Memo on Communication Audit Findings for Juniors and Colleagues

Question: Discuss about theMemo on Communication Audit Findings for Juniors and Colleagues. Answer: This is to inform you all that the authority of the company recently took the initiative to conduct a communication audit. A communication audit is a set of procedures used to establish the internal and external communication faults and strengths. Through auditing, our company is able to understand its communication practices and how well our target-market is informed about our company. The purpose of the audit specifically was to know how well the current communication is working and what efficient and cost-effective processes could be initiated for future communication. The audit serves as a gateway to evaluate our goals and objectives of the company, with regard to the efficiency, reach and gratification of our prevalent communication strategy and achievement. Just for those who are unaware, there have been increased concerns and complaints about our communication to clients, juniors, colleagues, and seniors of this company. Sufficient and appropriate communication audit evidence is urgently needed by the management to make decisions. Important to note, the audit will be independent from any compromise, and this is for the purposes of relevance and reliability in forming a sound opinion about our communication criteria. It is apparent that external communication processes, such as marketing and promotions of the products are effective and cost-effective. However, there are a few problems that were brought to light by the auditing, including: Employees not choosing the appropriate means of communication for the context and the audience. Inappropriate means of communication may damage our relationships with customers, loss of productivity and increased conflicts among the employees. The internal organizational communication network is limited and partial, with some groups being left out. This is inauspicious since the outcome is always lack of transparency to an organization, whereby the company will not grow well and may lead to an ineffective team. Inter-organizational meetings are unproductive. They lead to a low outcome in performance by the employees whereby, communication will be limited. This is the reason as to why organizational conflicts exist. There remain enormous gaps in the communication process due to the ineffective inter-organizational meetings. In solving these problems, members are encouraged to employ the following approaches. To begin with, the members are required to check on their ways of communication amongst themselves and even the audience. Additionally, the medium for communication should be chosen appropriately. The members need to prioritize communication in this organization and are also encouraged to create some communication guidelines for the organization. For example in marketing and promotion of products, employees are encouraged to use blogs, tweets, podcasts, video conferencing, face to face channels which may include social events and gatherings, and speeches. Employees should also provide feedback promptly regarding the inquiries of the clients. Furthermore, the communication network should be reconsidered, and all groups are incorporated. There is need to use social collaboration platforms that will ensure that employees get access to a single platform for communication. Additionally, employees are required to use the online forum which will enhance sharing of information among themselves and responses to be given accordingly. This will enable efficient communication flow in the company. Finally, inter-organizational meetings should begin with immediate effect. Employees should avoid using grapevine communication which is unreliable. There is need to allow for turn-taking while communicating in the meetings and also respect given to every member's grievances. This will provide all employees with a noble chance to contribute towards the growth of the company through airing out views and issues that could be making the company fail. In summary, the memo is to bring to your attention the main problems affecting the internal communication process. All employees are supposed to be enlightened of all these problems with the various actions and steps to be undertaken in order to curb these problems. Consequently, all employees are requested to come up with other ways to boost communication in Data Solutions Company both in Brisbane and its constituent offices in Melbourne and Sydney. Please understand that we are prudently notifying you in order to increase the productivity of our company. Therefore, employees are requested to comply with the memo positively for the betterment of ourselves and the organization at large. If all the actions are put in place, each one of us will have his or her place in the organization, and none will feel left out. Thank you for your cooperation and please direct any point of concern to my office. You can also call on my office line for further clarifications. Help desk 020-075 Email: info@datasolutions.org References Alsop, R., Nicholson, P., Miller, J. (2009). Generation Y in the workforce commentary.Harvard Business Review,87(2), 4349. Alvesson, M., Willmott, H. (2002). Identity regulations as organizational control: Producing the appropriate individual.Journal of Management Studies,39, 619644. Ballard, D. I., Seibold, D. R. (2003). Communicating and organizing in time: A meso-level model of organizational temporality. Management Communication Quarterly,16(3), 380415. Ballard, D. I., Seibold, D. R. (2004). 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