BUSN20017 - Communication Audit Report: Data Solutions Analysis

This internal memo addresses the findings of a communication audit conducted at Data Solutions. The audit revealed three key problems: employees using inappropriate communication methods, limited internal communication leading to exclusion, and ineffective intra-organizational meetings. The memo details the qualitative and quantitative significance of these issues, highlighting their impact on customer relations and revenue. Recommendations include mandating face-to-face communication (with exceptions under specific guidelines), establishing a dedicated communication department to centralize all internal and external communications, and implementing follow-up procedures by supervisors to ensure the effective implementation of meeting outcomes. The memo emphasizes the importance of compliance with these new regulations to improve communication, increase customer confidence, and foster a sense of belonging among employees, ultimately driving the company's success and growth. Contact information for the director is provided for further inquiries.

Running head: Internal Memo 1
Internal memo
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MEMORADUM
TO: Data solution employees
FROM: The Director
DATE: 1/04/2018
SUBJECT: COMMUNICATION AUDITING PROCESS
Objectives and Backgrounds
The conduct conducted auditing on the communication process the last few days. The main
purpose of the auditing was to identify the pros and corns of the process. Also the company
wanted to investigate how effective is the process to the company in the long run. To make sure
the outcome is free and independent the company hired an independent external auditor. Even if
the auditor found the external communication process which includes promotion and marketing
of products to be cost-effective he also founds some problems associated with the
communication process. The most basic problems was found in the internal communication
process. This means the external communication process is okay while the internal one should be
solved as soon as possible to avoid the associated results which include decline in revenue
generated and in severe cases loss of customers. The problems are discussed below
Specific and General Purposes

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The specific and general purpose of the communication auditing is to make sure all the problems
associated with the company communication is indentified, minimized and done away with in
order to improve the company’s communication. The auditor understands that communication is
a vital component to company’s success and growth which should be safeguarded all the time at
any cost required. The communication audit process is used in the data solution company and the
following concerns were indentified
Problems identified
From the audit, it was found that the company had three types of problems which will be
discussed in details in terms of qualitative and quantitative significant to the company. In simple
terms, when examining significance of a problem we look two aspects of significance for every
harm. In this case the first aspect would be quantitative significance which describes how many
times harm may occur, the number of people hurt if it occurs and the number of incidence
discussed. Basically, the quantitative significance deals with statistics and numbers. On the other
hand, the qualitative significant of the harm deals with the impact the harm may bring to the
organization. Also qualitative shows the harm which the problem will bring to the people live
and the society at large. It is the monarchy of culture, attitudes and the feelings which affects
human emotions as well as the results brought by the above issues. In the data solution company
there are three problems we are facing as discussed bellow.
The first problem is that the employees are not choosing the appropriate means of
communication for the context and the intended audience. As a director, it has come to my
attention that in many cases the employees are using inappropriate mode of communication to
both the context and the audiences. As a result there have been ineffective communication to the

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organization and the company’s customers are not communicated to appropriately leading to
massive customer loss to other competing firms. The same issues have been raised by a number
of customers.
The second problem is that internal communication that is communication between employees to
employees, employees to management and vice versa is limited with some group of people being
left out. This problem has persisted for long time and the management found it wise to solve it.
As we are all aware the company is losing millions of money due to the lack of communication.
The third and last problem the audits have indentified is that intra-organizational meetings are
not effective. In some cases the employees do not present themselves in intra-organization
meeting. The main reason as to why the meetings are not effective is because the employees
don’t implement the discussed ideals in the meeting. As a result the company has not been able
to achieve its goals and objectives making the customers more doubtful about the company
future.
Recommendations to the problems
In regard to the discussed problems, the management has come up with the following solutions
which every employee must adhere to.
In the regard to the first problem, the company has decided that only face to face mode of
communication will be allowed in the company. In special cases, the use of mobile calls will be
allowed but it must follow the laid down procedures and rules. Other means of communications
such as emails, body language and gestures have been suspended until all the employees are
trained on how to use them appropriately. This is to avoid the confusion caused among the
employees in choosing the appropriate mode.

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Also, the company has decided that all the communications in and out of the company will be
made through the communication department. As director, I have decided to have a
communication department which will solve the issue of communications network. The
employees are supposed to direct their grievances to the management through the department,
also the management is supposed to do the same. This will minimize the problem of some people
being left out. Simply, all the company communications will be made through this department.
And lastly, the company has decided to make sure the meetings are effective through follow-up.
All the supervisors in the company are required to make the follow-up to the employees to make
sure the meeting’s agenda are implemented. The employees will be supposed to implement the
discussed ideals in full without leaving any. Any employees who violate the implementation
process will be dealt with accordingly.
Conclusion
The compliance of the above rules and regulation by all employees are encouraged. The above
rules are made to benefit both the employee and the company. If all the rules are followed there
are up to 95% likelihood that the company’s success and growth will increase. The increased
profit will be brought by the increased number of customers who will regain the company’s
confidence and trust.
Benefits of compliance
Apart from this, the communication between the company and the audience which are the
customers will be productive and healthy. Also there will be a sense of belonging as the left
individuals will be included in the company’s activities. The most important factor of a

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company’s growth is the human resource and customers who are supposed to be bonded together
by the communication. Failure in communication results to company’s fail.
Dr
For information contact the director through
[e-mail]