Professional Written Communication

This memo discusses the issues faced by the Turkey Farmers Association of Australia and provides solutions to overcome them. It covers the communication audit process, identified issues, and solutions to overcome them.

Running head: PROFESSIONAL WRITTEN COMMUNICATION 1
Professional Written Communication
Name of the Student
Name of the Instructor
Course Code
Date

PROFESSIONAL WRITTEN COMMUNICATION 2
1) Opening
According to the given scenario, it has been found that the Turkey Farmers Association
of Australia is trying to launch an Australian based media campaign for encouraging the
Australians to eat turkey on a daily basis in their diet. They are trying to convince the Australians
that it is not about eating turkey only during the Christmas rather they can in-take turkey as an
alternative of chicken and red meat in a less expensive manner and which can also make their
health conditions better (Farahbakhsh et al., 2017). All the members of Turkey Farmers
Association of Australia have given their opinions regarding the campaign which was going to
happen and over there four different companies have presented their proposal regarding the
enhancement of turkey sales. Moreover, three different issues have been identified that need to
be addressed by the President of Turkey Farmers Association of Australia.
To: The members of the Turkey Farmers Association of Australia
From: President of Turkey Farmers Association of Australia
Date: 12th December 2018
Subject: Proposal and recommendation for increasing the sales of turkey by Turkey Farmers
Association of Australia.
2) Objectives and background
The main objective of this memo is about addressing of the issues of the members in
Turkey Farmers Association of Australia by enhancing their communication skills followed by
providing effective marketing strategies for the betterment of the turkey meat business. It can be

PROFESSIONAL WRITTEN COMMUNICATION 3
seen that four different producers of meat have submitted their marketing proposals which can be
effective to make a better recommendation for Turkey Farmers Association of Australia.
a) Description of the communication audit process
A communication audit process is a way toward distinguishing inside and outer
correspondence qualities and shortcomings. It is a route for an organization to comprehend past
correspondence rehearses, how well the objective market is educated of your organization, how
well the present communication process is working, and what future specialized techniques
could be utilized (Yilmaz, Comak & Turgut, 2016). At the point when the interchanges review is
finished, an organization ought to have the capacity to comprehend and assess the objectives,
adequacy, reach, and fulfillment of their present communication methodology and execution.
The four steps that are necessary to consider during the communication audit process are
as follows:
1. Recognizing and setting the degree and system: Fundamentally, it is important
to pick up an exhaustive comprehension of the association and its procedure. All
the more explicitly, it is required to discover the issues the review ought to
examine and after that need to comprehend what an individual is attempting to
accomplish (Smit-Kroner & Brumby, 2015). Likewise in this stage, it is
prescribed to increase senior administration purchase in, consequently
recognizing the gatherings of people and conceding to a philosophy.
2. Revelation process: This progression is centered around research. Essential
research could incorporate meetings, center gatherings, studies, and so on.
Optional research will essentially audit paid, earned and possessed media.

PROFESSIONAL WRITTEN COMMUNICATION 4
3. Refining process: The refining procedure includes evaluating the gathered
information. Now, it is imperative to recognize designs that are available in the
examination and need to draw out key bits of knowledge.
4. Translation: At last, it is required to recognize the communication gaps and
openings. It is necessary to review several areas such as message delivery and
quality checking, identifying the quality of the relationship with the audiences,
and evaluating the audience communication (Aydogdu & Yenigün, 2016).
b) Specific purpose
The specific purpose of the memo is about identifying the issues that are faced by the
members of Turkey Farmers Association of Australia and accordingly solutions are required to
be given for overcoming those issues of the members.
c) General purpose
The general purpose of the memo is about choosing the best strategies from the four
strategies that are being presented with the case study and accordingly solutions need to be given
for overcoming those issues.
3) Problems associated with the case study
a) Issue one
The first issue that is being faced by the members of Turkey Farmers Association of
Australia is that they are not being asked for their personal opinions when any kind of serious
decisions are being taken by the Turkey Farmers Association of Australia. The members-only get
aware of the decisions of the association when they follow any kind of advertisements that are

PROFESSIONAL WRITTEN COMMUNICATION 5
being shown in the media. This particular scenario provides a clear idea about the fact that there
has been an issue of internal communication within Turkey Farmers Association of Australia.
b) Issue two
In the second issue, it has been stated that the members of Turkey Farmers Association of
Australia used to stay at various locations around Australia and during the time of an important
meeting it becomes very difficult for the association to conduct a meeting for all the members
belonging to Turkey Farmers Association of Australia. This issue results in poor coordination
among the members and which further leads to less productivity of turkey meat.
c) Issue three
The emails that are being sent to the members of Turkey Farmers Association of
Australia are not at all professional and due to the restriction of the budget, they have employed
many unskilled staffs by giving them less money. Placements have also being given to the
students in Turkey Farmers Association of Australia but still, they failed to pay the salary to the
students even after making them work very hard.
4) Action steps that are required for solving the issues
a) Solution one
The steps for improving internal communication within Turkey Farmers Association of Australia
are as follows:
1. Making both the mission and vision clear for the employees (Ruesch et al., 2017).
2. Strengthening the connection with the employees.
3. Implementation of online project management tools (Quirke, 2017).

