Effective Business Communication: Addressing Internal Communication Challenges

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This memo addresses critical communication issues within Data Solutions, focusing on the lack of clarity in executive decisions, communication gaps between supervisors and employees across branches, and unprofessional email practices. It analyzes the qualitative and quantitative significance of these problems and proposes practical solutions, including staff meetings, chat portals, video conferencing, and formal email training. The memo emphasizes the importance of effective communication for enhancing employee engagement, productivity, and overall organizational success.

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BUSN20017: EFFECTIVE BUSINESS COMMUNICATION
Assessment One: Practical Assessment: Professional Written Communication
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Table of Contents
Memo............................................................................................................................................................. 3
1). Opening....................................................................................................................................................3
2). Objectives and background...................................................................................................................... 3
3). Context......................................................................................................................................................4
4). Problems................................................................................................................................................... 4
5). Action to solve the problem......................................................................................................................5
6). Closing......................................................................................................................................................6
7). References................................................................................................................................................7
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Memo
1). Opening
a) To: Executive managers
b) From: CEO, Data Solutions.
c) Date: 6 August 2018
d) Subject: Problems in the internal organisation communication
2). Objectives and background
a. Specific Purpose–The executive level of the management is having a focus on the enhancement of the
productivity and performance of the employees which are not communicated properly with the staff
working in the organisation. The management does not involve the staff members in the decision making
and communicates the purpose behind the decision made by the management. Develop a medium of
communication between the supervisors and employees in the company to enhance communication
regarding the work. It is found that emails are circulated among the staff members in the unprofessional
manners which declines the value of the emails and also does communicate effectively in the
management.
b. General Purpose–The general purpose of this memo is to enhance effective communication in all of
the management level and in the staff members. It is essential that gap in between the management and
employee has to be bridged by an effective communication medium. It is found that employees are not
communicated from the management side regarding the decisions which develop for the better
productivity and performance of the employees. The purpose of this memo is to analyse the identified
problems and develop effective solutions for them. This memo is mainly based to find the ways to
enhance communication in between the management and employees to decline the confusion in
management and operational staff members.
3). Context
The memo is based on the communication problem found in the internal management of the company and
it is essential for the management to take serious action on this identified problem. The memo will define
and analyse the problems of the internal management of the company regarding the communication. Lack
of communication in the management and staff can because of the failure of the organisation so it is
essential to resolve these issues and develop a better process of the communication. This memo will
introduce some recommendations for the company to implement which can help to enhance the
communication level and develop a better change in the performance and productivity of the employees.
Recommendations on the analysed problems will help to develop a better communication channel to
decline confusion in the management and employees. It will also help to implement a change in the use of
e-mails in the organisation to enhance the formal communication regarding the work.
4). Problems
a. Problem one –It has been identified that decisions which are made at the executive level of the
management in the company but these are not properly communicated to the employees. Although these
decisions are taken by the executive level of the management based on the needs of the employees due to
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lack of clarity and timely in the communication these decisions will not effectively implement in the
organisation. These decisions are taken for the betterment of the employees by the higher management
but lack of timely communication declines the effectiveness of the managerial decisions. It is essential for
the management to communicate decisions which have to be implemented in the organisation time and
have to be communicated with an appropriate medium (Ruck and Welch, 2012).
 Qualitative significance – Avoidance of employees in the decisions making is negatively
affected on the employees.
 Quantitative significance – Decisions are not informed timely which makes a delay in the
implementation of the decisions on the employees.
b. Problem two –Coordination in the seniors and juniors is essential for the better performance of the
organisation as well as to produce quality output. It is found in the company that senior and junior
employee does not work in the same office which develops a communication gap in them. Monitoring
and the supervisory process are affected by this cause so it is essential to bridge resolve this problem in
the organisation. Supervisors of the company cannot provide their feedbacks to the employees regarding
their performance and work so it is essential to develop a better solution regarding this problem. The head
office of the company is located in the Brisbane and the branch offices are located in Melbourne and
Sydney which is the key reason behind the communication problem in the supervisor and employees.
