Importance of External Communication in Data Solutions

This memo highlights the significance of external communication in Data Solutions, a data management software company based in Brisbane, Sydney, and Melbourne. An audit process identified three major problems: lack of proper training on effective communication tools, weak network system, and negligence towards improving business communication. The memo suggests solutions to these problems and highlights their qualitative and quantitative significance.

Running head: MEMO
Memo
Name of the student:
Name of the university:
Author note

1MEMO
To: Employees, Data Solutions
From: The director, Data Solutions
Date: March 15, 2018
Subject: Importance of external communication
Data Solutions is a data management software company based in Brisbane. This company
is also spread in Sydney and Melbourne. It is a medium sized company and therefore, the
director of the company is worried about the internal communication process. An audit process
was carried out in the company, which stressed on the significance of business communication.
Communication process in the company consisted of promotion and advertising of the software
products. The audit process that was conducted in the organization highlighted the following
problems that needed to be worked on-
 The employees were not properly trained on the selection of effective communication
tool. This resulted in crisis when the employees were unable to choose between
traditional or modern communication tools.
 It was found out in the audit process that Data Solutions has a weak network system.
This ineffective network within the company resulted in communication gap among the
managers and the employees.
 The managers did not pay much attention in improving the business communication.
Therefore, the routine meetings that were held in the organization did not bring any
effective outcome.
All the three problems were very serious and required immediate attention. As per the
first problem, the employees failed tremendously in choosing an appropriate means of

2MEMO
communication targeting the audience. Their skill gap did not allow them to select between the
traditional and digital form of communication. The qualitative significance such an issue will
lead to effective communication by a training session on different methods of communication
and their benefits. On the other hand, Data Solutions will have a quantitative significance of
selling 100% data management software per annum.
The second problem based on the ineffective system of internal communication within
the organization led to conflicts among the employees. There was no opportunity to share
opinions freely within the company. The director decided to arrange for open forum, which will
make communication easy from both the ends. The qualitative significance of this problem will
improve organizational communication by finding new and innovative ways of communication
within Data Solutions. The quantitative significance of the problem will lead to 50% increase in
sale.
The final problem emerged due to the negligence towards improving internal
communication within Data Solutions. The meetings were held as a mandatory activity but it did
not bring any positive outcome. The qualitative significance of the company will be a proper
two- way communication, which was depended on the size of the company. The quantitative
significance will give way to 100% achievement in terms of sale, expansion, advertising and
promotion.
For overcoming the first problem, the employees of Data Solutions required proper
training by a communication expert. The training will be helpful in making the employees
understand the different forms of communication and their effectiveness in different
circumstances. The employees can get hands- on practice by the communication expert.

3MEMO
To get over the issue of futile networking within the organization, the managers should
adopt action steps. They can arrange for a suggestion box, where the employees will put up their
complaints without mentioning their name. The managers need to listen to the views and
opinions of all the employees, which will make them feel valued in the company.
Active involvement of the participants will help in increasing the advantages of the
internal meetings. Different ways need to be introduced such as face- to- face interviews,
debates, negotiation, role- play, demo selling which will help in grabbing the interest of the
employees. The employees need to be encouraged for participating by offering surprise gifts,
lunch, or snacks on the day of the meeting.
This memo was an effort on the part of the director to make the employees distinguish the
inherent problems of communication in Data Solutions. Highlighting the qualitative and
quantitative implication of all the problems will make the employees realize the importance of
communicating freely to avoid certain contemporary issues. The probable steps of resolution
made their work easy in improving their communication skills. However, the company should
think of linking the compliance for better organizational performance and employee benefits.
Linking the compliance will make the quality of the software products better thus,
increasing their sale in the market. A good compliance program will be beneficial in preventing
any kind of future communication or networking issues that persist in the organization. The
improved compliance program will provide a scope for better performance as it is the central part
of operation in Data Solutions.

4MEMO
The factors mentioned in this memo are only a brief of the entire situation. You can
always contact us directly for further queries. If you require any kind of assistance from our end,
then follow the details provided below.
Call- 022 5749 68405
Mail- [e-mail]