BUSN20017 Effective Business Communication: Audit Report Memo

This document presents a business communication memo from Evans Bond, Managing Director of Data Solutions, addressing all staff regarding the results of an internal communication audit. The audit, conducted by an independent consultant, revealed issues such as employees not using appropriate communication channels, a limited internal organizational communication network, and ineffective intra-organizational meetings. The memo outlines action steps to solve these problems, including creating awareness on the importance of choosing the right communication channel, redesigning the internal communication system to be more inclusive, and introducing new policies for intra-organizational meetings to improve their effectiveness. The memo concludes by urging staff to comply with the findings and recommendations to foster a conducive work environment and achieve organizational goals, with the full audit report available from the organization’s secretary.

Running head: Effective Business Communication 1
Effective Business Communication
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Effective Business Communication 2
1. Opening
To: All staff
From: Evans Bond
Date: 30th March 2018
Internal Communication Audit Results
2. Objectives and Background
2.1 Communication audit process
The audit of the internal communication system was done by an independent consultant on
3rd March 2018. The exercise began by ascertaining the scope of the work, and it was
determined that both the internal and external communication system be audited, but this
memo addresses only the internal communication system which was found to be defective.
The second step was the selection of the research method, and the use of one-on-one
interview method was selected alongside media analysis. Step three involved the evaluation
of the past communications. The auditor analyzed the selected communication pieces to
ascertain the effectiveness of the entire system. Sampled staffs from each department were
interviewed and data gathered. Lastly, a SWOT analysis was conducted to find out the
strengths, weaknesses of the system and any required improvements, which were made
through recommendations.
2.2 Specific purpose
To find out the faults in the internal communication system and the opportunities of any
improvement
2.3 Generic purpose

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To ascertain the effectiveness and efficiency of the internal and external communication
systems
3. Problems
3.1 Employees are not always choosing the appropriate means of communication
(traditional or digital) for the context and the audience
According to the audit report, the employees are neither using the correct means of
communication nor addressing the right audience. This creates a misunderstanding, impedes
communication, and creates mistrust in others, especially with regard to the sincerity and
commitment of the one communicating. The use of a wrong communication channel will,
therefore, lead to ineffective communication or no communication at all, and this will affect
the normal business operations. These consequences can become quantitative in the sense
that they will derail the quality and timely production of products thus defective products will
be supplied in the market. This will lead to the loss of loyal customers and the loss or
reduction of company sales revenue.
3.2 The internal organizational communication network is limited and partial, with
some groups being left out
The audit report also indicated that the internal communication system is not all-inclusive and
therefore some teams are left out. This issue comes with grave consequences both to the
affected employees and the organization. The employees that are left out of the
communication system may be discouraged because they may think that they are
intentionally side-lined. Demotivation of employees will always be reflected in their work,
where they will only work to attain the minimum or when under supervision. Additionally,
the organization will be losing a lot because the contributions of some teams will not be

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effected in the production process and yet they were hired for this reason. This will
quantitatively affect the organization because some needful expertise is not implemented in
the development of the soft wares. Thus the products will not be advancing to meet the
current market needs thus leading to poor sales and decline in profit.
3.3 Intra-organizational meetings are ineffective
The ineffectiveness of the inter-organizational meetings as found in the audit is costly to the
business. The objective of these meetings is to share knowledge with employees of other
progressive organizations and apply them in our production to advance the quality of our
products. This means that our products will with time become defective and be overtaken
with those of our competitors. This may result in the loss of competitive advantage and lastly
low sales which may end up in downsizing thus affecting both the organization and the
employee.
4. Action steps to solve problems
4.1 Create awareness on the importance of using the right communication channel
The management through the human resource department will conduct a campaign on the
significance of using the right communication channels through conducting seminars and
workshops.
4.2 Re-designing of the internal communication system
The management with the help of the relevant departments will re-design the internal
communication structure to accommodate all the teams that are not included. Views from
each department will count in this exercise in addition to that of a consultant that will be
contracted for this purpose.

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4.3 Introduce new policies regarding the intra-organizational meetings
The human resource management department in collaboration with the management has
introduced new policies on intra-organizational meetings. The meetings are mandatory for all
staff, and any permission must be obtained two days before the meeting date. All attendees
will be required to make presentations of the ideas shared and their strategic plans for
implementation
5. Closing
This memo has provided the report summary of the internal audit communication including
the issues found and the corresponding recommendations.
All the staff are therefore requested to fully comply with the findings and recommendations
to ensure that the work environment is conducive and that the goals of the organization and
team are achieved
The full audit report can be obtained from the organization’s secretary, and for any further
inquiries, please feel free to visit or contact me through the details provided below.
Kind Regards
Evans Bond
Evans Bond,
Managing Director,
Data Solutions.
Email: [e-mail]
Phone: [phone]