Communication Audit Process Memo: Data Solutions, Brisbane, 2018

This communication audit memo, addressed to all employees of Data Solutions, a data management software company based in Brisbane, Australia, outlines the objectives, process, and findings of a communication audit conducted in 2018. The memo details the audit's purpose, which is to evaluate the effectiveness of the company's internal and external communication channels. The audit identified issues such as employees not using appropriate communication methods, a limited internal communication network, and ineffective inter-organizational meetings. The memo provides specific action steps to address these problems, including employee training and network expansion. The memo emphasizes the importance of compliance with the proposed changes to improve communication, increase the flow of ideas, and create a more conducive working environment, ultimately contributing to the organization's growth. The memo concludes with contact information for the Director.

Running Head: Communication Audit Process Memo
Communication Audit Process Memo
Name
Institution

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MEMORANDUM
OPENING
TO: All Employees
FROM: Director
DATE: March 23rd, 2018
SUBJECT: Communication Audit Process
OBJECTIVES AND BACKGROUND
Data Solutions is a successful medium sized data management software company based in
Brisbane Australia however, for continued success, there must be effective communication
between our head office and our branches hence the need of a communication audit. It
determines how effective our current communication tools are through in-depth analysis of their
strengths and weakness. Therefore, this memo has the following objectives:
a. Description of communication audit process
It is described as the process where the ability of an organization to communicate
effectively, both internally and externally is evaluated and assessed. There are four steps
for completions of the audit process they include;
i. Identification of the current communication channels that are in use both
internally and externally by the organization.
ii. Acquiring feedback from all audiences connected to the organization, the
employees, consumers, and precisely the top management through conduction
interviews.

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iii. The data collected is assessed for the purpose of identifying key patterns and
issuing insights on the same.
iv. Finally, strengths and shortcomings are identified, recommendation on how to
counter the shortcoming are issued as well.
b. Specific purpose
The specific purpose of this memo is to illustrate how the weakness found by a
communication audit on our organization affects us and implement solutions
recommended by the audit. These recommendations will improve our communication
both internally and externally, contributing immensely to our growth.
c. General purpose
The general purpose of this memo is to enlighten all employees on the qualitative and
quantitative significance of communication audit process done on our organization.
Moreover, it will illustrate the benefit of every employee complying and adapting to the
implementation changes in our communication process both internal and external.
PROBLEMS HIGHLIGHTED BY THE COMMUNICATION AUDIT
The communication audit done by our company determine external communication processes,
such as marketing and promotions of the products, are effective and cost-effective. However, the
audit has highlighted that there are problems with the internal communication. These problems
include:
a. Employees are not always choosing the appropriate means of communication
(traditional or digital) for the context and the audience. This is a great loophole that
would undermine efficiency in providing high-quality product and services to our

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consumers. Choosing of the appropriates means of communications should always be
paramount since we are a technologically based firm. Appropriate means of
communications will assist in communicating our brand to our target and prospective
consumers efficiently. This would allow them to make significant choices before settling
on some of our products and services.
b. The internal organizational communication network is limited and partial, with some
groups being left out. Another I and the managerial team take full responsibility for this
weakness which has exposed some of our employees to seclusion due to our poor
communication structure within our organization. Contrary to this, a good
communication network has quantitative and qualitative significance to our organization.
Increased sales and revenue could be a good impact in our organizations as a result of a
good communication network. Employees will work I a conducive environment where
they can interact with each other and also air any grievances that could hamper the
success of our organization to the management.
c. Inter-organizational meetings are ineffective. This could be due to the limited inter-
organizational network where it becomes difficult for employees from different
departments to communicate and share information and ideas to better the organization.
This leads to a competitive environment among departments which is unhealthy for our
organization in the long run. However, effective inter-organizational meetings lead to
increased pools of ideas that can be incorporated to our products and services in the near
future which will increase diversification of our products, attracting more consumers,
therefore, increasing our sales and revenues in the long run.

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ACTION STEPS TO SOLVE THE HIGHLIGHTED PROBLEMS
a. Employees are not always choosing the appropriate means of communication
(traditional or digital) for the context and the audience. Efficient education and training
will be sufficient tackle this weakness. Employees will be in a better position to choose
the appropriate channels for the right context and audience. Furthermore, it would be
more efficient to specify each means of combination for the appropriate target audience.
Employees will work in a conducive environment where they can interact with each other
and also air any grievances that could hamper the success of our organization to the
management.
b. The internal organizational communication network is limited and partial, with some
groups being left out. The company will have no choice but to increase its network
presence internally to promote interdepartmental communication. This will be achieved
through connecting each employee to the network, training, and support will be offered to
the employees as well ensuring effectiveness in the elimination of this issue.
c. Inter-organizational meetings are ineffective. Interorganizational meetings are crucial to
the success of implementations of models that will lead to increase quality products and
services offered by our company. Effectiveness in such meetings will originate from
efficiency in interdepartmental communication and flow of ideas. Therefore, there is
needed for focusing on increasing departmental communication through increased
communication network within the organization creating a conducive environment.

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CLOSING
This memo is a result of an audit of our communication tools in our organization. It determined
some of our strengths that have been keeping as at a growing rate, nevertheless loopholes were
also found which have been affecting our potential to grow more. Therefore, solutions to curb
these limitations have been addressed. It’s important for every employee to comply with this
memo since it will eradicate the loopholes identified through the audit conducted. It will increase
interdepartmental communication that will increase flow of ideas and information regardless of
the hierarchal structure. This creates a conducive working environment for all employees that
will lead to growth of or organizations.
Contacts
The Director
{Put your name here)
225 Miller St, North Sydney NSW 2060, Australia
[e-mail]

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