BUSN20017 - Data Solutions: Enhancing Internal Communication Memo

This document presents a memo addressed to the employees of Data Solutions, following a communication audit that revealed discrepancies in internal communications. The memo highlights issues such as ineffective communication between employees and clients, weak intergroup communication, and unproductive meetings. It proposes solutions including the use of web chat for client communication, mandatory attendance at meetings, the introduction of digital apps to reduce email overload, and the use of creative communication methods to improve engagement during meetings. The memo emphasizes the importance of improved internal communication for business success and encourages employees to contribute to these efforts. The document concludes by offering assistance and valuing employee feedback.

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Name of the University:
Name of the student:
Author Note:

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Opening:
To: All the employees of Data Solutions
From: The Director
Date: 29. 03. 2018
Subject: Effective Internal Communications.
Objectives and Background:
An extensive communication audit was conducted in our company, the results of which
revealed that the external communications are effective and have been providing cost effective
outcomes. External communications involve promotions and marketing of the products and
services offered by the company (Drucker 2017). The promotional activities have helped our
company gather enormous attention and have attracted many new clients. However, the Audit
shows that there have been some discrepancies in the internal communications of our company.
There are reports of incongruity in Communication between employees and the clients,
insufficient intergroup communications and ineffective intra organizational meetings, which in
turn are acting as a major setback.
Specific Purpose-
The major purpose of sending this memo is to send the message to all the employees
about these communication discrepancies, so that we can all work together in a united manner to
restore the integrity and work out the internet communication problems.
General Purpose-
The productivity of any company has its basis on the effective internal as well as external
communications. The problems that have been highlighted by the communication audit needs to
be resolved in a strategic and skillful manner, with some effort from all of us. Therefore, we

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would like all the employees to show the required amount of responsibility to help overcome the
issues because effective teamwork is important for the development of the company as well as
the employees.
Problems:
1. The internal communication of the company is affected because of the employees have
been unable to use effective methods of communication, bet it traditional or digital, with
the clients, which is causing the business to drop significantly. Sole use of digital
methods like mails has posed as a complicating issue and the clients have not been given
the availability of direct services. Reports suggest that the clients have not been receiving
the required clarifications. The employees have not been using the provision of the web
chat facility, through which they can communicate with the clients even in situations of
dire needs
2. It has also been found that the intergroup communication is weak and during the regular
meetings, few groups and individuals are found to be out of the loop. Smooth running of
the company will require optimum harmony among the groups and effective
collaborative efforts (Cardon, and Marshall 2015). Hence, it is essential that all the
employees are present during the company meetings. In addition, it has been brought to
notice that email overloads have been causing internet traffic, which has been causing
members to miss out important messages and mails.
3. Another issue that has been brought to light is the ineffectiveness of the group meetings.
It has been mentioned by employees that the reason individuals avoid going to the
meetings is because they find them vague and irrelevant. There has been a huge
communication gap within the departments of different branches working on the same

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projects, for instance, with that of Sydney or Melbourne, due to these ineffective
meetings.
Steps to solve the problems:
1. The employees need to use the web chat as a means of communication with the clients.
Each group should be able to update the chats at least one day per week to make
communications more fluid. A phone system which will be cloud-based, is soon to be
integrated by the company so that communication within and between branches become
more smooth.
2. Attendance in company meetings need to be compulsory for every employee, irrespective
of their roles. The supervisors need to ensure that the notice about the meetings reaches
every individual and they need to keep a track of the employee attendance in meetings.
They also have the responsibility to convey essential information to all the group
members. In order the reduce the slack caused due to mail overflow, the company needs
to introduce digital apps for improved communication (Daneshgari and Moore 2016).
3. Meetings have been reported to be vague and boring, it is therefore essential to take steps
to improve the arousal of the employees during group or company meets. Usage of
projectors, digital boards and creative methods of communication can bee useful
(Fleisher and Bensoussan 2015). Inter branch communication needs to be improved,
integrating interconnected phone systems or website portals can be of good use.
Closing:
Synopsis of the memo-
The employees need to engage themselves in attaining the objective of effective internal
communications. Interbank communications need to be improves and employees should also

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take measure to make contact with the clients smoother. Meetings need to be made more
productive and every individual should be on loop to important information.
Benefits of compliance-
Improved internal communication would suggest improved business, thereby facilitating the
career graphs and appraisal of the employees.
Assistance-
In case of any further information, please contact me. The questions, opinions and concerns
of the employees will be highly valued.

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References
Cardon, P.W. and Marshall, B., 2015. The hype and reality of social media use for work
collaboration and team communication. International Journal of Business
Communication, 52(3), pp.273-293.
Daneshgari, P. and Moore, H., 2016. Organizational transformation through improved employee
engagement–“How to use effective methodologies to improve business productivity and
expand market share”. Strategic HR Review, 15(2), pp.57-64.
Drucker, P.F., 2017. What Makes an Effective Executive (Harvard Business Review Classics).
Harvard Business Review Press.
Fleisher, C.S. and Bensoussan, B.E., 2015. Business and competitive analysis: effective
application of new and classic methods. FT Press.
Fleisher, C.S. and Bensoussan, B.E., 2015. Business and competitive analysis: effective
application of new and classic methods. FT Press.