Data Solutions Communication Audit: Enhancing Business Practices

This report addresses the communication challenges faced by Data Solutions, a medium-sized software company with offices in Brisbane, Sydney, and Melbourne. The director initiated an audit to emphasize the significance of internal and external communication. Issues identified include poor communication of executive decisions, ineffective interaction between employees and supervisors due to remote work arrangements, and unprofessional email practices. The report suggests solutions such as communication training for employees, implementing suggestion boxes and open forums to encourage feedback, and ensuring professional email etiquette. The aim is to improve communication, boost employee engagement, and enhance the company's overall performance. The document concludes with contact information for further assistance and a bibliography of relevant sources. Desklib provides this and many more solved assignments for students.

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Effective Business Communication
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To: Employees, Data Solutions
From: The director, Data Solutions
Date: July 30, 2018
Subject: Importance of effective business communication
Based in Brisbane, Data Solutions is a medium sized company which sells
management software. The company has its offices in both Sydney and Melbourne as well. It
is a data management medium sized software company due to which, the company is facing
certain issues with their business communication methods. The director of the company is
highly worried about the issue and therefore, wishes to carry out an audit process for the
betterment. The audit process will emphasize over the significance of both internal as well as
external communication in business. The only process of communication within the company
comprised advertising and promotional activities of software products. The typical process,
which was conducted within the organization, included the following issues;
 The decisions made at executive level were not being communicated in a proper as
well as timely manner to the employees.
 For most part, the employees and the supervisors are not ready to work at the same
offices. Moreover, due to this situation, the communication is ineffective among the
supervisors and the employees.
 In addition to this, the emails are being sent in an unprofessional manner.
All these problems require immediate attention due to its severity. Taking the first
case into consideration, it can be said that the executives have failed tremendously in
communicating their ideas and discussions with their employees. Their gap in the skills
prevented them to select between digital and traditional communication form. Moreover, the
qualitative significance reveals that it might lead to an effective communication, if the
organizational managers conduct a training session using various modes of communication as

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well as their benefits. On the contrary, the company will also have some quantitative
significance if it sells 100% data management software per year.
In addition to this, the second problem is mainly regarding the employees and
supervisors, who are not ready to work at same offices. Moreover, the communication is
becoming ineffective due to this situation mainly in between the supervisors and employees.
This is also due to the ineffective system of communication within the organization, which
has led to huge conflicts in between the employees. In addition to this, there were no
opportunities where the employees could share their valuable opinions and viewpoints among
the supervisors and the employees. In this context, the director has decided to conduct an
open forum that will make the internal communication easy and that too, from both ends.
The major qualitative significance to this problem can improve the organizational
communication and it will help in finding new as well as innovative methods for the same.
The quantitative significance to this problem might lead to a fifty percent increase in their
sales. This will help in enhancing the communication between the employees and the
supervisors within the company. However, taking the third problem into consideration, it can
be said that the final problem has emerged due to negligence towards the employees. The
emails are being sent by the supervisors to their employees in an unprofessional manner.
The meeting should be held as the most important activity but however, it was not that
positive enough as the employees did not receive professional mails. Here, the qualitative
significance is the two way communication and it totally depended on the company’s size.
On the other hand, the quantitative significance to the company will give a way to the
hundred percent achievements in terms of expansion, sale, promotion and advertising.
Therefore, in order to overcome the primary issue of the employees, it can be said that the
company will require proper training methods. It can be done by hiring a professional

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communication expert or a certified trainer. The training procedure will prove to be highly
beneficial for the company as it will assist the employees in understanding various
communication forms as well as their effectiveness under several circumstances. Moreover,
the employees will also be able to get hands on practices by their communication expert or
professional trainer.
In order to get over miscommunication issues among the employees and the
supervisors, the organizational managers and supervisors need to adopt certain action steps or
methods. They should arrange or set up a suggestion box, in which the employees or the
supervisors can submit their complaints, if any and without mentioning any names. This will
be a better practice and nobody will know that who complained against them. The overall
procedure will be fair and conducted without any biasness. The managers will be able to
check the views and work in accordance with that. Moreover, a open house session can be
conducted where each and every employee should be encouraged to give their viewpoints and
opinions, without any hesitation. This will help in making them feel special or valued to the
Data Solutions Company.
Active and effective involvement of the employees as well as their supervisors will
assist in increasing the benefits as well as the advantages of internal meetings. This in turn,
will lead to better and effective business communication. Various methods should be
introduced like debates, open house discussions, face to face interviews, role plays, demo
selling and others. This will enhance interaction among the employees as well as their
supervisors. In addition to this, it will also assist in grabbing the interests of the employees
and the organizational leaders as well as managers. The employees should be encouraged as
well as motivated to participate in special events held by the company. Furthermore, they
should be offered with surprise lunch, snacks or gifts on the meeting day.

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Last but not the least; the managers and leaders should check that the emails are being
checked in a professional manner. The employees are also facing this issue, where they are
being sent with unprofessional emails, which is a bit disturbing. Therefore, the management
should look into this matter and keep an eye on the supervisors and their way of sending
emails to the employees. This will help in curbing the issues to a large extent, which in turn
will benefit the organization. The director of Data Solutions should monitor these facts and
check that no employees within the organization is facing any such issue, as it degrades the
reputation or image of the organization.
This memo is an effort in the part of Data Solutions director in order to make the
employees differentiate between their inherent communication problems within the company.
Throwing light on the qualitative as well as quantitative implication of all issues will help in
making the employees realize that the importance of communication emphasizes upon the
free way of discussing contemporary issues. The possible resolution step will make their
work easier and help them in enhancing their communication skills as well. The company
should also think of linking their compliance for a better workplace, organizational
performance as well as employee benefits.
The memo mentioned only a few brief factors of the whole situation. However, you
can contact us anytime for further issues or problems. We are happy to resolve your queries.
So, if you need any kind of help or assistance, feel free to contact us,
Call- 022 1234 56789
Email id- [e-mail]

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