Effective Communication Strategies: A Memo for Data Solution Employees

This assignment is a memo written by a student, acting as the CEO of Data Solutions, addressing critical communication issues within the company. The memo identifies several key problems, including ineffective communication between the executive committee and employees, poor communica...Read More

Running head: A MEMO FOR DATA SOLUTION 1
A MEMO FOR DATA SOLUTION
Name
Institution
Course
Date

A MEMO FOR DATA SOLUTION
1) Opening
To: Employees of Data Solutions
From: Chief Executive Officer (CEO) of Data Solutions
Date: 8th/ august/ 2018.
Subject: effecting communication among all the stakeholders of Data Solution
2) Objectives and background
The communication audit process
It has typically been proved/ noted that there is a very poor communication relationship
existing between the employees of data solution and the executive committee of the company.
This is based on the currently identified interpersonal communication among the company
executive committee and the employees (Lee, 2010, p. 38). Furthermore, it has also come to my
notice that the communication that prevail between the supervisors and the employees is
substantially poor. This has been critically streamlined towards the inability of the supervisors to
have adequate times of interaction due to the fact the employees and the supervisors work in
different offices away from each other (Jolles, Clark, & Braam, 2012, p.1500). Additionally, it has
also been identified that the mails which are being sent are not professionally written which may
in turn cause other shortcomings for the company. With these problems identified, it is
imperatively important for the company to take immediate action otherwise, it may lead to an
adverse effect for the company (Toth, 2013, p. 450).
b) Specific purpose

Running head: A MEMO FOR DATA SOLUTION 3
The memo is therefore intended to clearly intervene into the prevailing problems in the
company with the aim of providing possible optimistic and easily adoptable solutions to help in
the smooth running of the company. Among the many problems identified, it included the
following;
Poor communication between the executive committee of the company and its
employees, Communication between the company supervisors and the company employees and
finally, sending of unprofessionally written emails to the clients (Graham, Hampton, & Willett,
2010, p. 70)
c) General purpose
The memo is designed to establish a smooth running of Data Solution through examining,
analysing, evaluating and providing the best remedies to the problems identified. The problem
identified typically reflected poor communication among the stakeholders of the company and
thus, the memo is substantively intended to improve communication within the company (Deane,
Fowles, Baldwin, & Persky, 2011, p. 59). In other it has been based on the fact that the lucrative
performance of a company is based on the internal coordination of the structures and
stakeholders. Therefore, the memo is further intended for improving the internal coordination of
Data Solution (Mishra, Boynton, & Mishra, 2014, p. 202).
3) Problems
a) The decision discussed and passed at the executive level (meeting) are not effectively
communicated to the employees and not in a timely manner.
It is typically probable that the ineffective communication of the information from the
executive committee to the employees are not effective due to poor working relationship
between the employees and the employee representative at the executive committee (Abugre,
2011, p.37).

Running head: A MEMO FOR DATA SOLUTION 4
Quantitatively, it is important to deliver the information discussed at the executive
committee to help in determining the quantitative output of the employees. It is also distinctive
that most of the information affecting an organization, right from sales, turn-over, revenue, to
recommendations are discussed at the executive level and after the discussions,
recommendations are passed. However, the passed recommendations are not implemented by the
company executives but rather the employees (Krzeminski, et al., 2015).
On the qualitative side, the kind of reputation that a company holds to the public is the
core determinant of its revenue and sales. It therefore implies that the qualitative effort of the
company output will also depend on the employee effort (Osbeck, 2011, p.417).
b) The workers and the supervisors are working in different offices which has resulted
into ineffective communication among the two parties.
As already clued, the fact that the employees and the supervisors are working in different
offices, it evidently true that communication cannot be effective. Firstly, the work of a supervisor
is to oversee and monitor the effort of the employees (Graham, Hampton, & Willett, 2010, p. 70).
He plays the role of ensuring that all tasks are done in order and this requires that the points of
contact between the supervisors and the employees should be close. It therefore implies that
ineffective communication between the supervisors and the employees will definitely result into
poor work output, both qualitatively and quantitatively. In other words, the problem is significant
as it exclusively determines the work output of the employees based on supervision and
directives (Graham, Hampton, & Willett, 2010, p. 70).
c) Emails are being sent out that are unprofessional.

