BUSN20017: Data Solutions - Enhancing Business Communication

This assignment is a business communication memo addressed to the employees of Data Solutions, following a communication audit conducted at their Brisbane location. The memo identifies three key problems: a poorly defined communication method leading to employee confusion, a deficient internal communication network, and unproductive meetings. To address these issues, the memo proposes actionable steps including circulating Google Forms for anonymous employee feedback, providing comprehensive training on both traditional and digital communication methods, and fostering direct communication between employees and management. The ultimate goal is to improve both internal and external communication, enhancing employee satisfaction, increasing revenue, and creating a more positive working environment. Desklib offers a variety of study tools, including past papers and solved assignments.

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

1BUSINESS COMMUNICATION
To: Employees, Data Solutions
From: The director, Data Solutions
Date: April 2, 2018
Subject: Importance of external as well as internal communication
2. Objectives and background
a. description of the audit process
An audit was conducted in the data management company named Data Solutions that
is located in Brisbane. The company has many other branches in other parts of the country
like Melbourne and Sydney. The company laid the focus on the communication process. The
company had poor system of external as well as internal communication. The company
focused on the significance of the communication in terms of cost effectiveness and
efficiency of the employees. The internal communication includes the training of the
employees, the designing of the programs that can improve the communication of the
management with their employees. This further includes the feedback session of the
employees and valuing the feedbacks of the employees.
b). The specific purpose
The purpose of the audit process is making a better system of communication between
the management and the employees. This would build a strong infrastructure within the
organization. The aspects that were included in the external communication were the
marketing, promotion of the software products. Both the internal and the external process of
communication have been focused on the process of audit.

2BUSINESS COMMUNICATION
c). General purpose
The general purpose of the audit process is to achieve the goals of the organization as
well as the goals of the individuals.
3. Problems
Before conducting the audit it was noticed that there were several issues:
Problem one
The method of communication was not well defined and the employees found difficulty
in selecting an appropriate forum to convey their issues to the management. The problem was
witnessed not while communicating with the management but also with the target audience.
The employees had confusion between the traditional form of communication and the digital
form of communication. They wanted a platform to communicate with their audience.
Problem two
The other issue that was serious was the poor system of internal communication. The
network was poor and it was a serious problem. The employees ignored some groups and
some important audiences and all this happened because of the poor system of network. They
were not able to concentrate on some serious issue and deal with the issues of the audiences.
The poor communication system was due to the poor system of network.
Problem three
There were many meetings that were held in the organizations and those were useless.
The meetings turned out to be absolute waste of time and they had no significance in the
organization. The meetings failed to reach out to the audiences and to the employees of the

3BUSINESS COMMUNICATION
organizations. There was no effort on the part of the organization to make it reach to the
employees and the audiences who are attached to the organization.
The problem analysed the difficulties that were faced on the importance of holding an
effective form of communication within the organization. The audit has been conducted
for this particular reason. The communication is aimed towards making the employees
realize about their goals and their actions that would make them achieve their personal as
well as the goal of the organization. The improvement of the employees has a direct
influence on the development of the organization. This is the reason the individual goal
should be high. A good and well structured communication process would make the
individuals achieve their goal and would lead the organization towards a better position.
Three major problems have been highlighted in the communication audit process. The
primary problem faced by the employees is the problem of selection of a proper form of
communication. This includes the confusion between the digital form of communication
and traditional form of communication. The qualitative significance of the problem
would include making the communication effective by using a different means of
communication. The company can head towards the increase of 10 percent sell of the
data management software per month. This would lead to the positive impact of the
company in terms of both quantity and quality.
The second issue was the poor network. The poor network made dir difficult for the
employees to reach the audience and communicate with the audience. The company
faced negative impact for the poor internal communication system. The failure in the
management of the internal communication within the system makes the company
experience a setback. The qualitative significance of the issue would include making the

4BUSINESS COMMUNICATION
system of communication effective by using the different medium of communication. In
terms of the quantity issue it can be solved by increasing the sale 30 percent more.
The third problem includes the meetings that have no worth. The company
was not a huge-sized company and this is the reason the communication between the
employees and the dignitaries could be in a closed circle. In order to make it huge the
company should improve their communication system. The communication system
should be a two-way communication system, this is the qualitative significance. The
quantitative significance would include the growth of 100 percent within a year.
4. Actions steps to solve the problem
a) In order to overcome the problems the company is required to circulate the google
forms that would included the feedback from the employees that should be taken into
consideration by the management. The identity of the employees should be kept a secret
and it should not be revealed in front of all.
b) They should be trained to use all methods of interaction, the traditional method as
well as the digital method. The training that will be delivered to the employees must
include the practical understanding of the methods of communication.
c). finally the employees should be encouraged to do their job and they should be
motivated by the management. They should indulge in direct conversation with the
authority and any issue should be directly communicated to them. This would make the
employees feel comfortable. A proper agenda of work should be created before
performing these actions.
5. Closing

5BUSINESS COMMUNICATION
The memo was intended to plan an effective process of internal as well as external
communication that can be helpful for the employees. This would benefit the employees
as well as the organization. This would create a good reputation of the company and they
would be able to experience a huge amount of revenue. This would also make the
working environment better. It is extremely important to have a good working
environment as it beneficial for the organization as well as for the employees.
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