Effective Organization Communication for Solutions - myassignmenthelp

Question: Discuss about theEffective Organization Communication for Data Solutions. Answer: Enterprises regularly take steps to improve their communication practices and systems. For this purpose, communication audit is performed by various organizations to highlight any problems associated with current processes. The audit process consists of identification of a problem, taking necessary steps for resolving the problem and reviewing whether planned action brought about desired results. Generally, firms carry out such an exercise to analyse how overall efficiency all stakeholders can be enhanced by modifying various aspects of communication. Data Solutions also performed the audit of its communication practices. Audit assessed various means for increasing effectiveness of inter-departmental meetings. Practice of using right methods of communication was analysed in audit. It also evaluated effectiveness information network of organization. External processes of communication were found to be effective and successful during audit. Marketing and advertisement process were efficient. On the other, audit found some lapses in internal communication practices of Data Solutions. Three major problems were noticed Inappropriate Means of communication: This was as a result of choosing inappropriate methods of communication with respect to context and audience. This practice leads to context of the message getting distorted and also audience losing interest in the conversation. Efficiency of whole communication system is disturbed and it also affects depth the conversation. The result of selecting wrong means of communication can be felt in quantitative terms by delayed response by participants and increased costs. This has financial effects on the organization. For instance, it is always best to use face to face communication for a team meeting for increasing participation of employees. Limited or Partial Communication: It also came to notice that internal communication system was flawed and some participants were left out of important conversations. This system also leads to loss of important information. When relevant groups are left out, these participants may be unaware of important developments. Overall it leads of disturbed work flow, less coordination and reduced participation. Confidence and self-esteem of the isolated group is reduced as they are considered less important in organization information system. Financial effects of limited participation tell us about the quantitative significance of this problem. This is too causes decreased effectiveness of operations, increased expenses and lower benefits for the firm. Ineffective Inter-organizational Meetings: Inter-organizational meetings are important because they help in improving participation and synchronization between various divisions. Ineffective meetings create an atmosphere of mistrust. They also cause non-cooperation between various divisions as a result customer service and outside participants suffer. Large numbers of issues of conflict also fail to reach any conclusion. Overall it increased turnaround time, decreased cost-effectiveness and lead inappropriate utilization of resources. All these factors affect the firm quantitatively as overall organizational efficiency is affected. It is has become very important issue for the firm to resolve these problems. For this purpose, appropriate steps and solutions have been considered Employees must be made aware of about the importance of various communication methods according to context and audience. Some conversations tend to follow pre-defined means of communication. For example email must be used when sending formal requests. Education of employees regarding various communication methods and their appropriate usage will be the focus of the organization. Departmental heads and seniors will also keep a check on whether right methods have been selected by the participants. Although these methods cannot be generalised but can be modified according to circumstances. Information exchange system will be enhanced for involving all participants. Technological advancement and improving network connectivity will a priority of the organization. Supervisors must ensure that all employees should include necessary participants in their conservations and participants must be made aware of their audience. To avoid a particular department being left out because of its relative importance, an organizational database is being prepared for keeping the record of all participants of Data Solutions. This will ensure that contact information can be accessed easily. When inter-organizational meetings become ineffective, it is important to bring in third person like a moderator or facilitator with a neutral standing. Moderator will have separate conversation with various divisional supervisors to get a view about their standing and will try to make them aware of views of other departments their opinion before inter-departmental meetings. This will help in reaching a common ground by prior preparation. If participants are not prepared, meetings will be postponed. Follow up of meetings will also be carried by regularly. This conversation with all the employees has been carried out for improving communication processes of the firm. Organizations efforts for external communication have been largely successful. On the other hand, enterprise will take series to steps to rectify various problems associated with internal communication systems. Better compliance will be beneficial for the firm in terms of financial savings. Employees will also be benefited in terms by increased efficiency, enhanced involvement of all participants and better coordination. This will help in mutual development of all internal and external stakeholders. Data Solutions will offer support and assistance to the participants in carrying out these changes. The firm is also open for any suggestions. In case of any queries and suggestions, please contact your supervisors.