Communication Audit Of Software Company †MyAssignmenthelp.com

Question: Discuss about the Communication Audit Of Software Company. Answer: A communication audit process was conducted in the Brisbane based data management software company, Data Solutions. Apart from, Brisbane the company also has branches in Sydney and Melbourne. The outcome of the process focused on the significance of external communication in terms of both efficiency and cost effectiveness. The categories of external communication included promotion and marketing of the software products. Moreover, the audit has shed light on certain internal communication process. The problems that were highlighted in the audit process are as follows- The employees were unable to select the appropriate method of communication for both content and the target audience. They were in a dilemma whether to choose traditional or digital form of communication for connecting with the audience. The network of internal communication is poor within Data Solutions. Due to the limited and incomplete network within the organization, some groups are ignored during communication. The meetings that were carried out within the organization did not play any significant role. Therefore, the meetings were ineffective in reaching out to the employees and the audience as well. The analysis of the problems focused on the importance of introducing an effective form of communication within the organization, Data Solutions to overcome the problems that they were facing. The employees needed proper training on the usage of appropriate methods of internal and external communication. The purpose behind this is to link the individual objectives of the employees with the organizational goals. In this way, the employees will be made to realize that the organizations betterment is connected to their individual improvement. It will serve the purpose of initiating effective communication within the organization. Three major problems have been highlighted in the communication audit process. The first problem is that the employees failed to select an appropriate form of communication for reaching out to the audience and make an effective content. They were unable to select between the traditional and digital form of communication in reaching out to the audience. The qualitative significance of this problem will make communication effective by using different medium of communication. In terms of quantity, Data Solutions will be able to sell 10% more data management software per month. Therefore, an effective communication will have a positive impact on the company both qualitatively and quantitatively. The second problem was based on the poor network of internal communication within the organization. This resulted in ignoring certain groups due to limited and incomplete communication. The qualitative significance of this problem will make both internal and external communication better by using a stronger network within Data Solutions. The quantitative significance will focus on making 20% increase in sale than the previous month on an average. The third problem was based on the ineffectiveness of meetings within the organization, Data Solutions. There was no proper communication either top- down or vice- versa. As it is a medium sized company, therefore it needs to grow by making effective two- way communication, which will be its qualitative significance. The quantitative significance will be 100% growth of Data Solutions within a year. The company will be able to expand from medium to large size by using effective communication within. In order to get over the problems certain action steps can be suggested. For overcoming the first problem, the employees of Data Solutions need to be trained properly by a communication specialist. An effective training will help the employees to get over the confusion of selecting primitive or new form of communication. The training will help them to find out the difference between the two and their effectiveness in specific cases of context and audience. The employees should be taken a practical test by the communication expert to measure their extent of understanding of the lesson. To solve the problem of poor networking within the organization, the managers should allow the employees to speak up without any hesitation. A drop box can be arranged where the employees will put up their complaints anonymously. In this way, the complex issues, which were not focused at all, will be resolved. Moreover, the managers should lend patient ears to the opinions of all the employees, which will make them realize of their values in the organization. For making the meetings effective, all the employees should be encouraged to participate. In addition to that, personal interviews can also be conducted because there are many employees who might not feel comfortable in speaking in front of other people. A proper agenda should be maintained to focus on the important aspects that need to be discussed in the meeting. The employees should be informed two days prior about the occurrence of the meeting so that they can prepare for it. This will also enable a full house attendance in the meeting. Therefore, this memo was intended to make the employees acquainted with the persisting problems of the organization, Data Solutions. It will make them aware about the risks that are associated with ineffective communication. The mention of the qualitative and quantitative significance of all the problems separately will make them realize the necessity to avoid these issues. As the action steps are provided for resolution, therefore the employees will not have to look out for the preventing strategies by themselves and create further confusion. However, there are certain compliance which need to be linked for the benefit of both employees and the organization as well. The compliance will help in improving the quality of the data management software products that the company sells. A good compliance program will also be helpful in preventing further errors in terms of networking or communication. It provides an opportunity for greater efficiency as it I included in the core of operating function of the organization. Therefore the use of compliance helps in increasing the efficiency of the tasks.