Running head: A MEMO FOR DATA SOLUTION 5
The unprofessionalism in the emails being addressed to different stakeholders must be
solely due to the inability of the personnel responsible for the emailing. This distinctively implies
a bad reputation for the company
4) Action steps to solve the problems
a) Problem one; In order to solve this problem, a critical examination and evaluation will
be done to find out the root cause of the poor working and communication relationship between
the employees and the employee representative. This will be done through conducting a research,
in which a case, a questionnaire will be used. This is will be intended to avoid biased
information. On the other hand, the employee representative will be physically interviewed to
find out problem why there is poor communication (Graham, Hampton, & Willett, 2010, p. 70).
b) In reference to the problem identified, it is inevitably true that, for the working
relationship between the employees and the supervisors to be effective, they must have the
offices within the same premises. This will permit close monitoring of the employees by the
supervisors.
c) The basic solution to avoid the unprofessional emails will be solved by either finding a
new and well-versed personnel in emailing or by training the available personnel further on the
criterions and precautions when writing and sending texts (Jolles, Clark, & Braam, 2012, p.1500).
5) Closing
a) Briefly outline a synopsis of the memo
In summary, it is vital that all Data Solution stakeholders, right from the executives,
supervisors to employees be informed that there has been a distressing communication infectivity

Running head: A MEMO FOR DATA SOLUTION 6
in the company and must all work collectively and cooperatively in their respective capacities
towards restoring the communication affectivity.
b) The benefit of compliance to the employee and/or organisation.
It is substantially true that the performance of any company, both quantitative and
qualitative is solely dependent on the working relationship of the employees and the executive
committee (Graham, Hampton, & Willett, 2010, p. 70). Furthermore, research has also indicated that
the level of job retention of employees also determines the level of quality output in a company.
Consequently, job retention is positively correlates to the level of employee satisfaction (Jolles,
Clark, & Braam, 2012, p.1500). Solving the prevailing problem at Data Solution will therefore help
the company in maintaining and improving in its sales and reputation due to high quality data
software packages as a result of having highly experienced employees (low employee turnover).
On the other hand, effecting communication among the supervisors, company executives
and the employees will help in catering for the employee welfare. The ability of the employees to
work in a smooth and friendly environment will help them minimize depression, and thus work
at ease and with confidence (Kaufer & Carley, 2012).
c) Offer assistance and provide contact details
As a way of promoting the implementation of the meme objective, there will be all time
support for any stakeholder needs support or help in relation to the goal of the memo. For contact
information, the employees are legible to visiting the office f the chief executive office during
the working hours of the company.

Running head: A MEMO FOR DATA SOLUTION 7
6) References
Abugre, J. B. (2011). Perceived satisfaction in sustained outcomes of employee communication in
Ghanaian organizations. Journal of Management Policy and practice, 12(7), 37.
Deane, P., Fowles, M., Baldwin, D., & Persky, H. (2011). The CBAL summative writing assessment: A
draft eighth-grade design. Research Memorandum No. RM-11-01). Princeton, NJ: Educational
Testing Service, 40-90
Graham, A., Hampton, M., & Willett, C. (2010). What not to write: An intervention in written
communication skills for accounting students. International Journal of Management
Education, 8(2), 67-74.
Jolles, E. P., Clark, A. M., & Braam, B. (2012). Getting the message across: opportunities and obstacles
in effective communication in hypertension care. Journal of hypertension, 30(8), 1500-1510.
Kaufer, D. S., & Carley, K. M. (2012). Communication at a distance: The influence of print on
sociocultural organization and change. Routledge.
Krzeminski, M., Singh, R., Gagne, M. A. B., & Marcovecchio, V. K. (2015). U.S. Patent No. 9,077,769.
Washington, DC: U.S. Patent and Trademark Office.
Lee, C. E. (2010). Face-to-face versus computer-mediated communication: Exploring employees’
preference of effective employee communication channel. International journal for the
advancement of science & arts, 1(2), 38-48.
Mishra, K., Boynton, L., & Mishra, A. (2014). Driving employee engagement: The expanded role of
internal communications. International Journal of Business Communication, 51(2), 183-202.
Osbeck, M. K. (2011). What is Good Legal Writing and Why Does It Matter. Drexel L. Rev., 4, 417.
Toth, C. (2013). Revisiting a genre: Teaching infographics in business and professional communication
courses. Business Communication Quarterly, 76(4), 446-457.