 Qualitative significance – Gap in the supervisors and employees effects on the quality aspect of
the production of employees.
 Quantitative significance – Gap in the supervision of the employee's effects negatively on the
profits and revenues.
c. Problem three –Formal communication is an essential and significant element to manage in the
company. The third problem which is identified in the internal management is most of the e-mails are sent
in an unprofessional manner. It is essential for the company to manage the formal communication level in
the organisation which can help to implement the orders and manage a flow of the communication in all
of the management levels. It is essential to send emails in the pure professional manner according to
format, writing and mentioning to the higher management in the CC (Welch, 2012).
 Qualitative significance – Unprofessional e-mails decline the seriousness and value of the
communication.
 Quantitative significance – Orders are not implemented due to the unprofessional e-mails which
increases the operational cost of the company.
5). Action to solve the problem
a. Problem one–Two major factors are found in this problem which unclear and delays in the
communication from the side of executive management to communicate with the employees regarding the
decisions. Staff meetings are an effective medium which can be used in the company to communicate
about the decisions in the employees with proper clarity and timely. Each and every decision has to be
discussed with the employees before implementation. Email can also use by the management to
communicate about the decisions in the employees by writing an e-mail with a proper format and
information but it is essential to communicate after finalising decision for the employees. Notice Boards
can also use to communicate employee about the decisions made by the executive level of the
management. After finalising of a decision it can be communicated to the employees with the notice
board which is cheaper and fast communication method for communicating about a decision in the
internal management of the company (Karanges, 2014).
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b. Problem two – Multiple branches of the company has developed a communication gap in between the
supervisors and employees which negatively effects on the quality output and feedbacks of the
supervisors of the company. In this problem, it is essential to use an informal way of communication
which can help to communicate supervisors with the employees regarding their work. Different chat
portals and video conferencing tools are available as; Spark, Skype etc. which can be used to bridge
the communication gap which is negatively affecting the monitoring work of the supervisors. The chat
portals are fast to provide feedback regarding a particular work. A supervisor from another branch of the
company can communicate easily and in a faster manner with the employees to provide a feedback and to
analyse the work progress by the employees (Wright, 2016).
c. Problem three–E-mails is considered in the formal way of communication in the organisation and it is
essential to manage the value and seriousness of the e-mails in the organisation. Formation and writing of
e-mails is the significant part which has to be managed by the sender. Training is an effective method
which can help to develop a better formal communication in the internal management. The company have
to provide training to employees in the organisation for writing a formal mail in the organisation. It will
help the company to develop a better formal communication with appropriate transparency. Training on
formal emails from experts can help to write a better formal email from employees in the company.
Training through presentation slide will be effective to use to link all staff members in the training
program (Rajhans, 2012).
6). Closing
a. Briefly outline a synopsis of the memo–This memo has discussed the major issues found in the
internal communication of the company. It is essential for the company to make changes in
communication mediums for the internal management to enhance the communication level in the
management and employees. It will help to develop trust and coordination in the management and
employees in the organisation. Monitoring will become stronger through the use of technology in the
communication. Chat portals and video conferencing tools are effective to bridge the communication gap
in between the branches located in different cities. Formal and informal both communications are
essential to managing in the organisation for which recommendations are provided in this memo.
b. Offer assistance and provide contact details – All of the recommendations are based on the
identified problems and these are focused to enhance the productivity of the organisation. If anyone found
any query can mail on this mail ID - hello@data-solutions.com.au.
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7). References
 Karanges, E. R. (2014). Optimising employee engagement with internal communication: a social
exchange perspective(Doctoral dissertation, Queensland University of Technology).
 Rajhans, K. (2012). Effective organizational communication: A key to employee motivation and
performance. Interscience Management Review, 2(2), 81-85.
 Ruck, K., & Welch, M. (2012). Valuing internal communication; management and employee
perspectives. Public Relations Review, 38(2), 294-302.
 Welch, M. (2012). Appropriateness and acceptability: Employee perspectives of internal
communication. Public Relations Review, 38(2), 246-254.
 Wright, M. (Ed.). (2016). Gower handbook of internal communication. CRC Press.
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