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Course Title: COMMUNICATIONS & PERSONAL DEVELOPMENT Lecturer Name: Keelin Lee Module/Subject Code: BM196 Module/Subject Title: Writing a Business Report Assignment Title: Communications Audit Number of Words: 1,200

Kaymed Ireland Communication Audit Report

Audit Team: Nouf Alkaabi Varsha Raghav Vincent Regidor

Table of contents:

Page:

1. Executive Summary . 3 2. Introduction .. 4 2.1 Terms of reference....5 2.2 Methodology 6 2.3 Background Information ..7 3. Procedures.. 8 4. Finding ... 9 4.1 Internal Communications Strengths .9-10 4.2 Internal Communications Weaknesses .. 11-12

5. Conclusion ... 13 6. Bibliography ....... 14 7. Appendices ..15-19

1. Executive Summary:
The purpose of this audit was to uncover weak internal and external communication links, identifying strengths, explore areas of opportunities, and recommend strategies toward general improvement over the internal and external communication manners and practices of the Kaymed company. Two audit methods were used to achieve the objectives, which were, face-to face interviews with the manager and a survey questionnaire designed to evaluate how employees in the Human Resource department communicate with each other within the company. On the whole, the staff is satisfied with the quality of internal communication, but there is a need to improve understanding and trust between employees and managers.

In Conclusion, recommendations will be helpful in improving some aspects of difficulties that kaymed faces.

2. Introduction

A communication audit has been conducted for the company Kaymed, which is a brand that sells mattresses and beds to the general public. A communication audit is a snapshot of an organization's communication strategies, activities and programs. (Miller.L.K, ) The purpose of a communication audit is to analyze internal communication practices, processes, and/or attitudes, focusing on one or more groups within an organization. This report aims at finding out the weaknesses and to assess the effectiveness or lack of effectiveness within the company regarding their communication. Potential opportunities will also be highlighted within this report. The pivotal goal for this audit is of improving the communication and management within the organization.

2.1 Terms of Reference:

A report submitted in completion of the requirement for course BM196, Communication and Personal Development; we have investigated current procedures and methods that are used in Kaymed Company.

The purpose of this audit was to:

1. Analyze existing communications activities within the company. 2. Communications survey carried out to employees. 4. Identify weak links in the communication flow. 5. Identify useful communication practices. 6. Explore areas of opportunities to improve communication methods. 7. Recommend plan strategy to increase communication efficiency. 8. Review the internal and external communication objective of the company and represent various communication practices of the employees within the company.

2.2 Methodology
Primary research:
1. Interview with Ken Maher and Raymond Fitzsimon

2. Survey + Questionnaires

Secondary Research: 3. SWOT

4. Using websites.

2.3 Background Information

Kaymed has over a centurys experience of making award -winning bedding. It was founded in Dublin in 1898 by Zorach Woolfson, the company was making innerspring mattresses by the 1950s. In 1995, Kaymed was the first company in the world to produce fire retardant viscos material, and currently boasts the most comprehensive line of specialty sleep products, incorporating innovative materials such as viscos-elastic materials, latex, gel and adjustable air into the sleep surfaces.

The success of Kaymed (Kayfoam Woolfson) is directly due to product innovation brought about by a commitment to Research & Development and visionary management. As a family-owned business established in 1900, Kaymed used to be called Kayfoam had to undergo dramatic changes to survive and succeed when faced with severe competition from low-cost suppliers.

3. Procedures
Below are details of the communication audit procedures that were carried out with Kaymed:

i) The inception of Kaymed head office in Dublin Ireland on 31st October 2012 ii) Survey was carried out and distributed to selected employees on the 6th November 2012 and returned to us on the 7th November 2012 iii) Interview was conducted with the manager Ken Maher on 23 November 2012 iv) Verifying findings actual observations in the company.

