Data Solutions: Communication Audit Findings & Recommendations

This memo addresses the findings of a communication audit conducted at Data Solutions Company Ltd, with the aim of identifying strengths and weaknesses in internal and external communication processes. The audit revealed that while external communication, such as marketing and promotions, is effective, internal communication faces challenges. Key problems identified include employees using inappropriate communication channels, a limited and partial internal communication network leading to lack of transparency, and unproductive inter-organizational meetings contributing to conflicts and low performance. To address these issues, the memo suggests employees should choose communication mediums more carefully, prioritize communication, and establish clear communication guidelines. It also recommends reconsidering the communication network to include all groups, using social collaboration platforms for information sharing, and improving inter-organizational meetings by encouraging turn-taking and respecting all members' contributions. The memo concludes by urging employees to comply with the recommendations to enhance productivity and foster a more inclusive and communicative environment within Data Solutions Company.

Running head: MEMO 1
Memo on Communication Audit Findings
Name
Institution of Affiliation
Date

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Data Solutions Company ltd
Brisbane
Organizational memo
To: Employees
From: the Director, Data Solutions company
CC: Melbourne and Sydney offices
Date: 27th March 2018
Subject: Communication Audit Findings
This is to inform you all that the authority of the company recently took the initiative to
conduct a communication audit. A communication audit is a set of procedures used to establish
the internal and external communication faults and strengths. Through auditing, our company is
able to understand its communication practices and how well our target-market is informed about
our company. The purpose of the audit specifically was to know how well the current
communication is working and what efficient and cost-effective processes could be initiated for
future communication.
The audit serves as a gateway to evaluate our goals and objectives of the company, with
regard to the efficiency, reach and gratification of our prevalent communication strategy and
achievement. Just for those who are unaware, there have been increased concerns and complaints
about our communication to clients, juniors, colleagues, and seniors of this company. Sufficient

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and appropriate communication audit evidence is urgently needed by the management to make
decisions.
Important to note, the audit will be independent from any compromise, and this is for the
purposes of relevance and reliability in forming a sound opinion about our communication
criteria. It is apparent that external communication processes, such as marketing and promotions
of the products are effective and cost-effective. However, there are a few problems that were
brought to light by the auditing, including:
1. Employees not choosing the appropriate means of communication for the context and the
audience. Inappropriate means of communication may damage our relationships with customers,
loss of productivity and increased conflicts among the employees.
2. The internal organizational communication network is limited and partial, with some groups
being left out. This is inauspicious since the outcome is always lack of transparency to an
organization, whereby the company will not grow well and may lead to an ineffective team.
3. Inter-organizational meetings are unproductive. They lead to a low outcome in performance
by the employees whereby, communication will be limited. This is the reason as to why
organizational conflicts exist. There remain enormous gaps in the communication process due to
the ineffective inter-organizational meetings.
In solving these problems, members are encouraged to employ the following approaches.
To begin with, the members are required to check on their ways of communication amongst
themselves and even the audience. Additionally, the medium for communication should be
chosen appropriately. The members need to prioritize communication in this organization and

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are also encouraged to create some communication guidelines for the organization. For example
in marketing and promotion of products, employees are encouraged to use blogs, tweets,
podcasts, video conferencing, face to face channels which may include social events and
gatherings, and speeches. Employees should also provide feedback promptly regarding the
inquiries of the clients. Furthermore, the communication network should be reconsidered, and all
groups are incorporated.
There is need to use social collaboration platforms that will ensure that employees get
access to a single platform for communication. Additionally, employees are required to use the
online forum which will enhance sharing of information among themselves and responses to be
given accordingly. This will enable efficient communication flow in the company. Finally, inter-
organizational meetings should begin with immediate effect. Employees should avoid using
grapevine communication which is unreliable. There is need to allow for turn-taking while
communicating in the meetings and also respect given to every member's grievances. This will
provide all employees with a noble chance to contribute towards the growth of the company
through airing out views and issues that could be making the company fail.
In summary, the memo is to bring to your attention the main problems affecting the
internal communication process. All employees are supposed to be enlightened of all these
problems with the various actions and steps to be undertaken in order to curb these problems.
Consequently, all employees are requested to come up with other ways to boost communication
in Data Solutions Company both in Brisbane and its constituent offices in Melbourne and
Sydney.

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Please understand that we are prudently notifying you in order to increase the
productivity of our company. Therefore, employees are requested to comply with the memo
positively for the betterment of ourselves and the organization at large. If all the actions are put
in place, each one of us will have his or her place in the organization, and none will feel left out.
Thank you for your cooperation and please direct any point of concern to my office. You can
also call on my office line for further clarifications.
Help desk
020-075
Email: [e-mail]

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