BUSN20017 - Improving Internal Communication: Audit Report & Memo

This report presents an internal communication audit for Data Solutions, addressing issues within the internal communication system. The audit, conducted by Navel Audit Consultancy, identified problems such as employees using inappropriate communication channels, a limited and partial internal communication network, and ineffective intra-organizational meetings. To address these concerns, the report recommends creating awareness of appropriate communication methods through seminars, restructuring the internal communication system to be inclusive, and implementing new policies for intra-organizational meetings. The memo concludes by urging staff compliance with the proposed changes to foster a supportive work environment and achieve organizational goals. This BUSN20017 assignment provides comprehensive solutions to enhance communication effectiveness within the organization.

Running head: Effective Business Communication 1
Effective Business Communication
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Effective Business Communication 2
1. Opening
To: All Staff
From: Wesley Snipes
Date: 28th March 2018
Subject: Internal Communication Audit Report
2. Objectives and Background
2.1 Communication audit process
The communication audit process took place on 10th March 2018 by the company’s
independent audit consultancy firm, Navel Audit Consultancy. The objective of the audit
process was to evaluate our communication system for effectiveness and efficiency. The
process began by ascertaining the scope of the audit, and it was determined that both the
internal and external communication systems were to be audited. The second step was to
choose the methodology to be adopted, and one-on-one interviews and sample population
from each department were selected. Thirdly, current processes of communication including
the channels were evaluated. The fourth step was to gather data from all the participants. All
respondents were included, and consistency across the board was maintained as well. The
fifth step involved the SWOT analysis, in which the strengths, weaknesses, opportunities, and
threats of the system were determined. The last stage was to review the data and make
necessary recommendations for improvements objectively.
2.2 Specific Purpose
To find out the issues affecting the internal communication system

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2.3 General Purpose
To ascertain the efficiency and effectiveness of the internal and external communication
system
3. Problems
3.1 Employees are not always choosing the appropriate means of communication
(traditional or digital) for the context and the audience.
The audit report indicated that the employees were not using the right communication
channel and the audience addressed is inappropriate. This issue affects the organization
substantially because wrong communication distorts the message which leads to
misinterpretation. This also affects the efficient flow of information between the teams and in
the organizational structure. Additionally, when the wrong audience is served with irrelevant
information and mistakenly acts on it, this may cause a ripple effect on the general production
process. Poor communication hampers the process of decision making which also affects the
rate with which products are produced, and this means that they will not arrive on time in the
market thus negatively affecting the organization's sales
3.2 The internal organizational communication network is limited and partial, with
some groups being left out
According to the audit report, our internal communication system is not inclusive, and thus
some teams are left out. This issue has a catastrophic effect on both the staff and the
organization as a whole. Employees that are left out of the communication structure may feel
side-lined and thus demotivated. The impact of demotivating employees will only endeavor
to attain the minimum thus derailing the achievement of the organization common goal. This
also means that the skills of some teams are not factored into the production process thus

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leading to defective or redundant software. This will quantitatively affect the organization
because our loyal clients will shift to the competitors’ products, and this will lower the
market share and sales revenue, and as a result, the organization will be forced to downsize.
3.3 Intra-organizational meetings are ineffective
The audit report also found out that the quarterly intra-organizational meeting is not
productive. The reason why these meetings were started was to provide a platform where we
could share and exchange ideas on the production trends so that we could also improve our
products to meet the ever-changing market needs. Now the ineffectiveness of this meetings
means that our products will not advance based on the new ideas and technologies and thus
our clients will go for other products in the market that are meeting their needs. This will
further affect the volume of our production because few products will be on sale. This will
consequently lead to the loss of clients, reduce the market share and sales revenue, and the
company may be forced to respond by lowering the production costs through downsizing.
4. Action steps to solve the problems
4.1 Creation of awareness of the importance of using appropriate communication
In order to address the issue of inappropriate communication and audience, the management
through the human resource department has decided on introducing regular seminars on the
importance of using the right communication channel. Also, the internal communication
system will be structured in a way that it is centrally used for any communication to foster
familiarity with its use.
4.2 Re-structuring of the internal communication system to be all-inclusive

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The organization first apologizes for the teams that have been left out of our internal
communication system. To rectify this, the management has resolved to hire a consultant to
re-design the internal communication system so that it is all-inclusive.
4.3 New policies on intra-organizational meetings
Due to the gravity of the matter in problem 3, the organization through the human resource
department has introduced new policies concerning the intra-organizational meetings. All
staff is expected to attend the meetings without failure and in case permission is required for
absenteeism, it should be done two days before the meeting date. Also, all the attendee teams
will be expected to present the ideas learned from the meeting and implementation plans to
their respective supervisors
5. Closing
This memo, therefore, outlines the internal communication audit report which includes the
findings and the respective recommendations
The management urges all the staff to comply with the changes mentioned above towards a
supportive working environment and the achievement of the organization's goal and
individual growth.
In case of further inquiry, please feel free to visit the director’s office or you contact him
using the contacts below.
Kind Regards
Wesley Snipes
Wesley Snipes,

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The Director,
Data Solutions.
Phone: [phone]
e-mail: [e-mail]