Instructions Communication Audit Project CONNECTIONS Core competencies: Analytic InquiryUse of Information Resources This assignment allows you to demonstrate mastery of the course outcomes: Apply communication theories to organizational communication challengesAnalyze and assess the communication dynamics of an organization to conduct a communication audit SHRM Competency: Consultation – The ability to provide guidance to organizational stakeholders. PROBLEM All organizations have communication challenges. How do you identify and address these issues as a HR professional or consultant? How can your organization overcome this challenge and improve the communication flow? In this project, you will use a diagnostic tool called a communication audit (see attached document labeled What is a Communication Audit) in order to assess organizational communication within an organization of your choice. STEPS Administer the communication audit survey (see attached document labeled Communication Audit Survey) in your organization. In order to obtain valid results, you want to survey between 15-20 people. You may print out the survey and distribute it in person for completion, or you may administer it online, for example, using Survey Monkey or Google Forms. The survey includes questions that tap into five different areas of organizational communication: (1) Receiving information from others, (2) Sending information to others, (3) Sources of information, (4) Timeliness of information, and (5) Channels of communication. Within these five areas of organizational communication, identify one major area of concern to address based on the responses from the survey.You will then analyze and synthesize the results of the data (see attached document labeled Collecting and Analyzing the Data from Your Survey) obtained from your audit effort.Based on the communication audit identify one critical communication challenge that needs to be addressed within your organization. Research the scholarly literature for recommendations about how the organization can address this issue.Create and deliver a presentation in MS PowerPoint that provides the results of your audit with suggestions for improvement based on the data obtained from the audit and the literature on organizational communication. FORMAT Audit Report: Present an introduction that describes your research methodology and provides details of the survey administration, response rate, and characteristics of the survey population.Develop a professionally-written narrative in which you describe the data using appropriate tables, charts, and graphs. Include a detailed analysis followed by a summary of your findings, using the example in the “Collecting and Analyzing Data” file below. Identify the top communication challenge from your survey, and present your recommendations to strengthen this communication challenge, based on the scholarly literature. In the appendix, present the survey questions and the responses for each question. Presentation: Your presentation should be professional and creative. Adding audio and/or visual elements on the slides is required. Text should be the proper size for viewing during a presentation. Your presentation will need title and citation slides. You must have a minimum of 3 reliable sources in your citations. Use APA format for the in-text citations you use to support your arguments. Don’t forget to check your spelling! As a friendly reminder, all words must be yours and your own typing. You may not copy text directly from a source Use presentation software: MS PowerPoint.
collecting_and_analyzing_the_data_from_your_survey__1_.pdf
communication_audit_survey__1_.pdf
what_is_a_communication_audit__1_.pdf
Unformatted Attachment Preview
Collecting and Analyzing the Data from Your survey
In this handout you will see an example of a chart with the responses from 8 participants. Note that I
have color coded the questions to make it easier for you to identify which area of communication these
questions address (there are 5 areas that the survey addresses):
1-7
Receiving Information from Others
8-14
Sending Information to Others
15-23 Sources of Information
24-29 Timeliness
30-37 Channels of Information
If you look at the average score for each item, you will be able to tell where the organization scored low.
For example, note that in the second section (Sending Information to Others) several items were scored
very low, including # 9, # 11 and # 13.
Thus, I can say that this organization seems to have some gaps in the first area – Sending Information to
Others .
My second step would be to go to the literature and see what can we do about this? What are some
suggestions to specifically improve these areas? I would give recommendations USING SCHOLARLY
SOURCES.
What are two other areas that scored low? Remember that for this assignment you need to identify ONE
area of concern, as shown by the data, and then give recommendations.
Remember to add your table similar to this one in the appendix so that the reader can see the scores
and confirm that you have really identified the areas that scored low.
Person Person Person
Person
Person
Person
Person
Person
Questions 1
2
3
4
5
6
7
8
Average
1
3
3
3
2
3
3
3
3
2.875
2
4
3
4
3
4
3
4
4
3.625
3
2
2
3
3
3
2
3
3
2.625
4
4
4
5
4
4
5
4
4
4.25
5
1
2
2
4
3
2
2
2
2.25
6
5
4
4
4
5
3
4
4
4.125
7
3
2
3
2
1
2
3
3
2.375
8
5
5
5
4
3
3
4
5
4.25
9
1
1
1
3
2
2
2
1
1.625
10
5
5
4
4
5
4
4
5
4.5
11
3
1
2
1
3
1
1
3
1.875
12
5
5
5
5
5
5
4
5
4.875
13
1
1
1
2
1
3
3
1
1.625
14
5
5
5
5
5
5
3
5
4.75
15
1
3
1
1
1
1
2
1
1.375
16
5
5
5
5
5
5
3
5
4.75
17
2
1
1
1
3
1
2
2
1.625
18
5
5
4
5
3
5
2
5
4.25
19
1
1
3
1
3
2
2
1
1.75
20
5
5
5
5
2
5
4
5
4.5
21
1
2
3
1
3
1
1
1
1.625
22
5
5
5
2
3
5
5
5
4.375
23
1
1
1
5
3
1
3
5
2.5
24
5
5
5
5
2
5
3
2
4
25
1
1
1
3
1
5
4
5
2.625
26
2
5
5
3
3
2
2
1
2.875
27
5
5
2
5
1
5
4
5
4
28
5
2
5
4
5
1
2
1
3.125
29
3
5
1
2
1
5
2
5
3
30
3
1
5
1
5
1
2
1
2.375
31
5
5
1
1
1
5
2
5
3.125
32
5
1
5
4
4
1
4
1
3.125
33
2
5
5
5
4
5
4
2
4
34
4
1
2
3
2
1
2
5
2.5
35
2
5
5
2
3
2
3
5
3.375
36
4
1
1
4
3
5
3
3
3
37
1
2
5
3
1
5
1
3
2.625
COMMUNICATION AUDIT
SURVEY
Based on the Questionnaire Survey by the International
Communication Association
Instructions
Please circle your responses on the survey form. Please answer all questions since each is important
for possibly improving the operation of your organization. If there are any questions which do not
apply to you, leave them blank. If there are questions which you do not understand, please ask us
about them. We appreciate your patience for this important survey. There is a total of 37 questions
divided into 5 sections:
1.
