Internal Communication Audit Report: Data Solutions Company Analysis

This report presents the findings of an internal communication audit conducted at Data Solutions. The audit revealed breakdowns in internal communication processes, including the inappropriate selection of communication methods, a limited and partial communication network, and ineffective inter-organizational meetings leading to conflicts. The report highlights the need for adopting new digital communication methods, investing in SEO digital marketing, and ensuring context-informed communication. It also suggests resolving inter-organizational disputes through open dialogue, mediation, and cultural understanding. The solutions proposed include investing in a new communication structure, choosing appropriate digital means of communication, and resolving inter-organizational communication dilemmas to enhance the company's competitive edge in data management solutions. The report emphasizes the importance of effective communication for organizational performance and growth, urging employees to adhere to the guidelines provided for achieving the company's goals. Departmental heads will oversee the implementation, and employees are encouraged to seek assistance through the company's hotline or director's contact information. The report concludes by expressing optimism about the positive changes expected after implementation.

Running head: INTERNAL MEMO 1
Effective Business Communication
(Author’s name)
(Institutional Affiliation)

INTERNAL MEMO 2
TO: All employees
FROM: The Director, Data Solutions
DATE: March 28, 2018
SUBJECT: Internal Communication Process Issue
The purpose of this memo is to bring to your attention the findings of the recently
conducted audit on our company. Also of importance to note are the solutions on the problems
that were revealed after the audit which was grounded on our communication structures and
procedures.
An audit is an assessment of activity which at times is referred to as an objective report
that takes diverse forms. An internal communication audit occurs to ensure that all is in line with
an organization communication strategy which translates to the stronger business strategy. The
review is meant to answer an organization’s questions about what is working well, whether the
messages and dissemination are explicit and operational. The audit also comes handy where the
executive management wants to determine what their subordinates think about their organization.
Moreover, the internal audit helps you identify opportunities for future improvements and even
what to desist from doing.
The auditing process entails identifying reasons, qualitative and quantitative data, timing,
frequency, the resources and the impartiality aspect of whether in-house or outsourced team will
be hired for the task (Quirke, 2017). Other considerations for the audit like appropriate
representation, notification of staff about the review, decision on what to do with the collected
information, communicating the outcome and eventually carrying out an evaluation should be
done categorically (Ulmer, Sellnow & Seeger, 2017). The primary reason for the audit is to
check for the existence of an active communication within and outside Data Solutions Company.

INTERNAL MEMO 3
In a broader scope though, the purpose of the examination is to verify that Data Solutions has the
competitive edge in Brisbane and beyond.
Communication audit carried out on Data Solutions reveals that external communication
processes like promotions of products and marketing are practical and cost-effective. The
positives are drawn from the fact that there is healthy communication with our clients at Sydney
and Melbourne and all the external stakeholders of the business. Nevertheless, the audit exposed
a breakdown of the internal communication processes in Data Solutions Company. The internal
problems are rooted within the Data Solutions. The good news about domestic issues is that we
as an institution have control over them and as such can be dealt with by the executives before
the problems escalate to devastating levels.
Wrong selection on the means of communication for the context and the audience by
employees was another problem. Effective communication can only be attained when there are
procedural guidelines that can be followed. The findings from the audit affirm that we need to
install and embrace new communication and advertising methods to align them with 68 percent
of online users the current trends and tone.
Our mature and young audiences are no longer using the post office as they are now
glued to Facebook, eBay, Instagram, iTunes, WhatsApp, Myspace, and Flicker. Also, it has
become increasingly apparent that more digital methods of reaching our audiences have to be
used. Our company needs to invest more in SEO digital marketing. Data solutions also need to
be keen on context; their needs be informed communication to be within context to so that
whatever information is being passed to be effective.
The communication network is limited and partial and as a result our internal network is
reported to have left other employees out which is not good a picture of an organization that need

INTERNAL MEMO 4
every one of you to join hands to see the company offer excellent services to our clients. The
network dilemma reports at least 40 percent downtime for our systems which is a massive loss to
our company the network will be relayed and be comprehensive to serve and be the Data
Solutions fraternity to its entirety (Park & Roome, 2017).
The configuration of the internal system will follow to ensure the problem of the limited
network is resolved. Laying of new network structure and its proper outline will see us through
the problem. According to Goleman (2017), having an efficient and functional communication
medium will enable accurate, on time and useful information flow from the executives,
employees and to the customers.
Moreover, the other problem surrounds the ineffective inter-organizational meetings. All
the Data Solutions branches at Melbourne and Sydney face substantive, cultural and emotional
conflicts. The inter-organizational communication problem is responsible for over 60 percent
failure of communication in our company. The communication breakdown has dramatically
crippled multiple channels and hampered business and ideas exchange and even implementation
of recommended structures (DiSanza & Legge, 2016).
Inter-organizational disputes will be resolved through open dialogue with the involved
parties. According to Appleman (2017), mediation can also be used to settle the differences
between the different business and our company. For the cases where culture is the problem,
cultural understanding and appreciation will be employed. In some instances of our bitter rivals
though cannot be resolved but we learn how to absorb the problem.
By redeploying our communication strategies, we will be able to maximize the exhibition
our data management software and directly grow our sales (Alberts, Nakayama & Martin, 2015).
Investing in the new communication structure, choosing the appropriate digital means of

INTERNAL MEMO 5
communication for context suited for and resolving the inter-organizational communication
dilemmas will help our company will gain the competitive edge in data management solutions
and enable us to prosper and get more profits.
Communication empowers performance as it opens the rest of an organization to the full
understanding of its challenges thus opening paths towards reconciliation and thus is essential in
forward oriented organizations (Cardon, 2015). As such, it will help the firm in steering its
development forward and having a smooth communication plan thereafter in tackling the
challenges. It is very important for all the employees to heed and adhere to the above guidelines
for the organization to meet its target goals. All departmental heads will preside over the
implementations as stated above. For any assistance or clarity on any unclear issues, all
employees will be required to use the company’s hotline number. The office of director will also
be open for those who could wish to have in-depth discussions or use my email address
[e-mail] to contact me. Hope to see changes in the organization after the
implementation.

INTERNAL MEMO 6