Internal Communication Audit Report Samples †MyAssignmenthelp.com

Question: Discuss about the Internal Communication Audit Report. Answer: Objectives and Background Communication audit process The communication audit process took place on 10th March 2018 by the companys independent audit consultancy firm, Navel Audit Consultancy. The objective of the audit process was to evaluate our communication system for effectiveness and efficiency. The process began by ascertaining the scope of the audit, and it was determined that both the internal and external communication systems were to be audited. The second step was to choose the methodology to be adopted, and one-on-one interviews and sample population from each department were selected. Thirdly, current processes of communication including the channels were evaluated. The fourth step was to gather data from all the participants. All respondents were included, and consistency across the board was maintained as well. The fifth step involved the SWOT analysis, in which the strengths, weaknesses, opportunities, and threats of the system were determined. The last stage was to review the data and make necessary recommendations for improvements objectively. Specific Purpose To find out the issues affecting the internal communication system General Purpose To ascertain the efficiency and effectiveness of the internal and external communication system Problems Employees are not always choosing the appropriate means of communication (traditional or digital) for the context and the audience. The audit report indicated that the employees were not using the right communication channel and the audience addressed is inappropriate. This issue affects the organization substantially because wrong communication distorts the message which leads to misinterpretation. This also affects the efficient flow of information between the teams and in the organizational structure. Additionally, when the wrong audience is served with irrelevant information and mistakenly acts on it, this may cause a ripple effect on the general production process. Poor communication hampers the process of decision making which also affects the rate with which products are produced, and this means that they will not arrive on time in the market thus negatively affecting the organization's sales The internal organizational communication network is limited and partial, with some groups being left out According to the audit report, our internal communication system is not inclusive, and thus some teams are left out. This issue has a catastrophic effect on both the staff and the organization as a whole. Employees that are left out of the communication structure may feel side-lined and thus demotivated. The impact of demotivating employees will only endeavor to attain the minimum thus derailing the achievement of the organization common goal. This also means that the skills of some teams are not factored into the production process thus leading to defective or redundant software. This will quantitatively affect the organization because our loyal clients will shift to the competitors products, and this will lower the market share and sales revenue, and as a result, the organization will be forced to downsize. Intra-organizational meetings are ineffective The audit report also found out that the quarterly intra-organizational meeting is not productive. The reason why these meetings were started was to provide a platform where we could share and exchange ideas on the production trends so that we could also improve our products to meet the ever-changing market needs. Now the ineffectiveness of this meetings means that our products will not advance based on the new ideas and technologies and thus our clients will go for other products in the market that are meeting their needs. This will further affect the volume of our production because few products will be on sale. This will consequently lead to the loss of clients, reduce the market share and sales revenue, and the company may be forced to respond by lowering the production costs through downsizing. Action steps to solve the problems Creation of awareness of the importance of using appropriate communication In order to address the issue of inappropriate communication and audience, themanagement through the human resource department has decided on introducing regular seminars on the importance of using the right communication channel. Also, the internal communication system will be structured in a way that it is centrally used for any communication to foster familiarity with its use. Re-structuring of the internal communication system to be all-inclusive The organization first apologizes for the teams that have been left out of our internal communication system. To rectify this, themanagement has resolved to hire a consultant to re-design the internal communication system so that it is all-inclusive. New policies on intra-organizational meetings Due to the gravity of the matter in problem 3, the organization through the human resource department has introduced new policies concerning the intra-organizational meetings. All staff is expected to attend the meetings without failure and in case permission is required for absenteeism, it should be done two days before the meeting date. Also, all the attendee teams will be expected to present the ideas learned from the meeting and implementation plans to their respective supervisors Closing This memo, therefore, outlines the internal communication audit report which includes the findings and the respective recommendations Themanagement urges all the staff to comply with the changes mentioned above towards a supportive working environment and the achievement of the organization's goal and individual growth.