Effective Business Communication: A Case Study on Fixing Internal Communication Process within Organisation

This case study focuses on the problems faced by Data Solutions Company due to the lack of communication between executives, supervisors, and employees. It suggests steps to mitigate the issues and improve internal communication tools such as employee meetings, email processes, and brainstorming consultations. Compliance with the recommendations can lead to quality improvement, risk management, and increased efficiency of employees. Contact details are provided for additional support.

CASE STUDY
EFFECTIVE BUSINESS COMMUNICATION

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1) Opening
a) To: All the employees
b) From: Manager of Data solutions company
c) Date: 26.07.18
d) Context: Fixation of internal communication process within organisation.
2) Purpose and background
One of the major objectives of the memo is to focus on the other operating requirements and gaps present
in internal process of communicative transmission. Within the case study, it is observed that the decisions
making process prepared by the executives are not properly communicated to the staffs within given time.
Due to this problem the staffs are not learning to manage their task in an effective way. Again, it has also
been found that the senior managers and employees do not cooperate with each other while performing
their tasks. This may be because the junior employees do not want to receive any work related feedbacks
from their supervisors. As a result of which the entire management of internal communication is
hampered within the organisation. Moreover the organisation does not have any registered process of
email conversation where most of the mails sent are unprofessional in nature. Therefore, focusing on
these issues the memo will demonstrate clarifying suggestions to mitigate the problems within Data
solution.
a) The audit process of communication
Audit communication will be conducted by the supervisors of the organisation to recognise the potentials
and weakness as well. Most importantly this audit process of communication will help mitigating the gaps
in internal communication occurring inside the organisation. This process of audit will be carried out by
carrying out a survey process and by appointing a specific employee to evaluate the ongoing operations
and performance of the staffs (Vom Brocke et al., 2014). It has been found that quality feedback provided
by the customers will allow the organisational employee to analyse the performance of the workplace.
Presently there are several issues that have been encountered within the work place where the first one is
due to the lack of decision communication medium, second one is associated with gap in communication
between senior level employee and the other members.
b) Primary purpose
The main purpose of the process of audit is to introduce internal communication tools such as employee
meeting, email process, and brainstorming consultation process between employee and executive staffs.
c) General purpose
The basic process of the audit process is to improve the process of internal form of communication and
develop new tools for business communication within Data solution.

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3) Problems
a) Problem one—quantitative and qualitative significance
Quantitative significance of the initial problems is found in method of communication is disseminating
the decision making. It is seen that the decision taken at the level of hierarchy are often not communicated
to the subordinate employee of organisational hierarchy. This is mostly due to the lack of communicative
tools and process. Qualitative significance of the process shows that majority of the staffs are unable to
realise the need for executing decision and owing to this firm’s production are falling down drastically.
b) Problem two—quantitative and qualitative significance
Quantitative view point asserts that it is evident that the staffs and managers do not cooperate with each
other in the same office premises. These issues are resulting in the lack of management determination
amongst the staffs. Staffs are not able to manage their own staffs; they are not able to recognise their
flaws. The qualitative significance shows that the rate of consumer preference for the brand is declining.
c) Problem three—quantitative and qualitative significance
Quantitative point of view in the third problem shows that the emails sent to the employees and customers
are not professional in nature. Due to these problems, communications between the staffs may not be
registered within workplace.
4) Steps to mitigate the issues
a) Problem one
For mitigating the problems taking place due to the gap in decision making it is necessary to conduct a
scheduled conference for the entire members of the organisation. In the course of the course the executive
or the head of the meeting can bring in to notice all the decision making information and requirements by
encouraging and engaging the staffs in the course of decision making (Sarapaivanich & Patterson, 2015).
b) Second problem
By introducing tools for internal forms of communication such as brainstorming form of consultation
between supervisors and the staffs. Regular two way feedbacks procedures on the staffs and supervisors
can help in understanding the problems taking place (Ghobadi & Mathiassen, 2016).
c) Third problem
For solving the problems that are taking place resulting from the sending of unprofessional mail. It is
necessary for the employees to apply a complaint against the unprofessional and unregistered mail. The
complaint form is required to be checked by the supervisor and forwarded to the managers so that they
can take proper action against the unofficial email (Davis, Frolova & Callahan, 2016). Mail messages are
most common form of internal communication process.
5) Closing

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Regular on month update will be done to ensure the progress of action plan to mitigate the gaps. It is
essential to supervise the actions taken to ensure the wellbeing of the working performance. The entire
problem taking place within the organisation will be timely notified to the employees through informed
meeting and daily feedback will be provided on the work progress (Gibson & Sodeman, 2014).
a) Briefly outline a synopsis of the memo
The memo outlines the issues that are taking place presently within the Data solution company due to the
lack of communication in between executives, supervisors and employees. It has been seen that the
company lacks relevant communicative format and tool to discuss with the employees. However, by
applying the recommendation program for fixing the internal process of communicative medium, the
company will be able to assist the employees to deal with different problems. There is huge gap in
communicating the decision making process and communication with type lower level employees which
is major problems within Data solution (Binder, 2016). Focusing on these factors the memo has clearly
outlined the recommending solution for each of the problem.
b) Advantages of compliance to the employee and/or organisation.
There are several advantages of the compliance with the employees and workplace such as quality
improvement, risk management, increased efficiency of the employees (Jackson, 2014). Regular
compliance to the employees allows in spreading the compliance all over the organisation thereby
building an environment of corporate management within the workplace premises. Risk occurrences are
natural within bigger workplace. Therefore, this compliance will help in prior identification of the
problems and reduces the repeated correction of tasks thereby increasing efficiency ( Raina & Roebuck,
2016).
c) Offering support and provide contact details
The most essential requirement of the memo is to offer essential additional service to the client as per the
requirement of the clients. In this aspect all the clients will be clearly notified about the actions and
problems that are taking place within the workplace.
Contact: office address
Phone number: 1244678980

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Reference list
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