Data Solutions: Communication Audit Report on Internal Processes

This report is a memo from the CEO of Data Solutions, addressing a recent communication audit. The audit assessed the effectiveness of internal and external communication processes, revealing that while external communication was effective, internal communication had significant issues. The audit found problems such as the lack of proper documentation, inconsistent communication practices, and ineffective meetings. To address these issues, the memo mandates the use of formal communication methods like emails and letters, ensuring all employees are included in the communication loop, and improving meeting procedures. The CEO emphasizes the importance of documenting work-related matters, involving all employees in the communication process, and ensuring proper meeting minutes. Data Solutions has also provided online resources and tutorials to help employees improve their communication skills and comply with the new guidelines. The memo highlights the expectation for immediate compliance with the corrective actions, aiming to increase productivity, reduce confusion, and improve the overall work culture within the organization.

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Assessment Title: Effective Business Communications
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Memo
To: All employees of Data Solutions
From: Chief Executive Officer, Data solutions
Date: March 28, 2017
Subject: Communication audit report pertaining to internal organisational communication
This is to bring to the notice of the entire staff of Data Solutions that recently an audit was
conducted of internal and external communication process of Data solutions. The objective of
the audit was to establish the effectiveness of inter and intra organisational communication. An
extensive audit was done of all the communication procedures used in the organisation. General
purpose of the audit was to assess the effectiveness of entire communication system. The specific
purpose of the audit was to find problem areas where communication needs to be improved.
A major finding of the communication audit was that the external communication of the
organisation pertaining to marketing and promotions was effective. However, certain issues were
found in the internal communication process of the organisation.
The first problem which was spotted in the audit was the lack of use of proper means of
communication by the employees. It was found that most employees conduct daily work through
oral communication and do not record the matter through communication means like letters,
emails or memos. This results in confusion, chaos and mistakes.
Another internal communication problem highlighted by the audit was lack of uniform
communication across the organisation. It was found that some employees indulge in group
behaviour and certain important decisions and aspects of organisational work are kept secret
from some employees based on prejudices and biases related to ethnicity or culture. This
behaviour hampers the communication process and can hinder productivity.
It was also observed in the communication audit that organisational meetings are ineffective. The
audit revealed various reasons for ineffectiveness of meetings. It was found that the minutes of
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the meeting are not properly recorded. This leads to difficulty in follow-up of the decisions taken
in the meetings.
All the employees of Data Solutions need to take corrective actions to solve the various problem
cited by the communication audit. It is advised that all employees must use proper means of
communication to interact while discharging their duties. All work related matters must be
documented. Proper mode of communication must be used to discuss or to give instructions to
the subordinates. No use of oral communication will be accepted henceforth. Emails or letters are
the recommended means of communication to be used for all work related purposes.
The employees are advised to involve all employees as required within the loop of
communication. No employee should be left out because of ethnic or cultural considerations.
Strict action will be taken against any individual or group who are found to be purposely keeping
a section of employees out of the communication loop.
A written agenda of the meeting must be sent to all concerned before commencement of the
meeting. The employee chairing the meeting must make sure that minutes of the meeting are
recorded properly.
The communication audit was done with a view of finding areas of improvement so that all
employees could benefit. The audit found three major problem areas in the internal
communication of the organisation. These problems were, lack of use of proper means of
communication by employees, group behaviour leading to some employees being left out of the
communication process and ineffective meetings. These problems can be solved by documenting
all wok related decisions and using proper communication techniques like emails and letters.The
employees must include all other employees in the communication process for better
effectiveness.
Taking corrective actions to solve these problems will help in increasing productivity of the
organisation. Use of proper means of communication will help in reducing confusion, chaos and
will reduce delays which occur because people are not clear on the work to be done. Involving
all employees in the communication process will help in inculcating sense of belongingness in all
and will improve the work culture of the organisation. Recording all aspects of the meetings with
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proper follow-up will increase the efficiency of work flow in the organisation. Therefore, the
organisation as a whole will benefit by solving these problems.
Data Solutions has set up online assistance on the employee’s portal for employees who want to
learn the usage of communication tools and techniques. There are some additional tutorials as
well which can help the employees in polishing their communication skills.
Employees in need of further assistance with the actions mentioned above may contact Ms
Smith, HR Manager of Data Solutions.
Compliance to the corrective actions is to be done with immediate effect.
Best Regards
J. Sinclair
Chief Executive Officer
Data Solutions
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References
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Downs, C. W. (2012). Assessing Organizational Communication: Strategic
Communication Audits. New York: Guilford Press.
Dwyer, J. (2013). Communication for Business and the Professions, Strategies and
Skills, (5th ed.). Melbourne: Pearson Education Austrilia.
Fielding, M. (2014). Effective Communication in Organisation. Cape Town: Juta and
Company Ltd.
Guffey, M. E. (2012). Essentials of Business Communication. New York: Cengage
Learning.
Hartley, P. (2015). Business Communication: Rethinking your professional practice
for the post-digital age. New York: Routledge.
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