Effective Business Communication: Internal Memo on Communication Audit Results

This memo reports the results of an internal and external communication audit conducted to evaluate the efficiency of the company's communication systems. The audit found problems with inappropriate means of communication, limited organizational network, and ineffective intra-organizational meetings. The memo proposes solutions to these problems and requests compliance from all employees.

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Internal Memo
To: All the Employees
From: Mark Nolan, Managing Director
Date: 1/4/2017
Subject: The report of the organization-wide communication audit
Objectives and Background
The office of the internal and external audit conducted a communication audit to bring
to light the strengths and weaknesses of the company's communication systems. The process
was accompanied by several steps (Little, 2016). The critical areas audited were letterheads,
logo, businesses cards, signage, news coverage as well as other online marketing materials.
One on one interviews, online and telephone surveys, media analysis, and focus groups
research method were used (Martin & Ciurzynski, 2015). Past communications were
collected and evaluated after which customers were questioned to give their opinions related
to communication efficiency. Here, electronic surveys, telephone interviews, one on one and
focus group techniques were employed.
The community was also questioned of the same to let the auditors know what they
knew and thought of the organization. After this, staffs were engaged to give their view about
the efficiency of the communication system as to whether or not they feel it is up-to-date
(Saiewitz & Kida, 2017). Media coverage including radio and television tapes, web coverage
among others about the company was analyzed. After this, the SWOT analysis of the
company’s communication was done and later a plan for future communications was made.
Specifically, the critical purpose of this memo is to give the results of the
communication audit and allow members to know the efficiency of the communication

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system as well as realize the loopholes that ought to be shut. Since communication is an
imperative aspect of any organization, it, therefore, becomes very crucial to respond to any
challenges on the same (Vos, 2018). However, the general aim of this memo is to equip all
the stakeholders of the company with knowledge about what has been happening in the
company, its progress, and the audit’s overall performance as far as communication is
concerned.
Problems
The audit found that apparently, external communication processes such as marketing
and product promotion have been efficient and cost-effective. However, the audit found that
the internal communication processes had the following problems:
Problem 1: Employees are not always choosing the appropriate means of communication for
the context and the audience. More than 70% of the employees are using a means of
communication that does conform to the context of the communication and the audience. The
resultant effect of this is poor message delivery where at times the indented message does not
reach the target receiver.
Problem 2: The internal organizational network is limited and partial to some groups being
left out. The way information circulates within the organization is yet wanting because most
of the employees have not yet known how to communicate effectively, whether formally or
informally. In this case, some groups have been left out (Sarapaivanich, 2916). The
qualitative significance of this is that there has been misunderstanding amongst the
employees themselves and this has instilled a lousy feeling to other employees who get
affected by the same.
Problem three: Intra-organizational meetings are ineffective. The meetings that are held
within the organization are not yet effective for communication process within the company.

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This has left out over 60% of the employees uninformed which is a significant threat to
harmony, togetherness, and teamwork in the company.
Action steps to solve the problems
Problem one: To address the problem of inappropriate means of communication, the
company will hire communication specialists to talk to all the employees on the best criteria
for choosing the appropriate means of communication. All the employees will be required to
physically attend and take notes. This will help them use the proper means of communication
in future depending on the context and audience.
Problem two: To counter the problem of organizational communication network partiality,
the company will advocate for inclusion of all the members, persons and groups in the
internal organizational network to ensure that none is left out uninformed. All the employees
are therefore advised to see to it that they are aware of the network and actively use it for
communication purposes.
Problem three: To solve the problem of ineffective intra-organizational meetings, all the
members, when necessary, will be required to attend intra-organizational meetings and
actively participate to ensure that these meetings become effective in message dissemination
(Zhang & Zhang, 2014). Care will be taken to ensure that the speakers choose the right
communication approach and that the meetings are held conveniently to promote
effectiveness.
Conclusion
In summary, this memo reports the internal and external communication audit that
was done with the aim of knowing the performance of the company and communication
effectiveness. Due to the essential nature of communication, the audit believes that getting
support team to enlighten employees on making the right choice of communication means

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will help bring to end communication ineffectiveness. On the same note, the inclusion of all
the members of the internal organization network as well as making sure that the intra-
organizational meetings are effective will catapult the communication of this company to
another level.
Benefits of compliance
The audit is requesting all the employees of this company to comply with the
proposed solutions for the problems realized after the audit. As known to every one of you,
communication is the sprocket of the bike that rides to the success of any given organization.
Therefore compliance with all the policies stipulated will not only prosper this company but
also bring about harmony and convenience in the company.
Assistance
The company, therefore, is willing and ready to offer full support to all the company
stakeholders to ensure that effective communication is arrived at and that every employee has
access to information conveniently. For any queries, compliments or suggestions, use the
contact details below,
Email: [e-mail]
Cell: 0026836192628

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References
Little, R. (2016). Understanding the role of social media in scientific communications:
Communication audit of the Bureau of Ocean Energy Management. Michigan State
University, 54-60.
Martin, H., & Ciurzynski, S. (2015). Situation, background, assessment, and
recommendation–Guided huddles improve communication and teamwork in the
emergency department. Journal of Emergency Nursing, 35-38.
Saiewitz, A., & Kida, T. (2017). The effects of an auditor's communication mode and
professional tone on client responses to audit inquiries. Accounting, Organizations
and Society, 78-82.
Sarapaivanich, N. (2916). The role of interpersonal communication in developing small-
medium size enterprise (SME) client loyalty toward an audit firm. International Small
Business Journal, 72-88.
Vos, M. (2018). Audit Measurement of Crisis Communication Preparedness across Different
Branches of Government: Sharing Experiences Gained in Finland. Online Journal of
Communication and Media Technologies, 23-30.
Zhang, J., & Zhang, L. (2014). Does Auditors' Transformation to Limited Liability
Partnership Lead to Higher Reporting Conservatism? Evidence from Legal Form
Change of Chinese Audit Firms. Journal of Accounting and Economics, 56-59.