Problems and Solutions: Turkey Farmers Association of Australia
PROFESSIONAL WRITTEN COMMUNICATION
To: Members of Turkey farmers association of Australia
From: President of Turkey farmers association of Australia
Date: 6th December 2018
Subject: Problem faced by the Turkey farmers association of Australia and its solutions
Objective and backgrounds:
Communication audit process refers to the process of identifying the external and internal communication-related strength and weakness (Karanges et al. 2015). There are various sole operators along with small and big producers of Turkey under our organisation. Now, we wanted to receive an opinion from every producer under them to increase the sales of turkey. Though this time, we have decided to receive the opinion from the members there have some communication issues among the members and the turkey farmers association. There are some weaknesses regarding internal communication. Other issues that are faced by our organisation and the member mainly include the difficulties in arranging a meeting among these two because of distance related issues. Another communication issue mainly includes our organisation sends unprofessional emails to the members that also creates dissatisfaction among the members. The specific purpose of this memo is describing various communication issues that are faced by the turkey farmers association and developing the solution of the communication issues. The general purpose of this memo is identifying various communication issues and its solutions.
The first problem that has been identified here is mainly related to internal communication. Members (includes four big producers, and several small producers) has a complaint that we are not properly communicated to them even while making any decisions, and the members came to know about the decisions from other members of the associations (Men, 2014). Therefore, according to their opinion, it can be said that during or after making any decisions, we do not make any communication with the members involved in the board. This issue has created the highest level dissatisfaction among the member. This situation creates confusion among the members because deciding without involving the members creates difficulties for them in understanding the purpose of change.
The second problem is mainly associated with the distance problem to make good communication. It is seen there is a huge number of sole operators, four big producers and several small producers under our farmer’s association who are spreading across Australia. It has been observed that the members of the Turkey farmers association of Australia are located throughout the entire Australia that has created difficulties for the members in making regular communications or holding a meeting among them to develop some effective decisions to increase the rate of Turkey selling. Due to the distance related issues, the members may not feel comfortable asking about the necessity of change. This is because, for conducting a meeting, the entire set of members needs to come to a single place from various places that create difficulties for them in maintaining their business with efficiencies.
The third problem is mainly associated with the budget constraints that have made hiring the unprofessional staff that are associated with developing some unprofessional written communication. The members have raised a complaint that the emails that are sent by our organisation are completely unprofessional and sometimes the members found several errors in the emails. The main reason behind it is due to the budget constraints, our organisation hires students as a staff or hires casually employed staff where the students are not adequately paid for their effort, but they are highly important to our organisation because those casual employees help our organisation in maintaining operation (Henderson, Cheney & Weaver, 2015).
Action steps in resolving problems:
For resolving the first issue, it is necessary for our organisation in developing better internal communication among the members so that the members can understand the necessity of the decision made by the board. For reducing the internal issues, we need to maintain open communication with their members so that the members can offer their opinion regarding a particular change or decision and involve them in providing suggestion during making decisions (Mishra, Boynton & Mishra, 2014). Along with that, it is important for our organisation in developing a collaborative approach during the planning, and they need to develop the best foundation to share the plan with the members. For improving the internal communication among the members and us, it is necessary for our organisation in setting a strong objective, and then they must implement a standard framework to develop a better communication among our members and us. Moreover, we think that it is needed to clearly describe the market condition and their intended goal to the members so that the members can understand the necessity to make the decision.
The second problem is related to make communication on a daily basis. As the members are spreading over Australia, therefore, it is difficult for them in maintaining communication or holding a frequent meeting. For resolving the issues, we need to take the help of digital technology, and the members and the turkey association of Australia need to conduct a frequent meeting with the help of video conferences (Ellison, Gibbs & Weber, 2015). In that consequence, our organisation need to make a partnership with Skype that must be the professional version of the software to make a good communication on a regular basis. Along with that, it is also necessary for the members and our organisation to use the video conferences to make decisions by taking the suggestion from the members so that the members can effective receives the decision taken by the Turkey association of Australia. Moreover, our organisation and the members need to make good communication over telephone regularly so that the entire business can be operated with efficiencies.
On the other hand, for resolving the third issue that is budget-related issues, we need to identify some investors who can heavily invest in the sector. Along with that, our organisation need to develop a better marketing strategy that can motivate the public to consume turkey on a regular basis so that the association can receive more money to operate their organisation. After resolving the budget-related issues, our organisation need to hire a set of professionals who have an efficiency regarding the written communication so that the professional can develop professional email and sent it to the members of the turkey association (Ellison, Gibbs & Weber, 2015). This professional email not only creates a good overview regarding our organisation among the members but it also helps the members to be motivated to create more productivity.
It can be said from the discussion that we have some issues in our communication strategy and budget which we will try to rectify. For the communication-related issues, the members do not feel comfortable to share their thoughts with the turkey associations and feel neglected because according to them we do not consult the members while making decisions. Moreover, due to the budget constraint, we face issues in hiring the permanent staff that have professional skills. For resolving the entire issues, we need to maintain open communication among our association and the members. Along with that, we must identify the investors for getting adequate fund. This memo can help our association in identify the best strategy to resolve the issues that are faced by us and increasing the decision making efficiencies so that better productivity can be generated. On the other hand, the memo can help the member in establishing their opinion to the turkey associations so that it can help them to be motivated by understanding their value on the turkey associations. For any further assistance please feel free to contact. Contact- President of turkey farmers association of Australia, turkey farmers association of Australia, contact-XXXXX