BUSN20017 Effective Business Communication: Data Solutions Analysis

This report addresses internal communication challenges at Data Solutions, stemming from a survey indicating employee dissatisfaction. It highlights issues such as poor communication culture, ineffective supervisor-employee communication due to remote work, and negative email communication. The report proposes action steps, including creating a culture of open communication through regular meetings and empathetic leadership, improving supervisor-employee interaction via town hall meetings and enhanced communication software, and formalizing email communication to avoid misunderstandings. It emphasizes the importance of open communication for achieving organizational goals and boosting employee morale and productivity, recommending contacting HR for further assistance. Desklib provides access to similar solved assignments and resources for students.

Running head: COMMUNICATION SKILLS 1
Communication skills
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INTERNAL MEMORANDUM
To: All Current employees
From: Managing Director, Data Solutions
Date: 21st September 2018
Subject: Improving Internal communications in Marketing
2) Objectives and background
A survey shows that only a few employees are satisfied with communication in an organization,
and Data Solutions is not an exception (Templar, 2015). The problem in Data Solutions does not
only point out to formal communication which is done by the PR department, but also
interactions taking place between colleagues in the organization. It is therefore essential to have
a communication audit to allow for initiation of proper strategy and improvement. Audit in
communication is a systematic formal or informal review of the organization's practices in
communication. This may not necessarily go into details on what is communicated, but involves
strategic communication which is useful and leads to results.
a. Specific purpose
A communication audit helps the organization to get valuable information which is useful in
making the necessary changes. It gives the manager specific corrections to the programs
available for communication. Communication audit also removes barriers and misunderstanding

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while bringing clarity to the misconceptions on issues, thus providing solutions to such issues
(Wortmann & Becker, 2009)
b. General purpose
Communication audit will be helpful in identifying the communication shortcomings while
deciding on the best way forward. Also, it creates a good rapport where employees feel
important as they understand the attitude of the decision maker while enhancing personal
relations. Communication audits also help in identifying opportunities.
c. Context
After studying Data Solutions communication processes, there are many communication
challenges faced by employees. This has consequently led to low productivity because of the
barriers to understanding exactly what is required of them.
3. Problems
a. Problem 1— Poor Communication culture and alignment from the management. This is
caused by decisions made by management and not properly communicated to employees. For an
organization to be successful, proper communication is essential. From the business perspective,
lack of proper communication means that employees will not deliver what is expected of them,
hence goals will not be achieved. When employees do not know what is expected of them, they
will not perform to their full potential. Research shows that almost every employee issue can be
tied to communication, from performance, productivity, and attendance. Improper
communication leads to a low turnover and low levels of employee engagement. Communication
failures also erode trust (Garcia, 2012).

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b. Problem 2- Supervisor and employee communication are not effective because they do not
work in the same offices. Communication is still key regardless, and it will lead to satisfaction,
increased job performance and reduced redundancies.
c. Problem 3- Negative email communication. This leads to a relay of incomplete
communication and sometimes negative communication such as rumors and slander which
sometimes take place without malice. This leads to wastage of time and ineffective
communication on important things in the workplace. Negative communication can erode trust
and sometimes hard to repair because it causes conflict. An example is when incomplete
information leading to incomplete work, then the supervisor is angered about the same (Watson
Wyatt Worldwide, 2015).
4. Action steps to solve the problems
a. Problem 1- The management needs to create a culture of communication by scheduling
meetings and informal communication where they consult the employees on issues so that they
feel they are part of the decision making. Leaders should show empathy. It is also important that
the management communicates about financial issues and even the struggles a business is going
through. This will foster an environment of understanding. Occasionally, managers can develop
a culture of informal communication where they talk about non-transactional conversations. It is
also important that managers meet one on one with employees, maybe after a fortnight on a
weekly basis (Hargie & Tourish, 2009). This can be helpful in identifying potential problems
before they blow up and such meetings can be a morale booster as the "boss" is not much

