Memo Writing Management Communication †Free Samples to Students

Question: Discuss about the Memo Writing for Management Communication. Answer: Introduction: A communication audit is process undertaken by an organization to identity the pros and cons associated with current communication systems. The firm also takes upon itself to identify gaps in present communication process with the help of various research methods. The method also involves surveying and taking feedback from customers, employees and other participants involved in the communication process. In the end the suitable plan is developed for improving the efficiency of current communication systems and improving work flow. The general purpose of such an exercise is to evaluate various factors that affect communication in an organization. It also analyses the speed of flow of information between various levels of the organization. The organization had undertaken the audit to identity various problems in the communication process. For this purpose both external and internal information systems were analysed for evaluating cost-effectiveness and efficiency. The purpose of audit also looked into suitability of various methods of communication with reference to audience and context. Audit also analysed the role of various groups and participants in the communication process. Organizational wide audit brought to notice that external communication systems were largely effective and appropriate. However, it highlighted three major problems in internal information flow process. First, effective methods of internal communication were not always employed by various participants with respect to context and audience. Not choosing appropriate method decreases the effectiveness of communication and reduces richness of the message. Communication method should be selected considering the target audience and context. Selecting right means of communication increases the hold over the audience and also helps in changing the behaviour of the receiver. For example, apart from using a formal written letter it is best to employ face to face communication when giving feedback to an employee during appraisal process. Quantitative significance of this issue can be realised by the fact that appropriate method of communication leads to better utilisation of resources as it increases the responsiveness of the receiver. Therefore it helps in increasing cost effectiveness. Second, network of communication within the organization was found to be incomplete with some participants being left out. A holistic system of communication within an organization leads to better information flow. Non-involvement of all relevant participants in any communication process may lead to uncertainty and confusion about the process. This also leads to non -disbursement of crucial information and lack of knowledge of processes. When some groups are left out, it may also cause decrease in coordination between various departments. Quantitative significance of a well-developed communication system is manifold. Partial communication reduces employee participation and reduced bonding. Such practise decreases employee morale and reduces their efficiency. This harms employee remuneration and also reduces organizations revenues. Third, inter-organizational meeting were found to be ineffective. These meeting are also important for better coordination between various departments of an organization. Departments in the firm are interconnected and often involved in various grievances. Ineffective meetings lead to non- redressal of grievances and continuity of problems. Ineffective meetings fail to bring out solutions and lead to tussle between various departments. Purpose of these meetings is to bring about improvement in systems of the firm and improve interconnectedness between various divisions. Complications arising out these ineffective meetings affect an organization quantitatively. Problems arising out of these failed meetings have financial repercussions on an organization. As lack of coordination also causes decreased efficiency and reduced effectiveness of operations. Organization endeavours to take planned actions to bring about solutions to these problems. Following steps will be undertaken to bring about necessary systematic changes. First, employees of organization will undergo training programmes for better communication practices. Apart from improving overall communication standards, these programmes will primarily help employees in choosing right communication methods for internal information interchange. The organization also plans for standardisation of procedures for methods of internal communication. For instance, email communication is always preferred when sending order requests to any other department within an organization. However depending upon the circumstances, employees can divert from these standardised procedures by taking necessary consent from their departmental heads. The firm for this purpose also plans to release a handbook of communication practices. Second, for increasing involvement of all participants in communication chain organization plans to improve its internal communication network. Connectivity within the firm will be enhanced by upgrading the existing information technology network. All employees in the organization should be aware of all participants or groups with whom they need to communicate in various circumstances. For this purpose mailing lists will be updated to include to all relevant participants and groups. Meetings should be planned well in advance and necessary consent should be received from all the employees for their participation. This will also ensure that a message is conveyed to all necessary stakeholders and no one is left out. Third, effectiveness of inter-organizational meetings can be increased by better planning and coordination between various departments. This can be done by floating the agenda in well advance. A department should also conduct meeting for its members before any inter-organizational meeting to develop a detailed plan. This will help in developing a necessary consensus on a view within a department that can be presented later on to other department. All inter-departmental meetings should be presided over by a person from a senior management. For bring about a necessary conclusion at the end of the meeting and increase their effectiveness, meeting may include outside consultant or restrict some internal members. This communication highlights the importance to good information management practices for the firm. External communication processes of the firm have been largely effective. The purpose of this exercise is to bring to notice issues in internal communication of the firm and also present series of planned steps. Various planned procedures will be undertaken for improving methods of communication, enhancing communication network and increasing efficiency of inter-organizational meetings. Better communication process and compliance by the participants will lead better productivity, increased employee participation and satisfaction; and improved motivation. Overall it decreases costs associated with operations which will lead to higher employee benefits and remuneration. All employees of the organization should make efforts and also endeavour to bring about necessary planned changes; and increase effectiveness of communication process. In case of any queries on above information, please contact your respective departmental heads or managers.