Recommendations to Mitigate Internal Communication Problems Report

This report identifies and addresses internal communication problems within an organization, focusing on issues such as unclear communication from executives, poor supervisor-subordinate relationships, and unprofessional email practices. Root cause analysis is employed to understand these problems, leading to practical recommendations. Solutions include establishing effective communication channels, training supervisors in interpersonal skills, and educating employees on corporate email etiquette. The report emphasizes that a robust communication framework is essential for organizational success, fostering employee motivation, trust, and participation, ultimately contributing to improved market performance and profitability. The document contains a list of references at the end.

Running Head: MEMORANDUM 1
To: All Employees
From: CEO
Date:
Subject: Logical and Practical Recommendations on How to Mitigate Problems Within the
Internal Communication Structure of The Organization.
Objective and background
It has come to my notice that despite the external market success of how company the
company is still saddled by internal problems. The long terms effects of the problems have
drawn my attention and thus prompting me to gain more insights on the roots and causes of
the problems and thereafter formulate strategies to be implemented by all the subordinates of
the organization. The specific purpose of the latter is to gain more insights on the problem
through a rational research and carrying out root analysis to understand and internalize the
problems in a more business-related manner. This would translate to formulation and
implementation of logical and business sensitive recommendations on how to tame the
problems commencing from its root cause and issues. The general purpose of the research is
to ensure that the problems encountered by the organization internally does not spill out to
the market place. The company just graduated from being a startup company and it is still
trying to expand its market coverage by ensuring care of the needs of the target market.
However, these efforts could be sabotaged if the internal problems emanate to the overall
market. Data solutions is in competition with other technological firms and thus effective
problem management is essential and paramount.

MEMORANDUM 2
Problem one
There has been numerous complains on the manner and time in which decisions made
at the executive level are disseminated to the subordinates. Through research based on clear
and informed grounds the decisions are communicated in an unclear manner and in the wrong
timing. By employment of root analysis, it is evident that the issue could be arising from the
presence of malfunctioned channel of communication from the executive level to the
subordinate level. From a qualitative point of view this could lead to uncertainty and
confusion on what tasks undertake overall employees (Kokemuller, 2017). These would
result to chaos on the objectives of the organization since some subordinates would be
undertaking tasks out of the systematic and future direction of the organization. On
qualitative dimension this would lead low levels of production caused by an ineffective
production process. This would translate that the company would be at risk of losing its
market share to its competitors due to the supply of malfunctioning data management
software. The latter means that the company would damage and loss its market reputation
thus translating to low profit margins which is usually the main objective of the organization.
Problem two
Secondly recently supervisors have not been closely working with the subordinates
translating to a poor working relation between the subordinates and the supervisors. Through
the employment of LMX theoretical framework it is evident the issue could have been
brought about by the authoritative nature of the supervisors who lack intellectual empathy
and thus cannot easily understand the experiences and issues brought about by the
subordinates. The issues particularly emanate from their daily tasks. On a qualitative point of
view this would translate to increased stress in the work place accompanied by low work
motivation. This means that most of the subordinates would be trapped in situations of
emotional management due to the authoritative nature of the supervisors who exude lack of
intellectual empathy. The main objective of most subordinates would be making through a
normal workday without confrontations. On a quantitative perspective the latter would lead to
Hierarchical Mum Effect which describes a situation whereby the subordinates fear
communication certain information to the supervisors to ensure that their relationship is
secure and healthy (Youssef, 2013) Actually this would compromise the overall functioning

MEMORANDUM 3
of the organization since subordinates are in fear of reviling certain important information
that could assist in the boosting the functioning of the organization. Thus, the quality of the
organization output would be compromised resulting to loss of market share to competitors
translating to low profit margins.
Problem three
Thirdly emails circulating within the organization are unprofessional and not
conforming to the ethics of corporate email. Through a research within the organization it
blatantly clear that most employees are not aware of the rules spelt out in the ethics of
corporate emails. According to (Advantage- Positioning.Com, n.d) Unprofessional emails
encompasses the use of abbreviations and emoticons such as FYI to mean for your
information. On a qualitative point of view the subordinates would not treat the information
with the much-needed seriousness resulting to slow turnover and coordination of tasks within
the organization thus compromising the quality of the output. On quantitative dimension,
email makes use of the internet thus any unprofessional email could land into the hands of
unintended readers maybe in the supply chain translating to the damage of the organization
market reputation (Daniel, 2013).
Solution to problem one
To mitigate the problem of unclear and wrong timing of communication of the
organization decisions to the subordinates, an effective and practical communication channel
should be developed between the organization’s executives and the subordinates (Ali, 2016).
The communicational channel should be accommodative and flexible so as that it can adapt
to future hierarchical changes and reshuffles within the organization. However, the system
would not succeed without the employment of qualified and experienced human personnel to
oversee the docket. The success of this would accrue the organization much more economical
benefits resulting from increased output. According to Florence, 2015 the presence of an
effective communication system hypes the employees to work towards the achievement of
the organizational goals.

