Improving Internal Communication Practices: Data Solutions Memo

The memo, addressed to all employees of Data Solutions, details the findings of a communication audit conducted to improve internal communication practices. The audit identified three primary issues: inappropriate means of communication, limited or partial communication, and ineffective inter-organizational meetings. These issues led to delayed responses, increased costs, workflow disruptions, reduced participation, and decreased cost-effectiveness. To address these problems, the memo outlines proposed solutions, including educating employees on appropriate communication methods, enhancing information exchange systems, and utilizing moderators for inter-organizational meetings. The memo emphasizes the importance of these changes for improving organizational efficiency, financial savings, employee involvement, and better coordination among all stakeholders. Data Solutions will offer support and assistance to facilitate these changes and encourages employees to contact supervisors with any questions or suggestions.

Effective Organization Communication:
Memo Writing

To: All Employees
From:
Date:
Subject: Effective Organization Communication
Enterprises regularly take steps to improve their communication practices and
systems. For this purpose, communication audit is performed by various organizations to
highlight any problems associated with current processes. The audit process consists of
identification of a problem, taking necessary steps for resolving the problem and reviewing
whether planned action brought about desired results. Generally, firms carry out such an
exercise to analyse how overall efficiency all stakeholders can be enhanced by modifying
various aspects of communication. Data Solutions also performed the audit of its
communication practices. Audit assessed various means for increasing effectiveness of inter-
departmental meetings. Practice of using right methods of communication was analysed in
audit. It also evaluated effectiveness information network of organization.
External processes of communication were found to be effective and successful
during audit. Marketing and advertisement process were efficient. On the other, audit found
some lapses in internal communication practices of Data Solutions. Three major problems
were noticed
a) Inappropriate Means of communication: This was as a result of choosing
inappropriate methods of communication with respect to context and audience. This practice
leads to context of the message getting distorted and also audience losing interest in the
conversation. Efficiency of whole communication system is disturbed and it also affects
depth the conversation. The result of selecting wrong means of communication can be felt in
quantitative terms by delayed response by participants and increased costs. This has financial

effects on the organization. For instance, it is always best to use face to face communication
for a team meeting for increasing participation of employees.
b) Limited or Partial Communication: It also came to notice that internal
communication system was flawed and some participants were left out of important
conversations. This system also leads to loss of important information. When relevant groups
are left out, these participants may be unaware of important developments. Overall it leads of
disturbed work flow, less coordination and reduced participation. Confidence and self-esteem
of the isolated group is reduced as they are considered less important in organization
information system. Financial effects of limited participation tell us about the quantitative
significance of this problem. This is too causes decreased effectiveness of operations,
increased expenses and lower benefits for the firm.
c) Ineffective Inter-organizational Meetings: Inter-organizational meetings are
important because they help in improving participation and synchronization between various
divisions. Ineffective meetings create an atmosphere of mistrust. They also cause non-
cooperation between various divisions as a result customer service and outside participants
suffer. Large numbers of issues of conflict also fail to reach any conclusion. Overall it
increased turnaround time, decreased cost-effectiveness and lead inappropriate utilization of
resources. All these factors affect the firm quantitatively as overall organizational efficiency
is affected.
It is has become very important issue for the firm to resolve these problems. For this
purpose, appropriate steps and solutions have been considered
a) Employees must be made aware of about the importance of various
communication methods according to context and audience. Some conversations
tend to follow pre-defined means of communication. For example email must be
used when sending formal requests. Education of employees regarding various

communication methods and their appropriate usage will be the focus of the
organization. Departmental heads and seniors will also keep a check on whether
right methods have been selected by the participants. Although these methods
cannot be generalised but can be modified according to circumstances.
b) Information exchange system will be enhanced for involving all participants.
Technological advancement and improving network connectivity will a priority of
the organization. Supervisors must ensure that all employees should include
necessary participants in their conservations and participants must be made aware
of their audience. To avoid a particular department being left out because of its
relative importance, an organizational database is being prepared for keeping the
record of all participants of Data Solutions. This will ensure that contact
information can be accessed easily.
c) When inter-organizational meetings become ineffective, it is important to bring in
third person like a moderator or facilitator with a neutral standing. Moderator will
have separate conversation with various divisional supervisors to get a view about
their standing and will try to make them aware of views of other departments their
opinion before inter-departmental meetings. This will help in reaching a common
ground by prior preparation. If participants are not prepared, meetings will be
postponed. Follow up of meetings will also be carried by regularly.
This conversation with all the employees has been carried out for improving
communication processes of the firm. Organization’s efforts for external
communication have been largely successful. On the other hand, enterprise will take
series to steps to rectify various problems associated with internal communication
systems. Better compliance will be beneficial for the firm in terms of financial
savings. Employees will also be benefited in terms by increased efficiency, enhanced

involvement of all participants and better coordination. This will help in mutual
development of all internal and external stakeholders.
Data Solutions will offer support and assistance to the participants in carrying out
these changes. The firm is also open for any suggestions. In case of any queries and
suggestions, please contact your supervisors.