquette of email. The memorandum provides solutions and recommendations to address these issues.

Running head: Effective business communication
Effective business communication
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MEMORANDUM
To: The employees
From: The Chief Executive Officer
Date:
Subject: Inappropriate internal communication
Objectives and background
Audit process
The memorandum intends to shed light on some issues and problems which are being faced by
the company. It has been reported in the audit process that some internal issues are affecting the
growth of the company even though the external marketing communication of the company is
effective.
General purpose
The issues highlighted in the audit process are; the communication gap between management
and employees and ineffective communication between supervisors and employees due to the
fact that supervisors and employees work in different offices.
Specific purpose
However, as per the audit process unprofessional etiquette of email is the major concern which
needs immediate attention to be resolved.

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Problems
Unprofessional etiquette of email
Inappropriate email etiquette is the major challenge that is affecting the customer hold of the
company. The report of last 1 year suggests that many clients have switched to other companies
because of the fact that they receive unclear communication from the end of the organization.
Apart from that, it must be noted that even the internal communication through email is
extremely unprofessional in language as well as in manner. For instance, most of the emails are
seen without a professional business manner which further fuels an effective communication
within the organization. In regard to this, it must be noted that employees do not have proper
knowledge of how to handle a problematic situation and how to escalate some issues to the
management level (Heide & Simonsson, 2014). In relation to this issue, it has been observed that
employees do not feel comfortable to seek any help or feedback from the seniors.
Communication gap between management and employees
The major problem faced by the company is that there is a lack of proper communication
between the management and the employees. It has been observed that after taking a decision by
the executives and managers, it is not conveyed to the employees. As a result, several incidents
came in the limelight which reports several consequences in the daily affairs (Mäkelä, 2018). For
instance, one instance has reported that without proper implementation two new job posts have
created. This resulted in serious problems since the employee did not know that that they should
report to. This lead to serious confusion as the management did not communicate the entire
process to the employees. This not only created confusion but also created an outrage among the

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employees due to disorganization within the company which in turn adversely affected the
productivity of the company.
Ineffective communication between supervisors and employees
The third major issue which demands immediate response is the communication gap between the
supervisors and the employees as supervisors and the employees work in different offices. As per
the observation as well as feedbacks received, supervisors, as well as employees, face a lot of
challenges in terms of coordinating with each other. It has been often observed that supervisors
experience difficulties while communicating with the employees. For example, in case of any
confusion regarding any tasks supervisors are unable to guide their subordinates as they work in
two completely different centers. In a similar manner, the employees do not get proper
clarification and guidance to complete a task flawlessly. As a result, it is that the rate of disputes
is higher than production. Thus such improper management at work is causing dissatisfaction
among most of the employees and for this reason a considerable rate of employee resignation
over the last 6 months (Men, 2014).
Solutions to the issues
Solution to problem one
In order to give recommendations on the issues and challenges identified, it needs to be
mentioned that more than external improvement, the internal communication of the company
needs to be improved. To begin with, the very fast issue needs to be highlighted. The major issue
needs to be addressed that is inappropriate etiquette of email. Effective training and development
are required to be implemented which would include learning session for the employees on the

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proper way of professional emailing. Since the company deals in the service sector, it requires
that the employees must convey their ideas and thoughts in a professional manner as well as
understand the client’s requirement while communicating with them (Cardon, 2014). Specialized
persons can be appointed in order to make the people learn about the professional etiquette of
sending emails.
Solution to problem two
Meanwhile, in order to solve the communication gap between the employees and the supervisors
since they work in different offices, the supervisors and employees can be divided into several
groups or teams. Since supervisors are less in numbers in comparison with the employees, the
employees can be divided into team equally with one supervisor each (Goetsch & Davis, 2014).
The teams would be shifted in an equal number between the two centers with their respective
supervisors. In this way, the supervisors would be able to troubleshoot the issues while guiding
the employees in order to do any task and in a similar manner this would be helpful for the
employees while seeking help from the seniors.
Solution to problem three
In the meantime, due to the improper manner of communication between the managers and the
employees, several consequences occurred which adversely affects the productivity as well as
the internal environment of the company. Thus in order to solve the issue, a proper
communication plan needs to be implemented. The improvement would make the managers
understand the need of communicating the decision taken for the betterment or in order to
implement any change within the organization. Hence interaction session between employees
and the managers can be introduced keeping the better communication in mind (Quirke, 2017).

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The interaction session would be more effective if it is arranged on a monthly basis. Through the
interactive session, the managers or executives would allow the employees their issues,
challenges, feedbacks, queries or any other concerns including their point of views (Delgado et
al., 2014).
Closing
However, a general overview of the entire memorandum will be given below in order to give a
better understanding.
As discussed above the three issues needs to address that are; inappropriate communication
between managers and employees, the communication gap between employees and their
supervisors and most importantly unprofessional etiquette of mailing.
After a brief analysis, recommendation for each issue has been given keeping the growth of the
company in mind. Thus your cooperation in respect to the matter is desirable. For further
assistance, you can reach me over the below-mentioned details.
Thank you,
Chief Executive Officer
Email Id:
Contact Details:

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References
Cardon, P. W. (2014). Business communication: Developing leaders for a networked world. New
York, NY: McGraw-Hill Irwin.
Delgado, A., Weber, B., Ruiz, F., De Guzmán, I. G. R., & Piattini, M. (2014). An integrated
approach based on execution measures for the continuous improvement of business
processes realized by services. Information and Software Technology, 56(2), 134-162.
Goetsch, D. L., & Davis, S. B. (2014). Quality management for organizational excellence. Upper
Saddle River, NJ: pearson.
Quirke, B. (2017). Making the connections: using internal communication to turn strategy into
action. Routledge.
Men, L. R. (2014). Strategic internal communication: Transformational leadership,
communication channels, and employee satisfaction. Management Communication
Quarterly, 28(2), 264-284.
Mäkelä, K. (2018). Knowledge exploitation through knowledge management and internal
communication. Journal of Business Communication, 46(4), 103-156
Heide, M., & Simonsson, C. (2014). Developing internal crisis communication: New roles and
practices of communication professionals. Corporate Communications: An International
Journal, 19(2), 128-146.