Downward Communication Work

7/31/2019 Downward Communication Work

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BY : ANDREW B.

CHASE, JR.


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Downward communication

The flow of information from higher levels ofmanagement to subordinate individuals working within anorganization. Information flowing from the top of theorganizational management hierarchy and telling peoplein the organization what is important (mission) and what

is valued (policies).


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The authority line flows from the top to the bottom according tothe organizational structure (hierarchy). It is needed to getthings done, to prepare for changes, to deject lack ofunderstanding and doubt; and to allow the organizationalmembers to develop feeling of pride of being well-informed about

all organizational matters


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TYPES OF DOWNWARDCOMMUNICATION

ORAL COMMUNICATIONS

WRITTEN COMMUNICATIONS

BOTH ORAL AND WRITTEN

VISUAL COMMUNICATIONS


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ORAL COMMUNICATIONS

It is a two way discussion

It can be quickly changed

It is prone to error

It is costly


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WRITTEN COMMUNICATIONS It is permanent means of communication It is more precise and explicit

It provides ready records and references

It provides valid records

It is time consuming

It assists in proper delegation ofresponsibilities


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BOTHORAL AND WRITTEN

It involves person to person contact plusan exchange of information using written

data


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VISUAL COMMUNICATIONS

It contains image aspects

It is the conveyance of ideas andinformation in forms that can be read orviewed

The subject includes graphic designs ,illustration and animations


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METHODS OF COMMUNICATIONSInformal Formal

Oral Personal contactsinterview & counselingTelecomEmployee plant tours

Staff meetingsConferencesOrder-giving andinstructions

Written Company magazinesBulletin boardsDaily news digests

Company policiesManagement newslettersCompany reports

Both oral and

written

Face to face contactbetween superior andsubordinate wherewritten information isexchanged

Company meetingswhere reports anddata are pesented

visual sound-action exhibitsClosed circuit t.v

Motion picturtesSlides

Chart talks


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Causes of ineffectivedownward communications


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The superior may fail to explain the

subordinates duties The subordinate may fail to understand

explanation

The management and subordinate may

have conflict of values

I ff ti d d


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Ineffective downwardcommun- ications existedbecause of:

The lack of clearly defined objectives

The lack of proper understanding bymanagement from top to bottom regardingresponsibility for downward communication

Managements failure to take time to seewhether or not their present communicationtechniques are effective


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The lack of an established communicationstraining program

Managements non responsiveness toholding regular meetings


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PHYSICAL ELEMENTS

PSYCHOLOGICAL ELEMENTS


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1.Objective for communication

2.Content of message

3.Communication technique


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-Accurate

-Definite & specific

-Forceful

-Suitable & receiver oriented

-Simple

-No hidden meaning


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Recognize & understand the differences

Agreement of goals of company &

employee


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Recognize & understand thedifferences


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communication flow

plan


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-Communication training program

-Regular talk with employees

-Frequent meetings betweensupervisory & non-supervisorypersonnel


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3 Phases

1. Introduction of management personnel tovarious formal & informal networks

2. Discussion

3. On-the-job self evaluation


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Introduction of management personnel

to various formal & informalnetworks


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is

cu

ssion

a. objectives forcommunicating

b. effectivecommunicationmethods

c. responsibilitydistribution

d. content of

message


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Regular visit into the plant & talk toemployees

Regular supervisory & nonsupervisorydiscussion groups

No set formula


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Documents

Downward Communication Work