PROFESSIONAL WRITTEN COMMUNICATION 6
4. Defining proper hierarchy structure for both Turkey Farmers Association of
Australia and its members.
b) Solution two
When the members staying in different locations are trying to conduct meetings then the
best way to perform that kind of meeting is via online meetings (Sallam, 2016). The application
of online meeting can be very effective in this kind of issues and it allows people to participate
and get connected even when staying in remote locations. Four best kinds of online meeting tools
that can be used are Adobe Connect Pro, GoToMeeting, and Skype for business, and WebEx
Meeting Center. The ways for solving all members’ feedback on the proposed new campaign are
as follows:
1. The feedback given to the Turkey Farmers Association of Australia need to be
positive and the suggestions given by the members need to be clear.
2. The discussion of the members needs to be constructive.
3. Forming opinion for the group at large.
c) Solution three
In the past, it has been found that the email sent to the members was not professional and
due to which there has been a misunderstanding between the members and the Turkey Farmers
Association of Australia. There have been several mistakes being committed by the organization
which made those emails to be unprofessional. In a few emails there had been no attachment
given which might be useful for the members in their work (Byrk et al., 2015). Moreover, in a
few emails it can be seen that the name of the members was wrong and which created a chaos

PROFESSIONAL WRITTEN COMMUNICATION 7
among the members. The email structure can be improved in the following ways which are as
follows:
1. Writing meaningful kind of subject line.
2. Writing the message in a clear and focused manner.
3. Proofreading the messages clearly.
4. Showing proper respect to the recipient.
5) Closing
All the issues that are being presented in the case study are being identified and
accordingly, solutions are being given for overcoming the issues by the Turkey Farmers
Association of Australia.
a) Outlining a synopsis of the memo
Firstly, the issues of the members belonging to Turkey Farmers Association of Australia
are being identified. Then, the strategies given by four companies are being studied and the best
strategy is being chosen. Later on, the solutions related to three issues of the members of Turkey
Farmers Association of Australia are being discussed.
b) Explanation about the benefit of compliance to the employee and organization.
According to the strategy being given by Company 1, it can be recommended that
telecasting the ads about turkey for a repeated number of times could be effective in attracting
people towards turkey meat.
c) Offering assistance and providing contact details.
Turkey Farmers Association of Australia

PROFESSIONAL WRITTEN COMMUNICATION 8
Telephone [phone]
Fax [phone]
[e-mail]
Business hours
Monday-Friday 9:00am – 5:00pm

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6) References
Aydogdu, M. H., & Yenigün, K. (2016). Farmers’ risk perception towards climate change: a case
of the GAP-Şanlıurfa Region, Turkey. Sustainability, 8(8), 806.
Byrk, A. S., Gomez, L. M., Grunow, A., & Le Mahieu, P. G. (2015). Byrk, Anthony S., Louis
M. Gomez, Alicia Grunow, and Paul G. Le Mahieu, Learning to Improve: How
America's Schools Can Get Better at Getting Better. Cambridge, MA: Harvard Education
Press, 2015.
Farahbakhsh, J., Hanbazaza, M., Ball, G. D., Farmer, A. P., Maximova, K., & Willows, N. D.
(2017). Food insecure student clients of a university‐based food bank have compromised
health, dietary intake, and academic quality. Nutrition & Dietetics, 74(1), 67-73.
Quirke, B. (2017). Making the connections: using internal communication to turn strategy into
action. Routledge.
Ruesch, J., Bateson, G., Pinsker, E. C., & Combs, G. (2017). Communication: The social matrix
of psychiatry. Routledge.
Sallam, A. S. (2016). U.S. Patent Application No. 14/708,690.
Smit-Kroner, C., & Brumby, S. (2015). Farmers sun exposure, skin protection, and public health
campaigns: An Australian perspective. Preventive medicine reports, 2, 602-607.
Yilmaz, H., Comak, M. B., & Turgut, F. (2016). ANALYSIS OF FACTORS RELATED TO
FARMERS'BENEFITING FROM SAFFLOWER (Carthamus Tinctorius L.,)

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PRODUCTION SUPPORT: THE CASE OF CENTRAL ANATOLIA IN
TURKEY. JAPS: Journal of Animal & Plant Sciences, 26(5).