MEMORANDUM 4
Solution to problem two
To achieve mutual workplace relationship between the supervisor and the
subordinates, the organization should pump more funds to facilitate the training of
supervisors on how to effectively handle subordinates. The supervisors should play a major
role in the execution of tasks to boost the morale of the subordinates (Wael, Nabawy and
Dewydar, 2015). Moreover, the organization might resort to laying off some supervisors and
employ more competent and experienced personnel. This would boost the workforce
motivation and in the long run kill the Hierarchical Mum effect (Mutuku and Mathook, 2014)
Solution to problem three
Dissemination of professional information through the electronic mail is vital for the
organization image. Thus, to mitigate the circulation of unprofessional information the
organization should pump more resources to facilitate the training of the employees on the
ethics of corporate electronic mails. Moreover, the organization should make a list of ethics
in the workplace to regulate unprofessional conduct. According to (EPCC career services,
n.d) ethics at the work place would create a moral professional and responsible environment.
Closing
 Opening of the memorandum. It encompasses the description of the subject and the
receivers of the information
 Objectives and background- entails the explanation of the general and the specific
purpose of research on the causes of the communication problems.
 Description of the problems independently and the quantitative and qualitative
significance of each
 Expounds on the systematic steps to following order to mitigate the problems
permanently
 Closing of the memorandum and it encompasses the benefits accrued by the
organization for having an effective and reliable communication channel.

MEMORANDUM 5
From the above it is evident and clear that an organization success is determined by
the effectiveness of its communication channel. All the intermediaries in the communication
channel such as the executives, departmental heads, supervisors, and the subordinates should
be properly aligned to facilitate the effectiveness and reliability of the communication
framework within the organization. An informed communication channel should be able to
successfully tackle the needs of the subordinates, manifest motivation, boost the employee-
management trust, positively evoke employee participation, and ensure that uncertainty is
replaced with certainty within the organization framework (Husain, 2013).
Assistance and Contact
For the good and future market success of data solutions will need to work together to
overcome all our internal problems particularly pertaining communicational hitches. An
effective team work will ease the process of implementation.
Thank you
CEO, Data Solutions.

MEMORANDUM 6
Please Find Attached:
Advantage Positioning.Com (n.d). 23 rules for corporate email etiquette. Lakeland, Florida.
Retrieved
from:https://www.advantagepositioning.com/wpcontent/uploads/2013/06/23_Rules_o
f_Corporate_Email_Etiquette.pdf
Ali Abdi (2016). The influence of internal communication channels on employee
performance in nonprofit organizations in Somalia. United States international
university- Africa. Retrieved
from:http://erepo.usiu.ac.ke/bitstream/handle/11732/3058/SUMEYA%20ABDI
%20ALI%20EMOD%202016.pdf?sequence=1&isAllowed=y
EPCC career services (n.d). Ethics in the Workplace. Retrieved
from:http://www.epcc.edu/CareerServices/Presentations/Ethics%20in%20the
%20Workplace.pdf
Florence Otoo (2015). Effect of communication on employee performance at Ghana revenue
authority, Kumasi. Retrieved
from:http://ir.knust.edu.gh/bitstream/123456789/9197/1/OTOO%20FLORENCE.pdf
Jemima Daniel (2013). Impact of E-Mail communication: International Journal of Innovative
Research in Science, Engineering and Technology. Retrieved
from:http://www.rroij.com/open-access/impact-of-email-communication.pdf
Mutuku Katunge, and Petronilla Mathooko (2014). Effects of organizational communication
on employee motivation: a case study of nokia Siemens networks Kenya. Retrieved
from: http://iajournals.org/articles/iajispm_v1_i3_28_62.pdf
Neil Kokemuller (2017). How Does Poor Communication Affect an Organization? Bizfluent.
Retrieved from:https://bizfluent.com/info-8380825-poor-communication-affect-
organization.html

MEMORANDUM 7
Wael M, EL Nabawy and Saleh Dewydar (2015). The Optimum Relationship between
Managers and Employees: Dept. Marketing and International Business. CMTCH.
Cairo, Egypt. Retrieved from:
http://ijbssnet.com/journals/Vol_6_No_8_August_2015/14.pdf
Youssouf Linda (2013). The Effects of Hierarchal Structures and Complex Policies on
Organizational Communication: Presented to the Faculty in Communication and
Leadership School of Professional Studies. Retrieved
from:http://web02.gonzaga.edu/comltheses/proquestftp/Youssouf_gonzaga_0736M_1
0289.pdf
Zareen Husain (2013). Effective communication brings successful organizational change:
Department of Business Administration, Aligarh Muslim University, Aligarh, India.
Retrieved
from:http://www.abrmr.com/myfile/conference_proceedings/Con_Pro_12315/7-
dubai13.pdf