BUSN20017 Effective Communication: Memo to Data Solutions Employees

This memo addresses internal communication problems at Data Solutions, stemming from ineffective communication methods, poor meeting attendance, and unproductive discussions. It highlights issues such as employees' over-reliance on emails, lack of direct contact with customers, failure to update supervisors on work progress, and infrequent use of web chat facilities. The memo also points out that not all members attend meetings, and those meetings often lack productivity due to ineffective communication. To solve these problems, the memo proposes regular web chat communication with clients, integration of a cloud-based phone system, and the use of mobile devices within the company. It also emphasizes the importance of supervisors ensuring meeting attendance and using spam filters to reduce email overload. Furthermore, it suggests using modern technology like digital boards and projectors to improve meeting outcomes, providing phone systems for inter-departmental communication, and utilizing collaboration apps like Trello to promote intranet communications. The memo aims to engage employees in improving internal communications, which will lead to smoother processes, increased productivity, and a stronger sense of connection among employees.

Running head: MEMO FOR EMPLOYEES OF DATA SOLUTIONS
Memo for Employees of Data Solutions
Name of the Student:
Name of the University:
Author Note:

1MEMO FOR EMPLOYEES OF DATA SOLUTIONS
Opening:
 To: The Employees
 From: The Director
 Date: 29.03.2018
 Subject: Memo for the employees
Objectives and Background:
The communication audit process-
The communication audit process of our company has been effective throughout. The
external communications that our company practices have been very pronounced that has led to a
greater impact in our marketing processes (Carnevale and Smith 2013). The promotional
activities and events held at the different malls in Melbourne and Sydney have gathered attention
of many people who have further communicated with us. However, some problems in internal
communications are hampering our company to a significant extent. The memo would address
this major concern and would like to hear back from our employees who serve to be base of our
company’s future and success.
Specific purpose-
The purpose of sending the memo is to reach to every employee so that together they
come on a common platform and bring back the integrity in internal communications that Data
Solutions always had since its time of operations (Mishra, Boynton and Mishra 2014).
General purpose-

2MEMO FOR EMPLOYEES OF DATA SOLUTIONS
The company strives to foster all the business renderings through effective
communications. We would like every employee to be responsible enough to render better
communications that would lead to the development of their career as well as the company to
work productively and earn profits.
Problems:
1. One of the major problems that are affecting internal communication is because the employees
are not using effective means of communication. The use of e-mails solely for communication
purposes has been very complicating at times. The company has not been able to promote the use
of direct contact facilities that has been affecting the communication with the customers.
Moreover, the employees are not updating information about their progress with work that keeps
the supervisors uninformed. Thus, they are unable to provide clarifications to the customers. The
employees have the opportunity to communicate with the audience through the web chat facility
designed for our company; however, they are not found to use the provision even in urgent
needs.
2. It has been found that in the regular meetings that are held regarding any solution and way of
performing with a given issue, not all the members of the group are present. Every solution that
the company provides is the result of the collaborative work that the groups perform in the
company (Ferri-Reed 2014). Thus, it is mandatory for all the members to be present in the
meetings. Due to email overloads, the members are missing out the voice mails and messages
regarding meetings that have been deteriorating the internal communications largely.
3. The meetings that are held are also assessed to be ending up with nothing productive. Due to
the ineffectiveness of communication, the proceedings in the business are not being properly

3MEMO FOR EMPLOYEES OF DATA SOLUTIONS
tracked. Thus, the discussions in meetings are turning out to be irrelevant and vague. Lack of
communications with the other departments working on same projects in Melbourne or Sydney
has also resulted to department disconnections. Hence, the renderings in meetings turn out to be
effect less with less or no connection with the other branches dealing on same projects.
Steps to solve the problems:
1. Regular communication with clients via web chat is becoming a compulsion for every group
to be held on one day in a week to give updates to the customers (Bond-Barnard, Fletcher and
Steyn 2016). The company is all set to integrate the cloud-based phone system to promote wide
communication access and is strategizing methods to integrate mobile devices within the
company.
2. The supervisors need to take proper notice of people who are not attending meetings. They are
equally responsible to keep them informed about the meetings (Holmes and Stubbe 2015).
Irrespective of the role of the employees in a project, each member has to be a part of the
meetings. Spam filters need to work effectively to reduce the burden of mails. The company is
integrating the Campfire and Slack apps to increase greater communication via mails.
3. Modern technology needs to be used to increase greater outcomes from the meetings held in
the company. Using digital boards and projector is very productive. The company is also
working to provide phone systems in order to communicate with the other departments working
in the other branches. Group meetings would include all members of a particular group through
conferencing calls. The company is adding collaboration app Trello to promote intranet
communications and get desired outcome from the meetings.
Closing:

4MEMO FOR EMPLOYEES OF DATA SOLUTIONS
Synopsis of the memo-
The memo strives to reach to all the employees in the company engaging them in the objective of
regulating effective internal communications. It voices the major problems that are affecting
internal communications, degrading the business operations. It also informs the employees about
the various measures that the company is taking to promote greater communications.
Benefit of compliance-
Data Solutions looks every employee to be equally productive and efficient. With the greater
effectiveness of internal communications, the various processes and modules on which Data
Solutions work would become even more smooth and productive. All the employees would be
able to feel the connection and work accordingly.
Assistance-
For any further queries, contact me. Your concern and opinion is highly appreciated.

5MEMO FOR EMPLOYEES OF DATA SOLUTIONS
References:
Bond-Barnard, T., Fletcher, L. and Steyn, H., 2016. Exploring the influence of instant messaging
and video conferencing on the quality of project communication. Acta Structilia, 23(1), pp.36-
69.
Carnevale, A.P. and Smith, N., 2013. Workplace basics: The skills employees need and
employers want.
Ferri-Reed, J., 2014. Millennializing the workplace. The Journal for Quality and
Participation, 37(1), p.13.
Holmes, J. and Stubbe, M., 2015. Power and politeness in the workplace: A sociolinguistic
analysis of talk at work. Routledge.
Mishra, K., Boynton, L. and Mishra, A., 2014. Driving employee engagement: The expanded
role of internal communications. International Journal of Business Communication, 51(2),
pp.183-202.