Effective Business Communications: Problems and Solutions

This article discusses the problems in internal communication faced by Data Solutions and suggests solutions to overcome them. It also highlights the importance of professional communication in the workplace.

Running head: EFFECTIVE BUSINESS COMMUNICATIONS
EFFECTIVE BUSINESS COMMUNICATIONS
Name of the Student
Name of the University
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MEMORANDUM
To: All Employees
From: CEO, Data Solutions
Date: 10/08/2018
Subject: Problems in Internal Communications
Objectives and Background
It is already known to the employees of this organization that this company has been doing exceptionally
well in the field of providing data management software to reputed business organizations. The company
has grown over the years and gained goodwill in the market and there is no doubt that each employee has
their own contribution in such success. However it has been seen that the internal communication
regarding business activities at all levels are not perfectly designed and smooth. Intra-company
communication has been hampered in various ways due to various reasons (Bonaccio et al., 2016). The
background to such a statement is the fact that often it has been seen that there are three primary problems
that has been hampering the internal communication process of the company, these are:
1. Decisions made at the executive level are not being communicated clearly and in a timely manner to
the employees.
2. For the most part supervisors and employees do not work in the same offices. Due to this situation, the
supervisor to employee communication is ineffective.
3. Emails are being sent out that are unprofessional.
Problems
1. Decisions made at the executive level are not being communicated clearly and in a timely manner to
the employees- The Company has a policy of weekly and monthly meetings to decide on various new
policies and change the existing policies that are either outdated or that are not any more useful for the
company. These meetings held at the executive and managerial levels are not always properly conveyed
to the employees and often there is an acute problem of communication gap among the executives and the
normal employees. This gap needs to be corrected and soon steps must be taken in order to disseminate
information uniformly.
2. For the most part supervisors and employees do not work in the same offices. Due to this situation, the
supervisor to employee communication is ineffective- The Company is having its regional offices in
various regions, therefore employees working in these offices do not have direct contact with the
managers in the head office. The supervisors in the head office often cannot have regular correspondence
with the employees at the regional offices. This is another reason why there is always a communication
gap between the employees and the supervisors or the managers. The distance must be diminished so that
the flow of the correspondence becomes easier.
3. Emails are being sent out that are unprofessional- This is one of the problems that has been detected in
various levels of the organization from the supervisors to the executives and the employees. This problem
has been seen to be prevailing among the various teams including the crucial sales team of the
organization. The sales team and the customer support team are the two faces of the organization.
Therefore it is imperative that the correspondence practice in these two teams is highly professional.
Apart from that the communication between various teams and employees are sometimes audited and it is

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seen that there is lack of professionalism which is a problem. Therefore the suggested solution may be
giving proper communication lessons to the employees at all level of the organization.
Action steps to solve the problems
a) Problem one- Decisions made at the executive level are not being communicated clearly and in a
timely manner to the employees
The problem lies because there is a lack of proper system that will ensure that the executives are
naturally bound to share with the employees whatever decision has been made at the higher level
meetings and discussions. Therefore it has been decided that each of the executives who attend the
meeting will be bound to share the minutes of the meeting with the junior employees under them. There
will be a list of the employees under each executive and after each of the correspondence has been shared
with a particular employee a tick mark will be given beside the name in that list, this will ensure that no
employee has been left (Cooren et al., 2011).
b) Problem two- For the most part supervisors and employees do not work in the same offices. Due
to this situation, the supervisor to employee communication is ineffective.
It is not very intelligent to accept that in this day of digital media distance is a matter which may
diminish communication. The Company has provided all kinds of amenities in each of the offices and
therefore the employees may keep in touch when and where required. However because the distance
between the various regional offices and the head office has become one of the reasons why
communication has become problematic, the company from now on has decided to ensure that every
week a supervisor visits a regional office, therefore one supervisor must have visited each of the offices
(Keyton et al., 2013). Apart from that each morning it is expected that the supervisors will hold a video
conference meeting with the employees at the regional offices.
c) Problem three- Emails are being sent out that are unprofessional.
As a company with considerable goodwill in the market it is expected from all the
employees that they will be engaging in correspondence that are professional (Iosub & Platon,
2016). It is unfortunate to know that there are email communications within the company which
are very unprofessional in language. Therefore it has been decided that a team with one
communication manager and two communication executives will be formed and in every email
that is being sent this team will be kept in loop (Brink & Costigan, 2015). Therefore when there is
an unprofessional mail being spotted by the team, they will take corrective measures. Also there
will be communication training that will be given to all the employees, supervisors and the
managers.
Closing
It has been chosen that every one of the officials who go to the meeting will undoubtedly impart
the minutes of the meeting to the representatives under them. There will be a rundown of the
representatives under every official and after every one of the correspondence has been imparted to a
specific worker a tick stamp will be given adjacent to the name in that rundown, this will guarantee that
no worker has been left. The organization starting now and into the foreseeable future has chosen to
guarantee that consistently a manager visits a local office, along these lines one boss probably went by
every one of the workplaces. Apart from that every morning it is normal that the chiefs will hold a video
gathering meeting with the workers at the territorial offices. It has been chosen that a group with one
correspondence director and two correspondence officials will be framed and in each email that is being
sent this group will be kept in circle. Along these lines when there is an amateurish mail being spotted by

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the group, they will take remedial measures. Additionally there will be correspondence preparing that will
be given to every one of the workers, managers and the supervisors. These actions will ensure that there is
a proper work environment in the offices of the organization and the communication flow will be proper.
Contact
For further clarification or any query one may email at ceo@ datasolutions.com.
Thanks and Regards.
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CEO, Data Solutions.

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Reference:
Bonaccio, S., O’Reilly, J., O’Sullivan, S. L., & Chiocchio, F. (2016). Nonverbal behavior and
communication in the workplace: A review and an agenda for research. Journal of
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Brink, K. E., & Costigan, R. D. (2015). Oral communication skills: Are the priorities of the workplace
and AACSB-accredited business programs aligned?. Academy of Management Learning &
Education, 14(2), 205-221.
Cooren, F., Kuhn, T. R., Cornelissen, J. P., & Clark, T. (2011). Communication, organizing, and
organization: An introduction to the special issue. Organization Studies, 32, 1149–1170.
Iosub, I., & Platon, E. O. (2016). Theoretical features regarding the evolution over time of the main
communication models used for the study of mass communication. Challenges of the Knowledge
Society, 6, 751-758.
Keyton, J., Caputo, J., Ford, E., Fu, R., Leibowitz, S., Liu, T., . . . Wu, C. (2013). Investigating verbal
workplace communication behaviors. Journal of Business Communication, 50(2), 152-169.