Effective Business Communication: Problems and Solutions

This article discusses the problems occurring in the internal communications of Data Solutions and provides solutions to improve effective business communication. It also highlights the benefits of compliance to the employee and/or organization. The article covers the communication process, specific and general purpose, and three problems with quantitative and qualitative significance. The action steps to solve these problems are also discussed. The subject is Effective Business Communication and the college/university is not mentioned.

Running head: EFFECTIVE BUSINESS COMMUNICATION
Effective Business Communication
Name of the Student
Name of the University
Author Note

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1) Opening
a) To: All members of the Data Solutions
b) From:
c) Date: 04.08.2018
d) Subject: Problems occurring in the internal communications of Data Solutions
2) Objectives and Background
a) Describe the communication process: The communication process that is being maintained in the
company is to send the emails to the concerned employees within the proper time. The supervisors and
the employees must have a smooth communication between themselves (Bovee & Thill, 2012). This will
surely increase the effectiveness of the communication process of the people indeed. The proper internal
communication should begin in order to make the workflow smoother than ever. Both the email
communication and face to face communication should be there as well. It will increase the benefits as
well. Data Solutions might suffer from this in the coming future if the employees do not communicate
with each other and the supervisors, too, must work on improving the communication process as well.
They must be able to convince the employees on how to go ahead with the work. (Bovee & Thill, 2012).
b) Specific purpose: The specific purpose of the proper communication process is to provide an internal
environment where the employees can be able to trust each other and have an understanding. This will
surely make the work very easy as well to provide the proper service to the customers.
c) General purpose: The general purpose is to integrate a proper business environment in which the
employees, supervisors and customers can feel safe and within a proper business environment as well
(Bovee, & Courtland, 2012).
3) Problems
a) Problem One- quantitative and qualitative significance: The first problem that can be addressed
here is that many important decisions in the organization are being made in the executive level. However,
these decisions should be made and communicated to the employees so they can follow them (Guffey &
Loewy, 2012). The problem is these essential issues are not communicated to the employees. The
employees keep on following the erstwhile rules while the new rules are being already implemented. This
might create a huge range of communication if 5 of the 10 decisions made are nit properly communicated.
The employees will lose faith on the executive level and their leadership policies (Guffey & Loewy,
2012).
b) Problem Two- quantitative and qualitative significance: The second issue identified here is that the
employees and the supervisors have to work in different offices every day. This is why they do not get the
scope of building a proper understanding between them. This turns out to be a huge problem for everyone
in this situation (Williams, 2013). As per the workforce division, the employees are not permitted to work
in the same office day after day. They have to switch their working locations because of the regulations of
the company. Suppose if Mr. A works in Brisbane office today and go to Melbourne office for the entire
week, he will definitely have problems in coping up with the leadership styles of his supervisors. These
things are very important in shaping up the personality and commitment to work for the employees
(Williams, 2013). He will receive orders from one supervisor, start adjusting with his skills and then the
supervisor is changed. This creates a negative impact on the minds of the employees as well. Thus the
communication process between the employees and supervisors do not get the proper effectiveness as
expected (Brubaker et al., 2014).

2EFFECTIVE BUSINESS COMMUNICATION
c) Problem Three- quantitative and qualitative significance: The third problem described here is the
sending of the unprofessional emails to the employees. This creates a sense of negative impact on the
minds of the employees in a big way indeed. It is simply because most of the employees in the
organization are very serious about their works. If they do not get the proper response from the higher
management in the communication system, their morale will surely slip down indeed. This will be
harmful for the reputation of the company (Brubaker et al., 2014).
4) Action steps to solve these problems
a) Problem One: The employees should be able to communicate with all the higher authority members
of Data Solutions in case of any emergency (Saundry, McArdle & Thomas, 2013). The higher authority
should not just instruct orders to the subordinate level employees. They should always try to be the guide
to the employees in case they are facing any difficulties. This will eradicate the doubts from the minds of
the employees in a big way indeed. The collaboration and communication process should always go on
smoothly as well. The suggestions of the employees should be tracked properly in this case (Conrad,
2014).
b) Problem Two: One of the issues that the employees and supervisors could face in this scenario is that
of the workplace conflict. Some important steps could be taken in this situation to prevent this kind of
conflict (Saundry, McArdle & Thomas, 2013). Some employees have some personal issues with some
leaders or supervisors at their workplaces. In order to solve these issues, the supervisors and employees
should sit down together before the beginning of the day’s work. A light chat about the personal
preferences, likes and dislikes would surely help to put aside the issues between them.
c) Problem Three: The third problem is a very important issue in this regard as well. The emails that are
sent to the employees to make the proper communication are basically not written in the official and
professional format. There is a way to resolve this issue (Zhang & Venkatesh, 2013). The people who are
involved in sending these emails to the employees should build up an idea about the proper professional
format of writing the emails. In order to do this, the Human Resource managers should arrange some
meetings indeed. The experts in writing the emails should provide them with the proper guidance in this
matter indeed. Then the proper communication can be made only. If employees start receiving the proper
professional emails they will start responding to it properly as well. This would make the communication
between the employees and managers smooth (Van De Voorde, Paauwe & Van Veldhoven, 2012).
5) Closing
a) Briefly outline a synopsis of a memo: This memo has provided the detailed problems and the
recommended solutions for the problems regarding to Data Solutions organization based in Brisbane. The
organization has branches at Melbourne and Sydney as well. The organization is currently facing some
problems regarding to the effective communication between the employees and the managers. The
problems must be resolved in order to get the best results very soon. One important thing that could be
discussed in this issue is that of the internal communication problems (Van De Voorde, Paauwe & Van
Veldhoven, 2012). The three problems that are making them suffer are discussed over here. These
problems will be very much harmful as well. The remedies of these problems have been discussed.
Though these are probable remedies, hopefully it can provide a better result. The significance of these
problems have been discussed over here as well (Sokro, 2012).
b) Explain the benefit of compliance to the employee and/or organization: If these recommendations
are implemented in the organization, this would surely help them to increase their communication process
in an effective manner. If the employees and the managers can improve their communication, it will bear
a positive impression on the minds of the employees and the stakeholders at the different levels. Thus
Data Solutions will be able to make more profit because of this (Sokro, 2012).

3EFFECTIVE BUSINESS COMMUNICATION
c) Offer assistance and provide contact details: The address in which the queries can be addressed is
the 59 Mills Street, Brisbane, Queensland, Zip code- 4500. Phone number- [phone].

4EFFECTIVE BUSINESS COMMUNICATION
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