Internal Communication Audit: Memo Report and Recommendations

This memo report details an organization's communication audit, focusing on internal communication processes. The audit identified three key problems: inappropriate communication methods, an incomplete communication network, and ineffective inter-organizational meetings. The report highlights the importance of selecting appropriate communication methods based on context and audience, ensuring all relevant participants are included in the communication chain, and improving the planning and coordination of inter-organizational meetings. Proposed solutions include employee training, standardization of communication procedures, upgrading the IT network, updating mailing lists, and better meeting preparation. The overall goal is to improve communication, increase employee participation and satisfaction, and reduce operational costs, leading to higher employee benefits and remuneration.

Memo Writing:
Management Communication

To: All Personnel
From:
Date:
Subject: Organization Communication
A communication audit is process undertaken by an organization to identity the pros
and cons associated with current communication systems. The firm also takes upon itself to
identify gaps in present communication process with the help of various research methods.
The method also involves surveying and taking feedback from customers, employees and
other participants involved in the communication process. In the end the suitable plan is
developed for improving the efficiency of current communication systems and improving
work flow. The general purpose of such an exercise is to evaluate various factors that affect
communication in an organization. It also analyses the speed of flow of information between
various levels of the organization. The organization had undertaken the audit to identity
various problems in the communication process. For this purpose both external and internal
information systems were analysed for evaluating cost-effectiveness and efficiency. The
purpose of audit also looked into suitability of various methods of communication with
reference to audience and context. Audit also analysed the role of various groups and
participants in the communication process.
Organizational wide audit brought to notice that external communication systems
were largely effective and appropriate. However, it highlighted three major problems in
internal information flow process.
First, effective methods of internal communication were not always employed by
various participants with respect to context and audience. Not choosing appropriate method
decreases the effectiveness of communication and reduces richness of the message.
Communication method should be selected considering the target audience and context.

Selecting right means of communication increases the hold over the audience and also helps
in changing the behaviour of the receiver. For example, apart from using a formal written
letter it is best to employ face to face communication when giving feedback to an employee
during appraisal process. Quantitative significance of this issue can be realised by the fact
that appropriate method of communication leads to better utilisation of resources as it
increases the responsiveness of the receiver. Therefore it helps in increasing cost
effectiveness.
Second, network of communication within the organization was found to be
incomplete with some participants being left out. A holistic system of communication within
an organization leads to better information flow. Non-involvement of all relevant participants
in any communication process may lead to uncertainty and confusion about the process. This
also leads to non -disbursement of crucial information and lack of knowledge of processes.
When some groups are left out, it may also cause decrease in coordination between various
departments. Quantitative significance of a well-developed communication system is
manifold. Partial communication reduces employee participation and reduced bonding. Such
practise decreases employee morale and reduces their efficiency. This harms employee
remuneration and also reduces organization’s revenues.
Third, inter-organizational meeting were found to be ineffective. These meeting are
also important for better coordination between various departments of an organization.
Departments in the firm are interconnected and often involved in various grievances.
Ineffective meetings lead to non- redressal of grievances and continuity of problems.
Ineffective meetings fail to bring out solutions and lead to tussle between various
departments. Purpose of these meetings is to bring about improvement in systems of the firm
and improve interconnectedness between various divisions. Complications arising out these
ineffective meetings affect an organization quantitatively. Problems arising out of these failed

meetings have financial repercussions on an organization. As lack of coordination also causes
decreased efficiency and reduced effectiveness of operations.
Organization endeavours to take planned actions to bring about solutions to these
problems. Following steps will be undertaken to bring about necessary systematic changes.
First, employees of organization will undergo training programmes for better
communication practices. Apart from improving overall communication standards, these
programmes will primarily help employees in choosing right communication methods for
internal information interchange. The organization also plans for standardisation of
procedures for methods of internal communication. For instance, email communication is
always preferred when sending order requests to any other department within an
organization. However depending upon the circumstances, employees can divert from these
standardised procedures by taking necessary consent from their departmental heads. The firm
for this purpose also plans to release a handbook of communication practices.
Second, for increasing involvement of all participants in communication chain
organization plans to improve its internal communication network. Connectivity within the
firm will be enhanced by upgrading the existing information technology network. All
employees in the organization should be aware of all participants or groups with whom they
need to communicate in various circumstances. For this purpose mailing lists will be updated
to include to all relevant participants and groups. Meetings should be planned well in
advance and necessary consent should be received from all the employees for their
participation. This will also ensure that a message is conveyed to all necessary stakeholders
and no one is left out.
Third, effectiveness of inter-organizational meetings can be increased by better
planning and coordination between various departments. This can be done by floating the
agenda in well advance. A department should also conduct meeting for its members before

any inter-organizational meeting to develop a detailed plan. This will help in developing a
necessary consensus on a view within a department that can be presented later on to other
department. All inter-departmental meetings should be presided over by a person from a
senior management. For bring about a necessary conclusion at the end of the meeting and
increase their effectiveness, meeting may include outside consultant or restrict some internal
members.
This communication highlights the importance to good information management
practices for the firm. External communication processes of the firm have been largely
effective. The purpose of this exercise is to bring to notice issues in internal communication
of the firm and also present series of planned steps. Various planned procedures will be
undertaken for improving methods of communication, enhancing communication network
and increasing efficiency of inter-organizational meetings. Better communication process and
compliance by the participants will lead better productivity, increased employee participation
and satisfaction; and improved motivation. Overall it decreases costs associated with
operations which will lead to higher employee benefits and remuneration.
All employees of the organization should make efforts and also endeavour to bring
about necessary planned changes; and increase effectiveness of communication process. In
case of any queries on above information, please contact your respective departmental heads
or managers.