Business Communication & Research: XYZ Corporations Report Analysis

This report analyzes the communication issues within XYZ Corporations, a finance firm with multiple domestic locations and international customers. The report begins by exploring data collection methods, specifically online surveys, to understand the communication gaps among employees. It then provides recommendations for improving communication, including ethical codes of conduct and regular training. The report also includes a message to employees from the CEO regarding business expansion and a proposal to the CEO outlining solutions such as implementing internal chat servers, teleconferencing tools, and Big Data analytics to address communication problems. The proposal details the purpose, problem statement, proposed course of action, materials/tools, schedule, costs, and recommendations for successful implementation. The report emphasizes the importance of addressing these issues to facilitate the company's expansion plans and improve overall performance.

XYZ Corporations
Business
Communication &
Research

Business Communication & Research
Table of Contents
Introduction..............................................................................................................................................2
Part 1: Data Collection Method...............................................................................................................2
Set of Advantages................................................................................................................................2
Set of Disadvantages............................................................................................................................3
Part 2: Report...........................................................................................................................................3
Part 3: Message to Employees.................................................................................................................4
Part 4: Proposal to CEO...........................................................................................................................5
Title......................................................................................................................................................5
Executive Summary.............................................................................................................................5
Introduction..........................................................................................................................................6
Purpose.............................................................................................................................................6
Problem Statement...........................................................................................................................6
Discussion............................................................................................................................................6
Proposed Course of Action..............................................................................................................6
Further Materials/Tools to be used..................................................................................................6
Schedule and Costs..........................................................................................................................6
Recommendations & Conclusion........................................................................................................6
References................................................................................................................................................8
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Business Communication & Research
Introduction
XYZ Corporations is a finance firm that is based out of Australia and operates from four
different domestic locations. The organization serves domestic and international customers
and is under the expansion phase. There are over 250 employees engaged with the
organization distributed across four different business units.
There are communication issues that have been observed in the company and the report
analyses the same.
Part 1: Data Collection Method
In order to understand the communication issues, it is necessary to gather data sets describing
the major conflict areas, primary gaps, current scenario, expected scenario, and likewise.
There are various methods that may be used for the purpose of data collection, such as online
surveys, questionnaires, personal interviews, group discussions and so on.
The method which is apt for this scenario is online surveys. It is the method in which the
employees of XYZ Corporations can fill out a questionnaire shared over the network. The
identity of the employees may be kept anonymous or may be revealed as per their comfort.
The idea behind the selection of this method is due to the geographically spread business
units and large number of employees. The conduction of other measures will be time-taking
and higher on cost as well.
However, there are pros and cons associated with online surveys as the method of data
collection.
Set of Advantages
 The method will be cost-effective in nature as there will be no cost spent on the
infrastructure and resourcing. The survey will be shared over the network and the
employees will be asked to give their response.
 The employees will be free to give their honest opinion as they may choose to keep
their identity anonymous (Harlow, 2010).
 The survey will reach to all the employees located at diverse business locations.
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 The management will find it easy to analyse the response and draw conclusions as the
grouping of the data sets will be easier with the aid of automation of data handling
and analysis.
Set of Disadvantages
 The detailed description of the issues and problems may be difficult to gather as
compared to measures like personal interviews.
 The employees will be required to be reminded multiple times to have a good
response rate (Nulty, 2008).
 There may be fraud responses filled in by the employees which may be difficult to
track.
Part 2: Report
January 18, 2018
The primary aim of a business organization is to ensure that the customer expectations and
met and the customers are served with best quality services and products to have increased
profits and revenues. So is the case with XYZ Corporations as well. In order to achieve these
goals, the team collaboration and team playing of the human resources is of utmost
importance.
In the four different geographical locations of the company, there are over 250 employees
that are engaged with the company that belong to different age groups, cultural backgrounds,
communities, and gender. Also, the skills, knowledge, and experience of these employees
vary.
Recommendations
Some of the recommendations for the diverse set of employees to achieve their respective
project goals along with the organizational goals are as listed below.
 There shall be an ethical and professional code of conduct that must be set-up and
complied by all the resources (Acs, 2014).
