BUSN20017 Effective Business Communication Report - Term 2, 2018

This report, prepared for BUSN20017, examines the internal communication challenges faced by Data Solutions. The report identifies three primary issues: lack of clarity in communicating decisions, discomfort in seeking feedback from supervisors due to physical distance, and employee dissatisfaction stemming from unprofessional emails. A communication audit was conducted to analyze these problems. To address these issues, the report proposes several action steps, including incorporating employees in the decision-making process, implementing a virtual communication system, and providing training on professional email etiquette. The report emphasizes the importance of employee engagement, clear communication, and a professional work environment to enhance productivity and reduce employee attrition. The report concludes with a synopsis of the identified problems and proposed solutions, offering contact information for further inquiries.

Running head: EFFECTIVE BUSINESS COMMUNICATIONS
Effective Business Communications
Name of the student
Name of the university
Author Note

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1) Opening
a) To: All the members of Data Solutions
b) From: Mr. X, CEO of Data Solutions
c) Date: 8/3/2018
d) Subject: Memo for identification and salvation of issues related to internal employee
communication
2) Objectives and background
Both external as well as internal communication is considered to be highly crucial for the
prosperity of any organization. When it comes to Data solution, it has been detected that the
while the external communication of the company is highly effective, the company lacks
effective internal communication. While assessing the internal communication of the
organization, it was found that there prevails a huge communication gap between the employees
and the executives of Data solution. One of the major reasons behind the internal communication
gap includes the fact that employees and executive managers of the organization do not work in
the same office. As a result of this, the communication between the supervisors and the
employees are ineffective. Moreover, the decision made by the management is not clearly
communicated to the employees. Finally, the email sent to the employees is highly
unprofessional. Considering the fact that internal communication in a workplace is highly crucial
to enhance the productivity and performance of the employees, the objectives of this memo is to:
1. Identification of the chief issue resulting from ineffective internal communication in Data
solutions

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2. Analysis and evaluation of the issues identified
3. Development of action steps required to solve the issues
a) Description of the communication audit process
In order to access the internal environment of Data Solution, the bellow mentioned
communication audit process has been followed:
1. Developing the framework of the Audit
2. Conducting interviews with both the employees as well as employers
3. Assessment of the collected data
4. Interpretation of the result obtained
b) Specific purpose
The specific purpose of the report is to develop strategies for eradicating the three below
mentioned issues.
c) General purpose
The general purpose of this memo is to eradicate the issues associated with internal
communication in Data solutions
3) Problems
a) Problem one—quantitative and qualitative significance
The first problem has arrived due to lack of clarity and proper timing while
communicating a new decision to the employees of the organization. The major problem that has
arrived due to the above act is threat employees are not able to understand the exact reason
behind the decision making. Inappropriate understanding of the decision is affecting the

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performance, productivity and loyalty of the employees (Quirke, 2017). Lack of information is
making it difficult for the employees to follow it. Thus the chief purpose of the design is
remaining unnerved. Secondly, not incorporating the views of the employees during decision
making is also causing employee dissatisfaction that in turn resulting in employee attrition. More
than 40 employees have left the organization due to lack of work satisfaction in the past 3
months.
b) Problem two—quantitative and qualitative significance
The second issue that has been detected is that an employee of the organization feels
uncomfortable while seeking work-related feedback from their supervisor. The main reason
behind this is the physical distance between the employee and the executives of Data solution.
Due to the mentioned issue, critical work issues remain unsolved due to ineffective
communication and this leads to dissatisfaction of the clients. Thus a continuous decrement of
the client base has been detected in the past 5 months.
Problem three—quantitative and qualitative significance
The third issue that has been detected is employee dissatisfaction resulting from
unprofessional emails sent to the employees by the executives. Unprofessionalism email
includes email addressing the gender, race or sexual orientation of the employees (Verčič, Verčič
& Sriramesh, 2012). This lack of professionalism is resulting in employee attrition from the
organization (Alvesson, 2013). Along with that, high employee dissatisfaction is also affecting
the reputation of the organization.
4) Action steps to solve the problems

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a) Problem one
In order to communicate the decisions taken by the executives of the organization
appropriately with the employees, the first step that should be taken by the managers to
incorporate employees in the decision making process. For this, team leaders of each department
should conduct a meeting with the employees of that department in order to understand their
view. Secondly, a meeting with the team leaders and executives should take place to finalize the
decision. Finally, the decision along with the exact reason behind decision making should be
communicated both verbally as well as in the form of emails to every employee. Participation of
the employees in the vital organization decision making is highly important since it makes it
clear for them staffs why the decision has been taken (Mishra, Boynton & Mishra, 2014). As a
result of this employees are able to Moreover, incorporating employees in the decision-making
process makes them feel valued and empowered. This in turn will reduce the employee attrition
rate of the organization by enhancing job satisfaction.
b) Problem two
The first action that should be taken to eradicate the discomfort of the employees while
communicating with their supervisor is to implement a virtual communication system through an
intranet. This will help both the executives as well as the employees to share crucial information
(Rogala & Bialowas, 2016).Moreover employees will be able to ask their concern to any the
specific supervisor through the internet. This will enhance their understanding of the task and
complete it within the deadline provided. High-quality service will help the organization to check
consumer attrition and enhance consumer base. Moreover, a monthly meeting of the supervisors

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with the employees will be conducted in order to understand their concern and eradicate the
same.
d) Problem three
In order to eradicate the third issue, the first step that will be taken by the human resource
manager is to provide all the team leaders, manager as well as other employees of Data solution
with training for effectively communicate with the employees through emails. Along with that
employees will be educated about the importance of professionalism while perusing internal
communication through emails or calls. Apart from that, strict policies ensuring that the sender
of unprofessional emails will be highly penalized will be implemented. A periodic monitoring
team will be recruited to access whether intercommunication through emails are being conducted
following the rules and regulations or not. Moreover, legal action will be taken against any
employees of the organization for discrimination on the basis of age, gender, sexual orientation
and others.
5) Closing
a) Synopsis of the memo: Three issues associated with the internal communication of Data
solution have been identified. The 1st issue includes employees are not able to understand the
exact reason behind the decision making. The second and third issues are an employee of the
organization feels uncomfortable while seeking work-related feedback from their supervisor and
employee attrition due to job dissatisfaction. The step that needs to be taken to eradicate the
issues includes:
 Creating an internal communication system through the internet.
 Incorporating the employees while making crucial decisions for the organization.

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 The monthly meeting will be organized with the employees to understand their specific
crisis.
 Strict policies ensuring that sender of unprofessional emails will be highly penalized will
be implemented.
 All the employees will be trained to demonstrate effective professional behavior while
communicating internally.
In case of any issues associated with the understanding of the action plans employees can
communicate in the following email address.
[e-mail]
In case of any query, employees can directly communicate with the human resource department
through the following contact number:
The contact number of HR department: 1234567890

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Reference List
Alvesson, M. (2013). Communication, power and organization(Vol. 72). Walter de Gruyter.
Mishra, K., Boynton, L., & Mishra, A. (2014). Driving employee engagement: The expanded
role of internal communications. International Journal of Business
Communication, 51(2), 183-202.
Quirke, B. (2017). Making the connections: using internal communication to turn strategy into
action. Routledge.
Rogala, A., & Bialowas, S. (2016). Internal Communication in an Organization.
In Communication in Organizational Environments (pp. 29-64). Palgrave Macmillan,
London.
Verčič, A. T., Verčič, D., & Sriramesh, K. (2012). Internal communication: Definition,
parameters, and the future. Public relations review, 38(2), 223-230.