BUSN20017 EBC Report: Analyzing Communication Issues at Data Solutions

This report, prepared for the BUSN20017 Effective Business Communications unit, analyzes communication problems within the Data Solutions Company. The report begins with a memo to address internal communication issues, specifically highlighting the lack of connection between employees and managers, and the communication gap between the Sydney and Melbourne branches. The objectives include identifying current communication problems, specifically the lack of timely information flow and unprofessional email communication. The report details a communication audit process, outlining the methods and stakeholders involved. It then identifies three key problems: a communication gap between employees and executives, delays in order fulfillment due to branch communication issues, and unprofessional email practices. Action steps are proposed to solve these issues, including making information readily available, strengthening the communication system, improving connections between branches, and conducting training sessions. The report concludes by emphasizing the benefits of improved communication and offers a synopsis of the memo, benefits of compliance, and contact information.

Running head: EBC
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Name of Student:
Name of University:
Author’s Note:

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Opening
a) To: All the members of the Data Solutions Company.
b)From:()
c)Date:()
d) Subject: Recommendation of measure to solve the ongoing problems in the organization.
There have been reports that the company is suffering from some problems that are actually
affecting their overall production. The company is doing well externally but there are some or
the issues they are cropping up in the internal structure. The employees and the managers are not
being able to stay in a proper connection with one another. It is the duty of the organization to
make sure that the internal communication is taking place properly (Wright, 2018).
2) Objectives and background: The objective is to look at the problems that are currently going
on in the company. Data solutions are a company that sells the management software to all the
clients (Kadous et al., 2017). They have their branches located both in Sydney and Melbourne.
So, it has been seen that there is a communication gap that is existing within the company. Apart
from these the decisions that are taken by the manager or by the other superiors are not being
floated down to the employees at the right time and in the right manner.
a) Describe the communication audit process: A communication audit process is a kind of
audit or an inspection that sees the effectiveness of the current communication system that is
taking place within the company. Like any other audit that takes place in the company, this
communication audit is also one of the most important functions.

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At first, the communication auditor will make an audit of the overall existing communication
system. This will be done by checking all the tools, strategies that the company is currently
taking for communication. As there is a problem with the internal communication the auditor
will take opinions from all the internal stakeholders like the employees and the supervisors as
well. They will review the systems and take feedbacks through various means like the surveys,
one on one session and others. Based on these findings the auditor will give his own suggestions
and recommendation on the current communication system and how to solve the problems
existing in the same.
b) Specific purpose: The specific purpose is to make sure that the decisions made at the top
level are communicated to employees at the right time.
 To make proper connections between both the branches of the company
 To see that the emails which are being floated for communicating all the decisions are
done in a professional, precise, easy manner. This is to ensure that the employees
understand what is being conveyed and the purpose behind it
c) General purpose: the purpose is to make sure that the communication between the managers
and the employees improve
3) Problems
a) Problem one—quantitative and qualitative significance
The qualitative significance is that there is a huge communication gap between the
employees and the executives. As a result of these, the doubts and queries of the employees are
not being solved and they are unable to perform the tasks properly. There can be a reduction in

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the quality of the materials as well. The quality of the management software will be hampered.
The quantitative significance can be some illegal or out of the decorum activities done while
speaking among each other or any external stakeholder.
b) Problem two—quantitative and qualitative significance
This can be a major issue in the delaying of the orders that are to be supplied in the mare.
As the communication gap is huge there can be a problem in the proper and timely production or
supply of products. For an instance, if there is a decision taken in the Sydney office that, 200
orders are to be made Monday due to increased demand. If this news is not communicated at the
Melbourne office on right time then naturally the production will be hampered (Hänninen &
Karjaluoto, 2017).
The qualitative problem can be using any particular question in any company surveys that
is banned or not appropriate.
c) Problem three—quantitative and qualitative significance
The emails not being done in a professional manner will keep the doubts of the employees
unanswered. The employees might feel hurt by the usage of some unprofessional language. They
might feel they are being personally attacked. The qualitative impact is the usage of something
improper in the mails. It can be in the form of language or any surveys, or even the feedbacks of
any one on one session (Welch, 2015).
4) Action steps to solve the problems
a) Problem one –To improve the communication the company must take the following steps

