Monday, May 4, 2020

Audit to Evaluate Organizational Communication - Free Samples

Question: Discuss about the Audit to Evaluate Organizational Communication. Answer: Introduction: Poor international communication forms one of the biggest challenges to the effective operation of an organization. It is essential that a firm has effective communication channels within it that there may be coherence in the manner that employees their tasks to meet the set objectives. A good communication process within the organization is important as it helps the employees to seek clarification of various issues in the organization to help them meet their goals(Christensen, 2014). The objectives of this memo are to have all employees make an effort to learn proper ways of choosing the right means of communicating with a given audience, have an unlimited network of internal communication that is inclusive of all groups and ensure that the inter-organizational meetings are effective. Communication is an essential part of the daily running of the activities at Data Solutions (HOGARD ELLIS, 2006 ). The firm followed the following procedure in auditing the internal and external communication procedures to come up with the strengths and weaknesses of the companys channels of communication. The first step of the communication process is the determination of the key areas to conduct an audit on. It is important to focus on both the internal and external forms of communication. Further, looking at the simplest ways of communication like the business cards for the promotional materials and news coverage. The second step is to choose the research method. The auditors used face-to-face interviews, questionnaires and analysis of the company media to determine the effectiveness of communication in the company (HOGARD ELLIS, 2006 ). The third step was in the collection and evaluation of the past communications. The step looked at the manner in which the previous information was passed to the public and whether it was effective. Further, it looked at the presentation and consistency of the graphics, key audience, the message given and if it got to the right audience. Step four is collecting feedback from the customers. This involved the use of electronic surveys and phone calls to selected customers to determine the effect they get from the communication and the opinion they hold on the companys communication. The fifth step is collecting feedback from the community to determine their opinion of the company. The sixth step was to talk with the employees and the companys staff to determine the effectiveness of the internal communication channels. The seventh step is analyzing the media coverage(Booth, 1989). This analysis includes an analysis of the television, radio and other print media coverage. The eighth step is to conduct a SWOT analysis on the process of communication and to come up with ways of strengthening the weaknesses and upholding the strengths(HOGARD ELLIS, 2006 ). The ninth step is to come up with recommendations based on the results obtained and lastly making a plan for the future communications. The purpose of this memo is to remind all the staff and employee in Data Solutions to give emphasis and focus to the internal communication. Strengthening international communication will help the firm to have a proper way of communicating and be able to achieve its goals. Improving the internal communication will ensure that all the employees of the firm are working in collaboration to achieve the goals set by the firm. It causes the employees to establish a cohesive culture that enables them to work in harmony. Further, it empowers the workers to make right decisions that contribute to their achievement of the goals of the company. The issue of concern is the manner in which the internal communications are conducted by the company. The first problem is that employees cannot properly choose a right channel of communication that suits the context and the target audience. Failing to identify the right means of communication can cause a firm not to achieve the set targets. Further, it also leads to a lack of collaboration among the employees of the company. The second problem is the limitation and partiality of the internal communication in the company leave out some group. Leaving out some groups causes an organization to miss out on the plans it has laid down. This missing of the plans contributes to the firm losing an opportunity of achieving its goals The third issue is that the inter-organizational meetings are ineffective. Failing to have effective inter-organizational meetings will cause an organization to miss out on opportunities within the industry in which it operates. Action steps to solve the problems To solve the first problem, employees need to know how to choose their communication channels. This knowledge can be learned through seminars and group meetings(Hargie, et al., 2002). To eliminate communication and partiality, the employees need to learn the importance of sharing information and being responsible for sharing information with colleagues and the person that ought to receive the information (Carvalho, 2013). The ineffective inter-organizational meetings can be solved by the use of follow up meetings that will evaluate how the decisions made are being implemented (Glezer, 2003). Communication is important in the running of an organization. Communication auditing follows a given procedure that is essential in giving reliable results. This memo aims to have all employees embrace positive communication habits to increase the effectiveness of the operations of a company. Complying with the positive communication skills will cause the employees to achieve collaboration and increase their job satisfaction. Further, the organization can benefit since the goals set will be communicated effectively and there are higher chances of achieving them. References List Booth, A., 1989. The Communications Audit: A Useful Management Tool?. Managerial Auditing Journal, 4(2). Carvalho, J. M. S., 2013. THE CRUCIAL ROLE OF INTERNAL COMMUNICATION AUDIT TO IMPROVE INTERNAL AND GENERAL MARKET ORIENTATIONS. European Scientific Journal, 9(25). Christensen, M., 2014. Communication as a Strategic Tool in Change Processes. International Journal of Business Communication, 51(4), pp. 359-385. Glezer, C., 2003. A conceptual model of an interorganizational intelligent meeting-scheduler. The Journal of Strategic Information Systems, 12(1), pp. 47-70. Hargie, O., Tourish, D. Wilson, N., 2002. Communication Audits and the Effects of Increased Information: A Follow-up Study. International Journal of Business Communication, 39(4), pp. 414-436. HOGARD, E. ELLIS, R., 2006 . Evaluation and Communication: Using a Communication Audit to Evaluate Organizational Communication. Evaluation Review, 30( 2), pp. 171-187.

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