4. Findings and recommendations:

The surveys and recommendations can be seen in the Appendices. (pages 15-20) 4.1 Internal Communication Strength: Strength:

60% of the employees are clear on Kaymed policies. Whereas the remaing 40% are not, the downside is that the employees cannot give 100% because they dont know what their goal is. Recommendation:

To overcome this issue, Kaymed should have a handout including the job description as well as the Mission statement, Vision and Aim. The handout should also outline the policies and a code of conduct as an employee. Upon the joining of the company, new employees should be given the handout so that they thoroughly aware of the common goal they will be working towards.

Strength:

54% employees said that the managers respond to the suggestions along with 61% employees saying they are given opportunities to express their ideas to the upper management. Recommendation:

75% employees say they their manager is approachable and easy to talk to. But in case of an employee not being confident about voicing an issue and would rather prefer to be kept anonymous, the company should have a Suggestion Box kept at an accessible place.

Strength:

54% of the employees said that they are sometimes given opportunities to do different, creative and interesting work.

Recommendation:

There should be a friendly and interesting workshop held by Kaymed every once a month. The benefit of having a change in the style of the employees would be that they have a boosted morale and are more interested and willing, motivated to work. This workshop would be based purely on the enjoyment of employees.

Strength:

66% of the staff dont experience from communication overload, which is a positive aspect indeed. Recommendation:

A majority of the employees, 75% were unsure if they were kept well informed by the management about what is going on in the company. To overcome this issue, the company should send out emails to employees who wish to have access to the progress of Kaymed. Emails are also a cost efficient method to convey messages.

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4.2 Internal Communication weakness:

Weakness:

The company is dependent on written forms of communication, which can lead to higher risk of miscommunication and misunderstandings. Recommendation:

Written communication is vital but personal/informal communication method allows an enhanced relationship with employees which can lead to motivated employees and as for the customer, can boost PR and brand image. Kaymed must be open to everybodys ideas, and by putting them together it could have good result for the company and the work area alone - be more systematic.

Weakness:

Not enough information is on the Kaymed website. Recommendation:

Kaymed should put up more information for the customers have access to any quarries and thereby improve their stance in the online market.

Weakness:

The company, on some ongoing events, does not notify employees immediately. Recommendation:

The company should put up bulletin boards/white boards where everyone can see it. By maximising the use of the bulletin (memo) board, however big or small is the information, not everybody in the company have an access to email, phone (company email).

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Weakness:

40% of the employees lack the skill sets that are needed for their respective jobs. Recommendation:

The company should train employees more often and ensure that the employees know what they are doing. By doing this the company can gain advantage because they have high skilled workers.

Weakness:

Survey results showed there are not enough meetings conducted in the company. Recommendation:

There should be meetings conducted once every 3 months. Employees can express their ideas in these meetings. Ideas from employees are important for the company to grow into a bigger organization.

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5. Conclusion:
After communication audit was conducted in Kaymed the findings are that the company (Kaymed) is genuinely concerned for the effectiveness of communication within the organization. These strengths include an open social environment with the employees and managers that ensure focus and motivation in the workplace. The main findings highlight internal issues such as: employees lacking the skill sets that are needed for their respective jobs, the companys policies not clear for the employees, not enough meetings held by the company, informal use of the internet just to name a few. To manage these problems, we have proposed the following key solutions; Kaymed should conduct training programs, workshops once every 6 months to ensure that their employees know what theyre doing. By doing this, employees will be more efficient and they will benefit the company in the long run. Ideally, cost of training would be less than the potential dent in the profits in sales revenue due to poor employee training. Kaymed should have a handout including the job description as well as the Mission statement, Vision and Aim. The handout should also outline the policies and a code of conduct as an employee and/or manager. The company should conduct meetings once every 3 months so that employees can express their ideas of the company. Thereby increasing their morale and being more productive and interactive within their workplace. Implement IT training to improve computer skills for the lack of information presented on the official Kaymed website. s Going forward, through consideration of the recommendation outlined above it is strongly believed that Kaymed has the power to overcome any weaknesses and create dynamic strengths.