2.
3.
4.
5.
Receiving information from others
Sending information to others
Sources of information
Timeliness of information
Channels of communication
PLEASE MARK ONLY ONE RESPONSE TO EACH QUESTION
3
Communication Audit Survey
Receiving Information from Others
Instructions for Questions 1 through 7
1 = Very Little
2 = Little
3 = Some
4 = Great
5 = Very Great
This is the amount
of information I
receive now
1.
How well I am doing in my job
1 2 3 4 5
2.
My job duties.
1 2 3 4 5
3.
Organizational policies
1 2 3 4 5
4.
Pay and benefits.
1 2 3 4 5
5.
How technological changes affect my job
1 2 3 4 5
6.
Mistakes and failures of my organization
1 2 3 4 5
7.
How I am being judged
1 2 3 4 5
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4
Communication Audit Survey
Sending Information to Others
Instructions for Questions 8 through 14
1 = Very Little
2 = Little
3 = Some
4 = Great
5 = Very Great
This is the amount
of information I
receive now
8.
Reporting what I am doing in my job
1 2 3 4 5
9.
Reporting what I think my job requires me to do
1 2 3 4 5
10. Reporting job-related problems
1 2 3 4 5
11. Complaining about my job and/or working
1 2 3 4 5
12. Requesting information necessary to do my job
1 2 3 4 5
13. Evaluating the performance of my immediate
supervisor
1 2 3 4 5
14. Asking for clearer work instructions
1 2 3 4 5
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5
Communication Audit Survey
Sources of Information
You not only receive various kinds of information, but can receive such information from various sources within the
organization.
Instructions for Questions 15 through 23
1 = Very Little
2 = Little
3 = Some
4 = Great
5 = Very Great
This is the amount
of information I
receive now
15. Subordinates (if applicable)
1 2 3 4 5
16. Co-workers in my own unit or department
1 2 3 4 5
17. Individuals in other units or departments in my
organization
1 2 3 4 5
18. Immediate supervisor
1 2 3 4 5
19. Department meetings
1 2 3 4 5
20. Middle Management
1 2 3 4 5
21. Formal management presentations
1 2 3 4 5
22. Top management
1 2 3 4 5
23. The “grapevine”
1 2 3 4 5
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6
Communication Audit Survey
Timeliness of Information
Indicate the extent to which information from the following sources is usually timely (you get information when you
need it — not too early, not too late).
Instructions for Questions 24 through 29
1 = Very Little
2 = Little
3 = Some
4 = Great
5 = Very Great
This is the amount
of information I
receive now
24. Subordinates (if applicable)
1 2 3 4 5
25. Co-workers
1 2 3 4 5
26. Immediate supervisor
1 2 3 4 5
27. Middle management
1 2 3 4 5
28. Top management
1 2 3 4 5
29. The “grapevine”
1 2 3 4 5
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7
Communication Audit Survey
Channels of Communication
The following questions list a variety of channels through which information is transmitted to employees. Please
circle the response which best indicates: (1) the amount of information you are receiving through that channel
Instructions for Questions 30 through 37
1 = Very Little
2 = Little
3 = Some
4 = Great
5 = Very Great
This is the amount
of information I
receive now
Topic Area
30. Face-to-face contact between two people
1 2 3 4 5
31. Face-to-face contact among more than two people
1 2 3 4 5
32. Telephone
1 2 3 4 5
33. Written (memos, letters)
1 2 3 4 5
34. Bulletin Boards
1 2 3 4 5
35. Internal Publications
1 2 3 4 5
36. Internal Audio-Visual Media (Videotape, Films,
Slides)
1 2 3 4 5
37. External Media (TV, Radio, Newspapers)
1 2 3 4 5
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What is a Communication Audit
A communication audit is an evaluation of the ability of an organization to transfer information. It is
performed to evaluate an organization’s communication capabilities, both internal and external.
A communication audit includes a comprehensive evaluation of an organization’s ability to send, receive
and share information with various audiences within the organization (and as organizations become
flatter to allow groups within the organization to cooperate and share among themselves), as well at key
constituencies outside, such as customers and investors, in the case of publicly traded companies. This
type of audit can be performed to evaluate an organization’s external or internal communication
effectiveness. The purpose of a communication audit is to uncover the strengths and weaknesses
between management, typically, and employees, customers and other groups such as investors, the
news media, and regulators and legislative bodies with the objective to improve future communications
by developing a strategic plan, through a series of recommendations, and to determine where gaps
exists which need to be bridged.
A communications audit may be undertaken by corporate communications team or by outside
consultants who are retained by management to assess the company’s communications effectiveness in
accordance with the business objectives, compare the company vs. competitors, and identify target
audience perceptions and motivators. The resulting strategic positioning and corresponding
communications plan is focused on achieving strategic communications objectives, whether they be to
achieve brand recognition, modify perceptions, maximize sales, encourage community support, or
establish leadership. If an outside auditor is retained, the auditor may include an evaluation of the
corporate communications staff and the activities of the corporate communications department with
recommendations to management designed to streamline departmental communications and
intercompany communications effectiveness.
…
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