Report on Internal Communication Problems in a Software Company

This report, a memorandum from the CEO of Data Solutions, addresses critical internal communication problems affecting the company's software sales and overall productivity. The report highlights issues such as delayed communication of executive decisions, communication gaps between geographically remote offices (Sydney and Melbourne), and unprofessional business emails. These problems have resulted in financial losses, decreased employee morale, and weakened relationships with clients. The report proposes actionable steps to improve communication, including the correct usage of communication tools to ensure timely information dissemination, regular physical visits by supervisors to remote offices, and professional email etiquette training. The memorandum emphasizes the need for collaborative efforts and encourages employees to share their concerns to foster a more successful and efficient work environment. References to supporting literature are included.

Running Head: INTERNAL COMMUNICATION PROBLEM IN A SOFTWARE COMPANY
Internal Communication Problem in a Software Company
Name of the Student
Name of the University
Author Note

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Memorandum on Effective Internal Business Communications
To- All the members of DATA SOLUTIONS
From- The CEO of DATA SOLUTIONS
Date- 4. 9.2018
Subject- Problems and solutions for increasing internal communication problems in an
organisation
Background and Objectives-
It is a truth that living in an era of information technology people today have become
hugely technology-oriented and almost all spheres of work make use of different kinds of soft
wares. Strong business communication is strongly needed to run any business smoothly (De
Villiers, Rouse & Kerr, 2016). The purpose of this memorandum is to inform all the business
members of this organisation that some internal communication issues have been found which
are blocking the way to success. In both of our offices, Melbourne and Sydney this issue has
been pointed out. The data management software sales in DATA SOLUTIONS is being affected
up to greater extents according to the latest survey conducted on the employees and the company
delegates. The objective of this memo is to find out the current situation of internal
communication in DATA SOLUTIONS and how to improve it. There is a need to modify or
change the communication skills used in the company.

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Communication Process-
In an organisation, healthy and effective communication is essential. If the employees do
not communicate properly with the management, they do not feel connected and thereby
affecting the productivity of the company to a great extent (Kang & Sung, 2017). A friendly
atmosphere should be built within the organisation where the staffs are free to share their
feedbacks, their views and criticism against any particular issue. Another right way of
developing the relationships and communication is, in a conference or decision making, all the
employees are invited to put their put forward their opinions. This strategy encourages the
employees to become more productive, creative and committed to the betterment of the
company. Communication must be two-way which can be carried either horizontally or
vertically (Karanges et al., 2015). In a nutshell, the lower level employees also must hold the
authority to convey information to senior officials and not only the high-level personnel
transferring data to the lower ones. An organisation must check every time that each report is
being received by all the staffs. They should use active communication channels such as fax,
emails, memos, meetings, postings, and personal interactions. In case of any discrepancy or
confusion, an organisation must immediately clarify. In fact, the company supervisors and the
employees do not belong to the same office. Even though they are geographically remote (ex-
virtual teams), the company must regularly interact with them as much as possible.
Specific Purpose-
The specific purpose of improving internal communication is to increase the revenues by
motivating the employees so that they can work with passion, determination and trust giving best
outcomes.

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General Purpose-
The general purposes of increasing internal communication in an organisation are many.
The personal value provided by the organisation to the employees leave a significant effect on
the performance level. They feel that they are also an essential part of the company and thus
work harder than before (Kernbach, Eppler & Bresciani, 2015). If the employers communicate
effectively with the staffs their motivation level increases and they become more committed to
the betterment of the company. Employee feedbacks are essential for the manager because it
helps them modify the business policies taking opinion from the employees who are the
foundation of any organisation. It results in successful leadership and ultimately brings
prosperity to everyone.
Problems-
1) Decisions made at the executive level are not reaching to the employees timely and
adequately. This problem is obstructing the flow of business production of DATA
SOLUTIONS, and the employees are complaining of not receiving essential
messages when the after effects are about to penalise them (Nalina & Panchanatham,
2016). It has been pointed out that almost 63% information does not reach even the
third level authorities if the conventional hierarchy of designations is followed. It has
caused more than 4% loss in the regular productivity and two weeks' delay in the
delivery of the product.
2) Since the supervisors and the employees do not belong to the same office, there is a
huge communication gap. One office is in Sydney, and the other is in Melbourne.
Although they stay connected via different communicating tools such as video
conferencing, emails, instant messaging, time to time report analysis, a gap remains