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6. Bibliography:

Miller, L.K, 2011, Do-It-Yourself Communication Audit [online] Available from: http://www.communicationideas.com/strategic-communication.html [Accessed: 8 November, 2012]

http://wmssoros.mngt.waikato.ac.nz/NR/rdonlyres/exw53w4jpoiadhkhfap57wq3snda 2c3eu6gj5vrefm6tzmm5asr3it2v7nw3de5efes7hjdg2v2dyp/CommunicationAuditsIntr o.pdf

Welcome to Kaymed Ireland [online] Available from: http://kaymedworld.com/ie/home.html [Accessed: 29 October, 2012]

Rycoweb, Kaymed mattresses and bed [online] Available from: http://www.straffanantiques.com/new_furniture/mattresses.html [Accessed: 25 November, 2012]

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7. Appendices.
Survey for the Employees: 1. I am well informed about my work group plans and progress. a. Always b. Sometimes c. Rarely d. No. e. Dont know 2. I am well informed about the companys plans and progress. a. Always b. Sometimes c. Rarely d. No. e. Dont know 3. There are opportunities available to me to express my ideas to upper management. a. Always b. Sometimes c. Rarely d. No 4. There is good communication in my group. a. Always b. Sometimes c. Rarely d. No. e. Dont know 5. There is good communication between people in different areas of the company. a. Always b. Sometimes c. Rarely d. No. e. Dont know 6. Considering everything, how satisfied are you with the quality of communications in the company? a. Very satisfied b. Not very satisfied c. Disappointed d. Could be better 7. Which of the following communication channels do you use most for your group work? If other please specify. a. Emails b. Telephone c. Meetings with 2 or more people d. Video conference e. Other ..

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8. Do you experience communication overload? a. Yes b. Sometimes c. Rarely d. No 9. How would you improve the communication in your organization?

10. How is your overall understanding of Kaymed? a. Good b. Not good c. Unsure 11. Does the structure of Kaymed contribute to the quality of communication? a. Always b. Sometimes c. Rarely d. No. e. Dont know 12. Is the decision making process of Kaymed effective? a. Always b. Sometimes c. Rarely d. No. e. Dont know 13. Are the Kaymed Policies clear to you as an employee? a. Always b. Sometimes c. Rarely d. No. 14. I am clear on my objectives of Kaymed? a. Always b. Sometimes c. Rarely d. No. 15. I am clear on my job responsibilities? a. Always b. Sometimes c. Rarely d. No. 16. I receive on-going feedback on my performance? a. Always b. Sometimes c. Rarely d. No. e. Dont know

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17. I am given a chance for interesting and challenging work. a. Always b. Sometimes c. Rarely d. No. e. Dont know 18. I have been offered training and development to further develop myself personally? a. Always b. Sometimes c. Rarely d. No. e. Dont know 19. My manager/supervisor is approachable and easy to talk to? a. Always b. Sometimes c. Rarely d. No. e. Dont know 20. My manager/supervisor responds to suggestions. a. Always b. Sometimes c. Rarely d. No. e. Dont know

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Surveys for the Manager: 1. Does the structure of Kaymed contribute to the quality of communication? i. Always ii. Sometimes iii. Rarely iv. No v. Dont know 2. Does the structure of Kaymed contribute to the quality of communication? i. Always ii. Sometimes iii. Rarely iv. No v. Dont know 3. Would you say the decision making process of Kaymed is effective? i. Always ii. Sometimes iii. Rarely iv. No v. Dont know 4. Do you responds to suggestions? i. Always ii. Sometimes iii. Rarely iv. No v. Dont know 5. How would you improve the communication in your organization?

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Direct Suggestions made by the employees:

- Regular meetings - Sharing of experiences - Resolution to problems met - Find recommendations By improving communication in the organizations, must be open to everybodys ideas, and by putting them together it could have good result for the company and the work area alone - be more systematic. By maximising the use of the bulletin (memo) board, however big or small is the information, not everybody in the company have an access to email, phone (company email). Enough or there is mutual understanding by a certain individual, accept different ideas in the group. To improve communication, listen to everybody and share my idea to them so that we can improve our communication. we do need to learn each other language or keep someone as a interpreter, we can communicate with other employees.

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