 There must be bi-monthly trainings provided to the employees on the development of
professional and soft skills.
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Business Communication & Research
 A strategic alignment shall be formed between the project goals and organizational
goals.
 There must be regular inter-department and intra-department sessions, activities and
discussions organized by the company.
 Every team must publish a weekly portfolio on any of their project-related topic on
the company portal.
Summary
There are 43% females and 57% of the male employees that work in the organization. Out of
these employees, 65% are below 35 years of age and 10% are above 50 years of age. The
organizational structure includes senior-level management at the top spot in the hierarchy
followed by middle level managers, lower-level managers and operational staff in the same
order. The top-level management comprises of 12% of the overall employees. 60% of the
staff is at the operational level.
There must be group discussions and activities organized by the company to minimize the
cultural, and knowledge gaps.
Please let us know if you have any concerns over the information that is shared and we will
be more than happy to assist you.
Best Regards,
ABC
Data Analyst
Part 3: Message to Employees
To: All Employees of XYZ Corporations
From: John Hanks, CEO, XYZ Corporations
Date: January, 18, 2018
Subject: Strategy for Business Expansion
Our company has decided to expand at the global level due to the enhanced competitive
rivalry and new entrants in the market.
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Business Communication & Research
The financial sector in Australia has witnessed a drop by 12% in the overall market shares in
2017. The numbers are expected to drop further and we are therefore, required to take
necessary steps to emerge out as winners in the tough times.
Our customer base has been marginally implicated due to the changing nature of the market
and we tend to maintain and enhance our customer base by revising our business schemes
and policies.
We will be relocating some of our employees so that they may contribute better towards the
process of business expansion that will be initiation next month. Also, we will be developing
a fresh web portal for interacting with our customers. There will be a new social media
development department that will be set up for maintaining customer relationships and some
of the employees will be shifted to the department as per their skills and our requirement
(Twarowska, 2013).
There are financial start-ups along with small and media scale enterprises that have captured
over 45% of the total market and we need to establish the services to have a distinguished
place among our competitors and peers. The transformations in the organizational strategy
may introduce some changes in the business operations, techniques, and methods. It is
expected that the XYZ Corporations family of employees will work together as a team to be
able to establish an excellent brand image (Amoako, 2016).
We are also open to suggestions and recommendations from our employees that may assist us
in the process of business expansion. Let us all pledge to work together towards a smooth
expansion and transition.
Part 4: Proposal to CEO
Title
Solution to the Business Problems & Issues
Executive Summary
XYZ Corporations is a financial firm that is suffering from the communication issues among
the employees due to their diverse backgrounds and geographical locations. These issues may
impact the organizational growth in its process of business expansion. The proposal is written
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to the CEO of the company to recommend the tools and techniques that may be used for the
resolution of the issues.
Introduction
Purpose
The purpose of the proposal is to provide the CEO and senior management of XYZ
Corporations with the recommendations on the resolution of the problems of business issues
and problems.
Problem Statement
The company is witnessing major communication gaps that may have an impact on its
process of growth and business expansion.
Discussion
Proposed Course of Action
The communication issues in the organization shall be resolved with the aid of technology.
There shall be an internal chat server that must be set-up for the organization and every
business unit shall be equipped with tele-conferencing tools and equipment.
There shall also be Big Data and data analytics tools that must be used to analyse and
understand the communication problems among the employees. These tools will allow the
organization to understand the common patterns and trends associated in the communication
channels (Llorente & Cuenca, 2016).
Further Materials/Tools to be used
These tools will also be of a great aid in the business expansion process as the market status,
customer expectations and demands will be easier to understand. A real-time picture of the
data will be available with the management that will assist in the formation of business
strategy and decision-making processes.
Schedule and Costs
The implementation of these tools shall be done in a total duration of six months. The budget
for the required changes shall be $45,000. These shall include the cost of infrastructure, cost
of operations, tools cost, resource costs, and implementation costs.
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Recommendations & Conclusion
XYZ Corporations must carry out extensive planning and analysis before making the changes
that are highlighted above. The current and expected scenarios shall be clear in the minds of
all the resources to ensure that the transition is smooth and successful.
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References
Acs. (2014). ACS Code of Professional Conduct Professional Standards Board Australian
Computer Society. Acs.org.au. Retrieved 18 January 2018, from
https://www.acs.org.au/content/dam/acs/rules-and-regulations/Code-of-Professional-
Conduct_v2.1.pdf
Amoako, S. (2016). The Development, Growth and Expansion of Locally-Owned Businesses
in Africa. Theseus.fi. Retrieved 18 January 2018, from
https://www.theseus.fi/bitstream/handle/10024/105610/Amoako_Shirley.pdf?
sequence=1
Harlow, A. (2010). Online Surveys - Possibilities, Pitfalls and Practicalities: The Experience
of the Tela Evaluation. Researchcommons.waikato.ac.nz. Retrieved 18 January 2018,
from https://researchcommons.waikato.ac.nz/bitstream/handle/10289/6163/Harlow
%20online.pdf
Llorente, & Cuenca. (2016). The use of Big Data in corporate communications strategies.
Desarrollando-ideas.com. Retrieved 18 January 2018, from
http://www.desarrollando-ideas.com/wp-content/uploads/sites/5/2016/10/161102_DI_
Article_Big_Data_ENG.pdf
Nulty, D. (2008). The adequacy of response rates to online and paper surveys: what can be
done?. Retrieved 18 January 2018, from https://www.uaf.edu/files/uafgov/fsadmin-
nulty5-19-10.pdf
Twarowska, K. (2013). International Business Strategy: Reasons and Forms of Expansion
into Foreign Markets. Toknowpress.net. Retrieved 18 January 2018, from
http://www.toknowpress.net/ISBN/978-961-6914-02-4/papers/ML13-349.pdf
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