Data Solutions: Enhancing Business Communication - Audit Memo

This document presents a memo from the director of Data Solutions to its employees, addressing the importance of external communication following a company-wide audit. The audit, which included branches in Sydney and Melbourne, aimed to improve both the efficiency and cost-effectiveness of external communication, particularly in marketing and software product promotion. The memo highlights problems identified during the audit, including employee difficulties in selecting appropriate communication methods, a poor internal network hindering communication, and ineffective meetings. It emphasizes the significance of effective communication in achieving organizational goals and proposes solutions such as communication training, anonymous feedback mechanisms, and improved supervisory responsiveness to employee concerns. The memo intends to foster a better communication system, leading to improved employee performance and increased sales for Data Solutions.

Running head: BUSINESS COMMUNICATION
Business communication
Name of the student
Name of the university
Author note

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BUSINESS COMMUNICATION
To: Employees, Data Solutions
From: The director, Data Solutions
Date: March 31, 2018
Subject: Importance of external communication
The data management company named Data solutions that is located in Brisbane
conducted an audit process that is a communication process in the company. The company
has other branches in Sydney and Melbourne. The reason for conducting the process was to
improve the system of external communication. It focused both on the significance of the
communication in terms of efficiency as well as the cost effectiveness. The aspects like
marketing, promotion of the software products were included in the categories of the external
communication. Along with the external process the audit has highlighted some light in the
internal communication process as well.
There were certain problems that were highlighted in the process of audit. Those
were:
 The employees were finding difficulty in selecting an appropriate method of
communication for both target audience and content. The employees suffered from
confusion between the traditional form of communication and the digital form of
communication. They needed a concrete forum to interact with their audience.
 The company suffered from poor internal communication system. There was a
problem with the network. The poor network made the employees to ignore some
groups and a serious problem was faced during the communication.

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 Many meetings were held in the organization and those were useless and it did not
have any value at all. They played no significant role in the organization. The
meetings could not reach out to the audience and the employees of the organization.
The analysis of the problem concentrated on the issues faced on the importance of
introducing an effective form of communication within an organization. This is the reason the
company wanted to improve the communication system in the organization. The
communication leads to the purpose of performing the objectives of the individuals as a result
achieving the goals of the organization. This is important as this would make the employees
realize that their individual improvement is subjected to the betterment of the organization.
This would make the process of communication better in an organization.
There are three major problems that have been highlighted in the communication
audit process. The first problem is the dilemma experienced by the employees regarding the
selection of a proper form of communication. The dilemma was between the selection of a
traditional form of communication and the digital form of communication. The qualitative
significance of the problem would make the communication effective by using the different
medium of communication. In terms of quantity, the company will be able to sell 10% more
data management software per month. Therefore in terms of both quantity and quality an
effective communication would have a positive impact on the company.
The second issue was the poor network that made it difficult for the employees to
reach the audience. This lead to the internal communication within the organization and it
caused ignorance of few groups that left a negative impact on the company. The qualitative
significance of this issue would make the internal as well as the external communication
better. This can be done by using a stronger network. The quantitative significance would
focus on the increase of 20% sale than the previous month.

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The third problem was the ineffective meetings that had no worth. The dignitaries did
not indulge in a proper communication system with the employees. The company was a
medium sized company and therefore they required to grow their business by making
designing a proper communication system. The qualitative significance would hold by
making a two-way communication. The quantitative communication would include the
growth of 100% within a year. In this way the company will be able to expand from a
medium sized company to a larger one. The communication system has to be clear.
There are suggestions by applying which the company can get over the problems. The
employees need a proper training by the experts of communication theories. The training
would overcome the dilemma of the employees to use the traditional form of communication
or the digital form of communication. The training must include the practical understanding
of the lessons of effective communication.
In order to solve the poor condition of the network the employees should be allowed
to speak out without any hesitation. The feedbacks are an effective plan for this. The
employees can share regular feedback in a form which would be kept secret. This would not
make the employees feel uncomfortable as their identity will be kept a secret. The supervisors
must pay attention to the complaints of the employees and they should be taken into
consideration and should be worked upon.
In order to make the supervisors effective all the employees should be encouraged to
participate. The other way is to take the feedback in the form of one to one conversation with
the supervisors that would make the employees feel comfortable. Before planning all these a
proper agenda of work should be designed.
The memo was intended to make the employees aware of the problems that prevailed
in the organization. The memo intended to inculcate a good communication system among

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the employees within the organization. This would benefit both the employees as well as the
organization. Apart from this the company would b able to experience a huge growth in the
sales.
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