Improving Communication: A Memo for Data Solutions, Brisbane

This assignment presents a memo addressing effective business communication within Data Solutions, Brisbane. It begins by outlining the communication audit process, detailing its objectives and background, including both internal and external communication strategies. The memo identifies three key problems: underestimating resources and time, using a generic research approach, and over-relying on survey data. For each problem, the memo proposes actionable steps to solve them, such as understanding needs, developing updated theoretical perspectives, and cross-tabulating research outcomes. The memo concludes by emphasizing the importance of measurable results and continuous improvement in communication, offering assistance and contact information for further support. It also highlights the benefits of compliance and effective communication for both employees and the organization.

Running head: EFFECTIVE BUSINESS COMMUNICATION
Effective business communication
(Data Solutions, Brisbane)
Name of the student:
Name of the university:
Author Note

1EFFECTIVE BUSINESS COMMUNICATION
Understanding communication processes and its problems under the scenario of
Data Solutions, Brisbane
1. Opening:
To: Marketing Director
From: Senior Audit Officer
Date:
Subject: Effective business communication
2. Objectives and background:
a. Describing the communication audit process:
It has been a rising concern for Data Solutions, Brisbane whether communications have been
adding value. However, they cannot assure it without regular assessments or audits. The various
processes involved in it are illustrated below.
Identifying and setting framework and scope: To start, a thorough understanding of their own
business and strategy is needed to be understood. Notably, the issues to be recognized and
investigated by the audit must be found out.
Discovery
process
This is the most critical step. The primary researchers must involve focus
groups, interviews, while the secondary ones must primarily analyze owned,
earned and paid media.
Distillation It includes analyzing data collected. It’s vital to recognize patterns in the

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process research and figure out primary insights.
Interpretation At last communication opportunities and gaps are needed to be identified.
Sectors like delivery and quality, quality of relationships with audiences and
overall audience communication is required in order to be reviewed.
b. Specific purpose:
Organizations make communications in two ways. The first one is internal to staff and the
next one is external to clients, media, stakeholders, shareholders and customers. Wrong internal
communications lead to mistakes, unhappy and discourage staff and people leaving the company. On
the other hand, poor external communications jeopardize images and their sales. Every time
management strategy requires communication plans. Otherwise, the whole operation can fall.
The specific purposes of Data Solutions could be understood through categorizing the
process internally and externally. Regarding internal communication, it can vary mainly depending
on what Data Solutions has been trying gain from reviewing internal communication. The
organization must assure that they have both the quantitative and qualitative data with them.
Possessing them indicates Data Solutions have got a rounded picture and acquired every fact to
conclude. The purpose of external communication audit is to measure the effectiveness of
communication tools currently at a place. This also includes assessing the way in which messages
are perceived by targeted audiences.
c. General purpose:
As a business of Data Solutions has been growing their internal and external audience has
been increasing. They require knowing how their communication plan can satisfy their public
communication needs. Moreover, which of the communication tools have been working well and

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pointing to sectors of Data Solutions can strengthen communication performance is also needed to
be investigated. Audits pinpoint to industries like misrepresentation, information duplication,
information lacks, information blocks and misunderstandings. Evaluation report considers attitudes
towards communications. It looks at the necessities of various groups and provides evidence to
challenges that are needed to be mitigated.
3. Problems:
a. Problem one: Underestimating resource and time needed:
Audits must never be rushed. For qualitative approach time, it needs to analyze, conduct and
plan regarding the feedback must never be underestimated for a comprehensive audit. Regarding
quantitative approach, improper setting of clear timeframes for every phase is a rising concern.
b. Problem two: Generic research approach:
As per as qualitative method is concerned, any off-the-shelf audit never provides insights of
Data Solutions’ particular issues and potential resolutions. Regarding quantitative importance, before
going through any basic research, the company must analyze, interrogate and research current
information. They must identify gaps in data for exploring further. Getting questions for primary
analysis is crucial. They must be devised with a focus on audit objectives.
c. Problem three: Depending on survey data only:
The ability of detailed research from employee interviews or focus groups for
complementing quantitative data is often overlooked. On the other hand, qualitative research
unearths issues and perspectives that have never been considered before and thus not covered by
questionnaires.

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4. Action steps to solve the problems
a. Problem one:
The steps include the following:
 Understanding the needs
 Ordering and listing activities
 Making decision who are needed to be included
 Making estimates (bottom-up, comparative, parametric and three-point)
 Preparing schedule
b. Problem two:
 Under generic approach, there has always been the necessity to develop updated theoretical
perspective and seek new ways to look at the previous approaches.
 Generic approaches offer spaces under which to turn into a bricoleur, Data Solutions can
consider questions and explore various methods. Further, these steps must not fit into
different established methodological boundaries.
c. Problem three:
The steps are discussed hereafter:
 Taking a look at top research questions
 Cross-tabulating and filtering outcomes
 Benchmarking, trending and comparative data
 Performing longitudinal analysis
 Paying focus on data quality and elements of statistical significance
 Performing regression analysis

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Lastly, Data Solutions must remember that apart from depending on the outcomes, they
should be quick in doing a survey and buy a targeted audience.
5. Closing
a. Brief outline of synopsis of the memo:
Effective communication has been impacting every aspect of Data Solutions operations. It
has been including the capability to raise funds, create awareness and retain and attract volunteers
and staffs. Data solution must consider it as the investment towards future success. Since insights
have been finding themselves turned into action, the main focus for the organization must be on
measurability. This is a sore spot for both management and external auditor. The above discussion
showed that curative programs must be allowed to go through for the nourishment to workforce
regularly. Audits must not be seen as the once-upon-a time initiative. This is the part of maintenance
process of corporate machinery.
b. Explaining benefit of compliance to employee and organization:
Useful lines of communication with employees about complaints, questions and compliance
concerns have been vital. Employees become comfortable speaking with compliance officer or
management about compliance issues that could take place. Using a proper reporting system, like
helpline or hotline is vital to supply means for agents and employees for reporting or seek guidance
regarding actual or potential improper conduct. Compliance guidance and guidelines also help in
recommending a non-retaliation policy and organizations must permit for confidential and
anonymous reporting. A non-retaliation system should have been documented, then communicated
to employees and then included in training and lastly enforced strictly.

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c. Offering assistance and providing contact:
Regards,
-----------------
Senior Audit Officer
Data Solutions