BUSN20017 - Enhancing Business Communication: A Detailed Memo

This document presents a memo addressing the findings of a communication audit within an organization. The memo identifies key problems such as employees using inappropriate communication channels, a limited internal communication network, and ineffective intra-organizational meetings. To address these issues, the memo proposes action steps including introducing a stakeholder database with communication channel guidelines, updating the internal communication network for inclusivity, and reducing the number of meetings in favor of video conferencing. The memo concludes by emphasizing the importance of effective business communication and the benefits of complying with the proposed action steps, such as improved stakeholder communication and resource savings. Contact information for further assistance is also provided.

Effective Business Communication.
To. Members of staff.
From: the director.
Date: 3/29/2017.
Subject. Effective Business Communication.
Objectives and background.
I hereby write in response to the outcomes of the just concluded systematic research that was
carried out on our organization regarding our internal and external communication practices and
processes. The research was aimed at finding out the strengths and weaknesses of the
organization’s communication practices, which referees to the channels and protocols involved
in each channel. The specific purpose of carrying out the communication audit on our
organization was to give us a picture of the areas in which our current communication strategies
are succeeding or failing. This would help us to devise ways in which we can make our business
communication plan more effective by improving on the areas where communication deficits
were discovered. By doing this, our organization will be able to have seamless communication
with all the stakeholders without fail. The communication audit was also done to show what
areas need innovation in terms of communication processes. Thus, carrying it out across all our
stakeholders was paramount and well thought of.
Problems Discovered.
The following were the major problems that were discovered during the communication audit
1. Employees are not always choosing the appropriate means of communication (traditional
or digital) for the context and the audience.
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Effective Business Communication.
As an organization, we have different stakeholders and an array of audiences who respond to
different means of communication. it is important that all employees take note of our various
stakeholders’ communication needs and preferences and stick to the channels that suit them best.
when the flow of information is done through the wrong channels, then it means that there will
delay or no feedback received at all. This can lead to significant losses both for us as an
organization or our clients. It can also strain our relationship with our audiences, which will be a
disastrous outcome.
2. The internal organizational communication network is limited and partial, with some
groups being left out.
A comprehensive internal communication network is very crucial for any organization to
conduct its business in a seamless manner. Our internal communication network has strained
communication to some employees thus affecting their ability to deliver on their duties as is
expected of them. it has also caused factions among the employees, which is a bad feeling
because we need to work together as a team in order to achieve our mission and the various set
targets. A good internal communication network should have every party onboard to ease
communication and to have the whole team on the same page at the same time on all issues. It is
also cost-effective and can save our organization on the extra time and finances that are spent to
make communications using different channels.
3. Intra-organizational meetings are ineffective.
It has also been substantiated that the intra-organizational meetings that have been held for so
long in different departments and for different purposes are not being effective. The purpose of
convening meetings is not to have a pair of people addressing the whole team or to waste time
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Effective Business Communication.
that could be utilized in doing more constructive work. Most of the employees feel that the
meetings are too many and there is no substantial agenda that is being discussed. This has
brought about a negative perception of meetings and employees don’t give new ideas as they
should.
Action steps to solving the problems.
The management is taking the following actions in an effort to solve the problems discussed
above:
First, we are introducing a new database of all our stakeholders and it will contain a guide for
communication channels that are appropriate according to their age, ranks, and confidentiality
that may be required. This will ensure that all stakeholders can access information in time and
through means that are convenient for them.
Secondly, we are also updating the internal communication network to ensure that no employee
is left out because we should work as a single team.
Thirdly, we are going to cut on the number of intra-organizational meetings that are held
regularly. Instead, we will be holding video conference calls to ensure that we save time.
Conclusion.
Synopsis.
Effective business communication is something that we highly value as an organization and we
will continue to invest in. As we have tackled inefficiency of meetings, internal communication
network deficits and use of inappropriate communication means, we will still tackle any other
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Effective Business Communication.
challenge that comes up. The action steps given above will help the organization achieve its
goals with much ease.
Benefits of compliance.
The benefits of complying with the action steps include:
1. Our organization will be able to have prompt and efficient communication with our
stakeholders.
2. It will save the organization resources such as finances and enhance our service delivery
standards.
Contact information.
For enquiry or assistance, kindly contact
Data Solutions Company.
Email. datasolutionscompany.com
Or visit our offices at Brisbane, Melbourne and Sydney.
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