Assessing Organizational and Strategic Communication - Free Samples

Question: Discuss about the Assessing Organizational and Strategic Communication. Answer: Introduction: This is to bring to the notice of the entire staff of Data Solutions that recently an audit was conducted of internal and external communication process of Data solutions. The objective of the audit was to establish the effectiveness of inter and intra organisational communication. An extensive audit was done of all the communication procedures used in the organisation. General purpose of the audit was to assess the effectiveness of entire communication system. The specific purpose of the audit was to find problem areas where communication needs to be improved. A major finding of the communication audit was that the external communication of the organisation pertaining to marketing and promotions was effective. However, certain issues were found in the internal communication process of the organisation management. The first problem which was spotted in the audit was the lack of use of proper means of communication by the employees. It was found that most employees conduct daily work through oral communication and do not record the matter through communication means like letters, emails or memos. This results in confusion, chaos and mistakes. Another internal communication problem highlighted by the audit was lack of uniform communication across the organisation. It was found that some employees indulge in group behaviour and certain important decisions and aspects of organisational work are kept secret from some employees based on prejudices and biases related to ethnicity or culture. This behaviour hampers the communication process and can hinder productivity. It was also observed in the communication audit that organisational meetings are ineffective. The audit revealed various reasons for ineffectiveness of meetings. It was found that the minutes of the meeting are not properly recorded. This leads to difficulty in follow-up of the decisions taken in the meetings. All the employees of Data Solutions need to take corrective actions to solve the various problem cited by the communication audit. It is advised that all employees must use proper means of communication to interact while discharging their duties. All work related matters must be documented. Proper mode of communication must be used to discuss or to give instructions to the subordinates. No use of oral communication will be accepted henceforth. Emails or letters are the recommended means of communication to be used for all work related purposes. The employees are advised to involve all employees as required within the loop of communication. No employee should be left out because of ethnic or cultural considerations. Strict action will be taken against any individual or group who are found to be purposely keeping a section of employees out of the communication loop. A written agenda of the meeting must be sent to all concerned before commencement of the meeting. The employee chairing the meeting must make sure that minutes of the meeting are recorded properly. The communication audit was done with a view of finding areas of improvement so that all employees could benefit. The audit found three major problem areas in the internal communication of the organisation. These problems were, lack of use of proper means of communication by employees, group behaviour leading to some employees being left out of the communication process and ineffective meetings. These problems can be solved by documenting all wok related decisions and using proper communication techniques like emails and letters.The employees must include all other employees in the communication process for better effectiveness. Taking corrective actions to solve these problems will help in increasing productivity of the organisation. Use of proper means of communication will help in reducing confusion, chaos and will reduce delays which occur because people are not clear on the work to be done. Involving all employees in the communication process will help in inculcating sense of belongingness in all and will improve the work culture of the organisation. Recording all aspects of the meetings with proper follow-up will increase the efficiency of work flow in the organisation. Therefore, the organisation as a whole will benefit by solving these problems. Data Solutions has set up online assistance on the employees portal for employees who want to learn the usage of communication tools and techniques. There are some additional tutorials as well which can help the employees in polishing their communication skills. Employees in need of further assistance with the actions mentioned above may contact Ms Smith, HR Manager of Data Solutions. Compliance to the corrective actions is to be done with immediate effect. References Blizard, J. (2012). The importance of effective communication. AORN Journal, 95(3), 319-320. Downs, C. W. (2012). Assessing Organizational Communication: Strategic Communication Audits. New York: Guilford Press. Dwyer, J. (2013). Communication for Business and the Professions, Strategies and Skills, (5th ed.). Melbourne: Pearson Education Austrilia. Fielding, M. (2014). Effective Communication in Organisation. Cape Town: Juta and Company Ltd. Guffey, M. E. (2012). Essentials of Business Communication. New York: Cengage Learning. Hartley, P. (2015). Business Communication: Rethinking your professional practice for the post-digital age. New York: Routledge.