Data Solutions Company: Internal Communication Audit Report Analysis

This report presents a communication audit conducted for Data Solutions Company, examining both internal and external communication processes. The audit aimed to assess the effectiveness of past communication practices and their alignment with the company's goals. The audit revealed strengths in external communication, particularly in marketing and product promotion, but identified weaknesses in internal communication. The report details problems such as poor selection of communication means, limitations in the internal organizational communication network, and ineffective inter-organizational meetings. It offers solutions including guidelines for selecting appropriate communication channels, weekly updates to improve internal communication, and monthly inter-corporate meetings to promote knowledge sharing. The report emphasizes the importance of adhering to the established communication system, choosing the right medium, and sharing knowledge among employees to enhance company effectiveness, employee skills, and ultimately, employee compensation. Contact information is provided for any queries regarding the report's implementation.

Running head: EFFECTIVE BUSINESS MANAGEMENT 1
Effective Business Management
Name
Institution

EFFECTIVE BUSINESS MANAGEMENT 2
1. OPENING
To: All Employees; Data Solutions Company
From: Director, Data Solutions Company
Date: 27 March, 2018
Subject: Communication Audit
2. Objectives and Background
Communication audit
A communication audit process was conducted organization wide at our organization to examine
internal and external communication weaknesses and strengths within our organization. The
process aimed at helping the company to realize effectiveness of its past communication
practices and assess whether they are effective in helping it to meet its target goals. From the
audit the company was able to realize that it external communication processes were a big
success in the area of marketing and products promotion. However the audit highlighted several
problems with the internal communication process.
Specific purpose
Moving ahead requires assessing the past communication practices. This was the specific
purpose of the communication audit. While planning for 2018 marketing initiatives, it is very
crucial to know what worked and most importantly what did not work. There to understand
whether the previous goal was to increase web traffic, building companies' awareness or was for

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the generation of leads. Thus there is need to scrutinize every program to determine its
effectiveness in reaching certain goals.
General purpose
The general purpose of the communication audit was to update our employees of cooperate
messaging. In every growing marketplace, it is critical to regularly evaluate and integrate
cooperate messaging. This approach helps in determining whether the customers’ needs have
changed and whether the messages being conveyed are appealing to the target recipient in a
clear, consistence and correct way? Additionally, this communication audit process helped to
assess whether messages were going to the desired clients through accurate mediums.
3. Problems
Poor selection of effective means of communication (traditional or digital) for the context
and the audience
Qualitative significance
Employees of data solutions are encouraged to be keen on the means of communication they
need to use depending on the quality of the information. If the message to be conveyed is
secretive, they are urged to use such means which can guarantee the confidentiality of the word.
A telephone, for example, can be overheard, an email or fax too may not be appropriate in this
case.
Quantitative significance

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Employees of data are required to consider the quantity of a message before choosing the best
communication medium to use. This will help to minimize the cost to be incurred in conveying
such messages. Distance should also be highly put into consideration.
Limitation and of the internal organizational communication network
Having good internal communication network leads to new ideas and innovations in some ways.
Employees who realize what is critical for their company can focus on making improvements
and realizing opportunities for innovation. This is the qualitative benefit of the latter.
Identification and assessment of alternative sources of information are achieved through the
integration of functional communication network in an organization. This is a quantitative
significance.
Ineffective inter-organizational meetings
Trust is a qualitative significance; accurate communication between departments builds trust
within the organization. This will help data Solutions Company to develop productivity. The
quantitative part of it is that customer service can also be improved.
4 Action steps to identified problems
Problem 1
Solution
In regard to means of communication being selected poorly, employees are urged recognize the
customers they have to communicate with, research on how they obtain information, cost and
distance to be covered. This will help them to choose the best communication channel.

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Problem 2
Solution
With respect to minimal inter organizational networks. It is brought to your attention that
updates will be made on a weekly basis to help improve internal organizational communication.
Employees will also be notified during meetings on the purposes of each particular meeting as
well as the expected outcomes of each meeting.
Problem 3
Solution
It has been noted that Data solutions company experiences ineffective inter organizational
meetings. It has been resolved that, resolutions and preparations will be set in place. There shall
always be inter-corporate meetings at least once every month to promote knowledge sharing
between departments. Participant is urged to be keen in attending meetings.
5. Closing
Synopsis and benefits of complying with the memo
This memo reminds everybody in this company the need for the established communication
system. Employees need to share knowledge with each other. Choosing the best communication
medium based on the nature of information to be conveyed is paramount. Compliance with this
memo will not only increase the effectiveness of this company but will also market the
employee’s skills and levels of competency. In addition, it will lead to an increase in employee's
monthly salary.

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In case of any challenge with putting this memo into action or understanding it, kindly visit the
office of the director. Contact details……………