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 Make the sticky information available for all the employees. The sticky information is
like a code of all the rules that must be maintained by all the employees of the
organization. This must be made part of the training sessions so that the employees can at
least stay clear with the basic rules and there is no need of communicating them every
now and then (Quirke, 2017).
 Data solutions have to make sure that they are strengthening the communication system.
The communication is to be made strong among the managers and their employees. This
can be done if the managers take a regular interest in knowing the problems of the
employees and try to solve them by all possible means (Men, 2014). If this is done then
the employees will feel valued and important. Automatically they will try to understand
what is being conveyed in the emails or they will go and raise their doubts (Rahim,
2017). The managers will also realize the needs of the employees and communicate the
information accordingly
b) Problem two
 There has to be a proper connection between the two branches that is Melbourne and the
Sydney offices. This can be done by making sure that there is another office that is being
launched somewhere in the middle location of these two branches that will act as an
interconnecting bridge. This will help in making the communication easier. Apart from
this, a regular caller has to be appointed who will make regular calls and emails in a
professional way. This calling system will be both to and from both the offices (Mäkelä,
2018).

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c) Problem three
There have to be proper campaigns conducted within the Data Solutions company. It has
to be made sure that all the employees and executives from both the branches attend these
training sessions and campaigns. This will help in training the executives and the employees as
well so that they can comprehend and compose the emails in a proper way.
5) Closing
So, it can be said that if all these methods are used then the problem of communication
can be solved. All these methods will help in making a smooth and uninterrupted communication
system. This will help in increasing the connection and the association among the employees.
This, in turn, will enhance the production and the teamwork (Welch, 2015).
Briefly outline a synopsis of the memo
Thus, this memo will be very useful for the Data Solutions Company for increasing their
communication system. This, in turn, will be very useful for increasing the association between
the executives and the employees. They will be able to work in a peaceful and uninterrupted
manner.
b) Explain the benefit of compliance to the employee and/or organization.
If the employees and the organization act as per the need and demand of each other than
the overall working of the organization will take place very smoothly. There will be no
communication barriers. The executives will be able to convey all their decisions and opinions to
the employees in an easy and understandable manner. The employees, on the other hand, will

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feel the full freedom to give their opinions and feedbacks. They will also feel free and motivated
to go to the executives and get their doubts clear.
c) Offer assistance and provide contact details: Data Solutions Company.

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References
García-Carbonell, N., Martín-Alcázar, F., & Sanchez-Gardey, G. (2018). Determinants of
building consistent human resources management systems: A focus on internal
communication. International Journal of Manpower, 39(3), 354-377.
Hänninen, N., & Karjaluoto, H. (2017). The effect of marketing communication on business
relationship loyalty. Marketing Intelligence & Planning, 35(4), 458-472.
Jacobs, M. A., Yu, W., & Chavez, R. (2016). The effect of internal communication and
employee satisfaction in supply chain integration. International Journal of Production
Economics, 171, 60-70.
Kadous, K., Proell, C. A., Rich, J., & Zhou, Y. D. (2017). Upward Communication of Audit
Issues: The Effects of Intrinsic Motivation, Leader Focus, and Issue Ambiguity on
Speaking Up.
Kuehn, D., & Weber, L. (2015). The Challenges of Internal Communication about
Environmental Sustainability.
Mäkelä, K. (2018). Knowledge exploitation through knowledge management and internal
communication.
Men, L. R. (2014). Strategic internal communication: Transformational leadership,
communication channels, and employee satisfaction. Management Communication
Quarterly, 28(2), 264-284.
Quirke, B. (2017). Making the connections: using internal communication to turn strategy
into action. Routledge.

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Rahim, M. A. (2017). Managing conflict in organizations. Routledge.
Welch, M. (2015). Internal communication education: a historical study. Journal of
Communication Management, 19(4), 388-405.
Wright, E. O. (2018). Class counts. In The Inequality Reader(pp. 48-55). Routledge.