Effective Business Communication: Internal Memo on Communication Audit Results

Running Head: EFFECTIVE BUSINESS COMMUNICATION
EFFECTIVE BUSINESS COMMUNICATION
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EFFECTIVE BUSINESS COMMUNICATION
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

EFFECTIVE BUSINESS COMMUNICATION
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.