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unresolved because the supervisors are unable to visit the office physically
(Prahutama & Santoso, 2018). It has increased the communicating costs ($320 per
annum), but the ultimately remarkable loss has been incurred on the part of the
company amounting (almost 7 % than the previous years)
3) The business emails that are being sent are mostly unprofessional. It has increased the
confusion level among the executives and the workers too. A professional email
should be written in a formal language and tone with basic greetings and politeness.
A business email should be of correct formatting, sober colour carrying all the
essential information focusing more on the subject matter (Rozdolskaya &
Ledovskaya, 2015). The unprofessional letters have created many difficulties for the
company. It has decreased the relationships with the business partners and the clients
simultaneously reducing the profit rate by 3 %.
Action Steps-
1) The first problem can be solved if each information is conveyed from the executive
level to the employees by using the communication tools correctly. It is the
responsibility of the organisation to check and recheck whether all the staffs are well
aware of the coming changes in the business policies or some particular decisions
made for the betterment of the company (Sherif, Nimran & Prasetya, 2014).
2) The second problem seems to be of greater importance, and it can be erased only if
one or two of the supervisors visit both of the offices on a regular basis and
continuously keep track of the production and operations there.
3) In order to solve the third problem, proper training must be given to the employees or
executives whoever is operating on the technical part which again needs adequate

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communication, and the organisation is supposed to find out and work on the
difficulties and obstacles the employees are facing (Zahedi, Shahin & Babar, 2016).
Closing-
Hence, from this particular memorandum, all the respectable representatives of DATA
SOLUTIONS are well informed about the crucial problems that the company is facing. The
memo shows how the internal communication problems are affecting the external factors too.
The executives are requested to work on the above mentioned issue. All possible support from
the part of the CEO will be provided and the employees are asked to put forward their difficulties
and help the company become more successful. The above mentioned strategies can bring
excellent results if each; collaborate equally. In case of any issues, every one of the organisation
can contact on this number – 08775 . They are assured of receiving the best solution to their
respective problems.

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References:
De Villiers, C., Rouse, P., & Kerr, J. (2016). A new conceptual model of influences driving
sustainability based on case evidence of the integration of corporate sustainability
management control and reporting. Journal of cleaner production, 136, 78-85.
Kang, M., & Sung, M. (2017). How symmetrical employee communication leads to employee
engagement and positive employee communication behaviours: The mediation of
employee-organisation relationships. Journal of Communication Management, 21(1), 82-
102.
Karanges, E., Johnston, K., Beatson, A., & Lings, I. (2015). The influence of internal
communication on employee engagement: A pilot study. Public Relations Review, 41(1),
129-131.
Kernbach, S., Eppler, M. J., & Bresciani, S. (2015). The use of visualization in the
communication of business strategies: An experimental evaluation. International Journal
of Business Communication, 52(2), 164-187.
Nalina, B., & Panchanatham, N. (2016). Corporate Governance–The Importance of
Communication and Culture. Indian Journal of Science and Technology, 9(33).
Prahutama, A., & Santoso, R. (2018, May). Modelling inflation in transportation, comunication
and financial services using B-Spline time series model. In Journal of Physics:
Conference Series (Vol. 1025, No. 1, p. 012104). IOP Publishing.

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Rozdolskaya, I. V., & Ledovskaya, M. E. (2015). Customer-oriented marketing imperatives of
innovation in the field of organization management working on the internal consulting
principles. Mediterranean Journal of Social Sciences, 6(2), 74.
Sherif, M. Z., Nimran, M. U., & Prasetya, A. (2014). The role of motivation in human resources
management: the importance of motivation factors among future business professionals
in Libya. Journal of Business and Management, 16(8), 27-36.
Zahedi, M., Shahin, M., & Babar, M. A. (2016). A systematic review of knowledge sharing
challenges and practices in global software development. International Journal of
Information Management, 36(6), 995-1019.