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isolated. The manager needs to sharpen their message so that they communicate in a precise and
clear way, without raising further questions. It is also important that management focuses on the
outcome and mostly the process. It is also advisable to communicate what's not working to
ensure that people can change their strategies and look for what works better. Employees should
get back communication within the shortest time possible, preferably within 24 hours regards to
their queries or concerns. Lastly, leaders should provide guidance and exhibit loyalty. Guidance
is a burden of command, and compassion when appropriate is important. Also, loyalty fosters
trust and trust leads to high performance (Neal, 2014).
b. Problem 2-The Supervisor can hold town hall meetings, and make sure that he meets face to
face with all the employees. In the process, it is important that there is a two-way dialogue which
helps a great deal in understanding what is going on in the business. Group meetings can be
scheduled from time to time, where people exchange ideas. A question-answer session can be put
in place; where everyone can ask anything, they are struggling with and create more
understanding of processes and decisions in the organization. All employees in respect to their
department can receive a weekly correspondence regarding important ideas, where they get to
engage and also be part of the decision making. Business software can also be changed to
improve staff communication, while ensuring scheduling is streamlined, tracking of time and
tracking of HR tasks. Synchronous communication can be helpful where people agree to
communicate at a particular time using a particular method. Every communication method
should have a designated purpose. Supervisors should also create a culture of check-ins, where
after a certain period they make a stop to see an employee's progress (Clampitt, 2012).

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c. Problem 3- Email communication has increasingly become popular, and it has become
acceptable even in the workplace. Email communications should be made formal and should be
avoided when unnecessary. A format for regular emails can be given to the employees so that
decorum is maintained (Hargie & Tourish, 2011). Employees can be encouraged to go an extra
mile to send short and clear emails while proofreading them to ensure they send relevant and
clear messages. However, as a general rule, it is crucial that anything that requires interpersonal
communication where it requires face-to-face communication with the employee is not
communicated through the emails. Such inter-personal communication can include conflict
resolution, coaching for the first time, counseling and most importantly when bad news is being
delivered. Also, when urgent matters are being communicated, it is important that they are
handed in person. If a matter requires immediate attention, it should be orally delivered. Verbal
cues help a person to understand how a message is conveyed; therefore, a message should be
conveyed depending on whether the meaning would be interpreted differently by the person; if
any doubts arise, the message should be conveyed in person (Schwalbe, 2015).
5) Closing
a. For a business to be successful, open communication is important. The best leaders are good
communicators. It is important they listen as well as take time to ask questions. Employees also
need to feel included in all the processes to boost their morale and increase their productivity.
Proper communications ensure that the organizational goals are achieved, and there is smooth
running of businesses across the departments in an organization (PMP, 2009).
b. Assistance and provide contact details- Contact HR for more details.

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References
Clampitt, P. G. (2012). Communicating for managerial effectiveness. Sage.
Garcia, H. F. (2012). Power of Communication, The: Skills to Build Trust, Inspire Loyalty, and
Lead Effectively. FT Press.
Hargie, O., & Tourish, D. (Eds.). (2009). Auditing organizational communication: A handbook
of research, theory and practice. Routledge.
Hargie, O., Dickson, D., & Tourish, D. (2011). Communication in management. Gower
Publishing, Ltd..
Neal, K. L. (2014). Six key communication skills for records and information managers.
Chandos Publishing.
PMP, G. M. C. (2009). Communications skills for project managers. AMACOM Div American
Mgmt Assn.
Schwalbe, K. (2015). Information technology project management. Cengage Learning.
Templar, R. (2015). The Rules of Work: A definitive code for personal success. Pearson UK.
Watson Wyatt Worldwide. (2015). Effective communication: a leading indicator of financial
performance: 2005/2006 communication ROI study. Watson Wyatt Worldwide.

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Wortmann, J., & Becker, E. F. (2009). Mastering communication at work: how to lead, manage,
and influence. McGraw-Hill Professional.