Addressing Internal Communication Conflicts: A Detailed Memorandum

This report presents a memorandum addressing internal communication conflicts within an organization. It identifies issues such as ineffective communication of management decisions, physical separation between supervisors and subordinates, and unprofessional email practices. Recommendations include communication-oriented meetings, an open office plan to foster teamwork, and training programs on professional email etiquette. The memorandum emphasizes the importance of clear and open communication for improving relationships, enhancing team dynamics, and contributing to the overall success of the company. The author provides contact details for further assistance and expresses appreciation for cooperation in implementing the suggested guidelines.

Running head: MEMORANDUM ON INTERNAL COMMUNICATIONS
Memorandum on internal communications
Name of the student:
Name of the university:
Author note:

1MEMORANDUM ON INTERNAL COMMUNICATIONS
To: The employees of the organization
From: The Chief Executive Officer
Date:
Subject: Conflict in internal communications
The purpose of this memorandum is to throw light on the internal communication processes
observed at the company. Over the course of time, an analysis of internal organizational
communications has highlighted certain conflicts, which stand as hindrances in the path of
harmonious relationships within the organization (Men, 2014). Internal communications
refers to the interactions and the exchanges between the various members of the organization,
which could be formal or informal and horizontal or vertical. However, it has been observed
that though the external communications of the organization are being executed without a
glitch, there is a gap in the internal communication. The aim of such smooth organizational
relations is to help positive relationships flourish at the office; communication would help
individuals within the organization to coordinate and collaborate with each other, participate
in group activities, enhance socializing, problem solving and decision making (Mishra,
Boynton & Mishra, 2014).
It has been observed in the company that management decisions are not being communicated
properly to the employees and other subordinate staff. It is essential for the authority to be
able to effectively communicate their decisions to their subordinates with a degree of clarity
and transparence. Any ambiguity in this chain of communication could give rise to stress and
conflict within the employees; they need to be informed about their roles, the tasks they are
expected to perform and the expectations, as far as their performance levels are concerned
(Bharadwaj, 2014). Moreover, if some changes are to be implemented in the workplace, the

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employees will have notified about it. Failure to comply with these policies has resulted in
growing unrest within the workforce; the employees are clearly at a loss, with regards to their
duties which has further fuelled confusion in the office.
In addition, the fact that the supervisors and the subordinates have different office space is
further widening the gap in communication. Initially, it was assumed that such segregation
would establish a hierarchy in the workplace, but it has had an adverse effect on
communication. It has created a rift between the authority and the employees; the decisions
taken by the management effectively communicated to the subordinates and vice versa.
Smoother relationships would not be possible with separate offices for supervisors and their
subordinates, because it eliminates chances of teamwork.
Another major flaw in the internal communication process has been observed –
unprofessional emails are being sent out by various members of the staff. It must be
remembered that this is a professional environment, and a mode of decorum must be
followed as far as digital communications are concerned (Sisko Maarit Lipiäinen, Ensio
Karjaluoto & Nevalainen, 2014). Rude emails without necessary terms of gratification and
greetings, abusive language, use of colloquial language and lingo – these are just some of the
examples of unprofessional emails that are doing the rounds at the workplace. Additionally, it
has also been noticed that most employees are unaware of the basics of professional language
that must be maintained while exchanging emails or any form of verbal or written
communication, as a matter of fact. Such occurrences do not just affect organizational
communication but also have a negative effect on the overall reputation of the company.
With regards to the first problem, it can be recommended that communication tactics should
be adopted that strike a balanced relationship within the authority and the employees and also
seeks to motivate them. One way of doing so would be by conducting communication

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oriented meetings where both parties would be encouraged to discuss potential issues they
might be facing and ways of resolving such conflicts. It is also the management’s onus to
show a genuine interest in the problems and queries of their subordinates and take proper
measures to address them. Moreover, it is advised that employee input be encouraged and
taken into consideration; communication in the workplace should not be one dimensional –
both the authorities and the team members should be allowed to express their concerns or
opinions at aforementioned meeting (Bharadwaj, 2014).
In case of the second issue, an open office plan would be recommended. Such an open office
plan means that instead of having separate offices or workplaces (cubicles) for the
supervisors and subordinates, there should be an open workspace that is common to all. Such
a design in the workplace would facilitate internal communication between the two parties,
and the employees would not feel left out; moreover, disarray, which is a direct consequence
of such separate offices could be avoided (De Been & Beijer, 2014). The fact that supervisors
will now be able to work in accordance with their team would not only make the team
members feel a lot more assured but also inculcate more positive relationships within the
team itself. Furthermore, it is the supervisor’s responsibility to stay updated about the
progress of the team, which can be easy to coordinate in an open workspace.
In the third issue, a training program can be implemented regarding the ethics involved in
writing a professional email. It must be made clear to every member of the organization that
within an office, informal language in written or verbal communication would not be
tolerated. Employees who exhibit such unprofessional language must be made aware of their
errors and steps must be taken to rectify them. Moreover, it must be asserted that abusive
language or rude emails would be punished and warnings must be issued to people accused of
the same. If needed, a memorandum may be distributed to every single employee within the

4MEMORANDUM ON INTERNAL COMMUNICATIONS
organization about the requirements of a professional email, what must be avoided and the
essential components.
To conclude, the importance of smooth and clear communications within an organization
cannot be reinstated. As a matter of fact, internal communications forms the pillars of any
company; while the company has made significant achievements as far as customer
relationships and external communications are concerned, there has been a definite gap in
inter-organizational communications, which has led to several conflicts. For example,
supervisors, who have a different office space than their team members are not being able to
communicate their decisions in a clear, logical manner. Similarly, the use of unprofessional
emails have led to chaos and even heated exchanges in the workplace. To reduce the same,
recommendations have been included in the memorandum. Adherence to these guidelines
would ensure efficient internal communications which would improve the quality of
relationships between the management and the employees and within the teams as well. Also,
it would help facilitate open lines of communication between each member of the
organization, which is absolutely integral to the success of the company as a whole. For
further assistance, I will be available at the below mentioned contact details. Your
cooperation in this matter will be highly appreciated.
Thanking you,
Yours sincerely,
Chief Executive Officer,
Data Solutions.
Email:

5MEMORANDUM ON INTERNAL COMMUNICATIONS
Contact Number:

6MEMORANDUM ON INTERNAL COMMUNICATIONS
References:
Bharadwaj, A. (2014). Planning internal communication profile for organizational
effectiveness. IIM Kozhikode Society & Management Review, 3(2), 183-192.
De Been, I., & Beijer, M. (2014). The influence of office type on satisfaction and perceived
productivity support. Journal of Facilities Management, 12(2), 142-157.
Men, L. R. (2014). Strategic internal communication: Transformational leadership,
communication channels, and employee satisfaction. Management Communication
Quarterly, 28(2), 264-284.
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.
Sisko Maarit Lipiäinen, H., Ensio Karjaluoto, H., & Nevalainen, M. (2014). Digital channels
in the internal communication of a multinational corporation. Corporate
Communications: An International Journal, 19(3), 275-286.