Internal Communication Problem in a Software Company

This article discusses the internal communication problems faced by a software company and provides solutions to improve communication. The article emphasizes the importance of two-way communication, friendly atmosphere, and active communication channels. The specific purpose of improving internal communication is to increase revenues by motivating employees. The general purposes include improving employee performance, successful leadership, and prosperity. The article also highlights three communication problems and provides action steps to solve them.

Running Head: INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
Internal Communication Problem in a Software Company
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1INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
Memorandum on Effective Internal Business Communications
To- All the members of DATA SOLUTIONS
From- The CEO of DATA SOLUTIONS
Date- 4. 9.2018
Subject- Problems and solutions for increasing internal communication problems in an
organisation
Background and Objectives-
It is a truth that living in an era of information technology people today have become
hugely technology-oriented and almost all spheres of work make use of different kinds of soft
wares. Strong business communication is strongly needed to run any business smoothly (De
Villiers, Rouse & Kerr, 2016). The purpose of this memorandum is to inform all the business
members of this organisation that some internal communication issues have been found which
are blocking the way to success. In both of our offices, Melbourne and Sydney this issue has
been pointed out. The data management software sales in DATA SOLUTIONS is being affected
up to greater extents according to the latest survey conducted on the employees and the company
delegates. The objective of this memo is to find out the current situation of internal
communication in DATA SOLUTIONS and how to improve it. There is a need to modify or
change the communication skills used in the company.

2INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
Communication Process-
In an organisation, healthy and effective communication is essential. If the employees do
not communicate properly with the management, they do not feel connected and thereby
affecting the productivity of the company to a great extent (Kang & Sung, 2017). A friendly
atmosphere should be built within the organisation where the staffs are free to share their
feedbacks, their views and criticism against any particular issue. Another right way of
developing the relationships and communication is, in a conference or decision making, all the
employees are invited to put their put forward their opinions. This strategy encourages the
employees to become more productive, creative and committed to the betterment of the
company. Communication must be two-way which can be carried either horizontally or
vertically (Karanges et al., 2015). In a nutshell, the lower level employees also must hold the
authority to convey information to senior officials and not only the high-level personnel
transferring data to the lower ones. An organisation must check every time that each report is
being received by all the staffs. They should use active communication channels such as fax,
emails, memos, meetings, postings, and personal interactions. In case of any discrepancy or
confusion, an organisation must immediately clarify. In fact, the company supervisors and the
employees do not belong to the same office. Even though they are geographically remote (ex-
virtual teams), the company must regularly interact with them as much as possible.
Specific Purpose-
The specific purpose of improving internal communication is to increase the revenues by
motivating the employees so that they can work with passion, determination and trust giving best
outcomes.

3INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
General Purpose-
The general purposes of increasing internal communication in an organisation are many.
The personal value provided by the organisation to the employees leave a significant effect on
the performance level. They feel that they are also an essential part of the company and thus
work harder than before (Kernbach, Eppler & Bresciani, 2015). If the employers communicate
effectively with the staffs their motivation level increases and they become more committed to
the betterment of the company. Employee feedbacks are essential for the manager because it
helps them modify the business policies taking opinion from the employees who are the
foundation of any organisation. It results in successful leadership and ultimately brings
prosperity to everyone.
Problems-
1) Decisions made at the executive level are not reaching to the employees timely and
adequately. This problem is obstructing the flow of business production of DATA
SOLUTIONS, and the employees are complaining of not receiving essential
messages when the after effects are about to penalise them (Nalina & Panchanatham,
2016). It has been pointed out that almost 63% information does not reach even the
third level authorities if the conventional hierarchy of designations is followed. It has
caused more than 4% loss in the regular productivity and two weeks' delay in the
delivery of the product.
2) Since the supervisors and the employees do not belong to the same office, there is a
huge communication gap. One office is in Sydney, and the other is in Melbourne.
Although they stay connected via different communicating tools such as video
conferencing, emails, instant messaging, time to time report analysis, a gap remains

4INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
unresolved because the supervisors are unable to visit the office physically
(Prahutama & Santoso, 2018). It has increased the communicating costs ($320 per
annum), but the ultimately remarkable loss has been incurred on the part of the
company amounting (almost 7 % than the previous years)
3) The business emails that are being sent are mostly unprofessional. It has increased the
confusion level among the executives and the workers too. A professional email
should be written in a formal language and tone with basic greetings and politeness.
A business email should be of correct formatting, sober colour carrying all the
essential information focusing more on the subject matter (Rozdolskaya &
Ledovskaya, 2015). The unprofessional letters have created many difficulties for the
company. It has decreased the relationships with the business partners and the clients
simultaneously reducing the profit rate by 3 %.
Action Steps-
1) The first problem can be solved if each information is conveyed from the executive
level to the employees by using the communication tools correctly. It is the
responsibility of the organisation to check and recheck whether all the staffs are well
aware of the coming changes in the business policies or some particular decisions
made for the betterment of the company (Sherif, Nimran & Prasetya, 2014).
2) The second problem seems to be of greater importance, and it can be erased only if
one or two of the supervisors visit both of the offices on a regular basis and
continuously keep track of the production and operations there.
3) In order to solve the third problem, proper training must be given to the employees or
executives whoever is operating on the technical part which again needs adequate

5INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
communication, and the organisation is supposed to find out and work on the
difficulties and obstacles the employees are facing (Zahedi, Shahin & Babar, 2016).
Closing-
Hence, from this particular memorandum, all the respectable representatives of DATA
SOLUTIONS are well informed about the crucial problems that the company is facing. The
memo shows how the internal communication problems are affecting the external factors too.
The executives are requested to work on the above mentioned issue. All possible support from
the part of the CEO will be provided and the employees are asked to put forward their difficulties
and help the company become more successful. The above mentioned strategies can bring
excellent results if each; collaborate equally. In case of any issues, every one of the organisation
can contact on this number – 08775 . They are assured of receiving the best solution to their
respective problems.

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7INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
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