Factors for effective downward communication

Factors for effective downward communication

Hello dear friends here you will get what are the essential factors for effective downward communication? or, What factors should be considered to make the downward communication effective? I guess you will get advantage from here.

Downward communication is the most common form of communication in an organization. But unfortunately in many organizations it becomes just a formality through which information can be transmitted but inspiration can not be transmitted. As a result creativity and enthusiasm of the employees decreased. Therefore to ensure effective downward communication following factors must be considered:

1. Appropriate media:
Downward communication can be possible either by oral or by written communication. But effectiveness of communication depends on the selection of appropriate media.

2. Positive attitude:
As downward communication strictly follows the chain of command. There is always a chance of mechanization of the process. Accordingly employees do not actively participate in the communication process. To eliminate this trend managers have to show positive attitude towards the employees.

3. Opportunity for feedback:
To make the downward communication effective managers have to create opportunities for feedback from the lower level employees.

4. Development of trust:
Trust between superiors and a subordinate is the precondition for successful downward communication.

5. Planned:
It is not enough to follow the traditional rules. To make the downward communication effective, managers have to be creative and plan the whole process of communication.

6. Degree of decentralization:
To minimize the distortion of information managers should allow decentralization in the organizational structure.

7. Inspiration:
Positive attitude, planning of the communication system, allowing feedback and all others measures for effective downward communication will not work unless proper inspirations are given to the employees.

8. Evaluation of employees’ attitude:
To make a downward communication effective executives also need to evaluate employees attitudes.

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Advantages and disadvantages of upward communication

Advantages and disadvantages of upward communication

Hello dear friends here you will get briefly discuss the advantages and disadvantages of upward communication. I guess here you will get advantage from here.

Advantages/Importance of upward communication:
1. Feedback:
The major advantages of upward communication are, it provides feedback from the employees. As a result the communication loop (cycle) completes and management can realize the reactions of the employees.

2. Constructive idea:
Upward communication allows the employees to inform their views regarding the implementation of company policies.

3. Helps decision making:
Through upward communication top management can know the views of flower level employees which help them to make more realistic decision.

4. Establishment of good relation:
Upward communication brings executives and employees close to each other and accordingly mutual relationship developed.

5. Mutual trust:
For the success of any sort of communication trust is an essential element. As relationship developed through upward communication mutual trust also created.

6. Enhance coordination:
Opportunity to express own views and participation in the decision making enhance the level of coordination.

7. Motivation:
The task of motivation needs two way communications between the concerned parties. Upward communication enables the executives to extend appropriate motivational measures.

8. Introduction of new policy:
Upward communication also helps the executives to introduce new policies.

Upward communication

Disadvantages/Limitations of upward communication:
1. Reluctance:
In some cases employees are reluctant to provide information through upward channel.

2. Non-cooperative attitude:
Non-cooperative attitude to the executives damage the willingness of the employees to initiate upward communication.

3. Chance of distortion:
Downward communication can be distorted unconsciously but in case of upward communication information can be distorted deliberately.

4. Trend to by-pass:
Another side effect of upward communication is tendency of by passing the immediate boss, can be created among the employees.

5. Delay:
Sometimes lower level employees hesitate to inform a problem upward because doing so means acceptance of failure. Thus delays may take place to decide whether to inform the top management or try further to solve the problem.

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What is upward communication?

What is upward communication?

Hello dear friends here you will get what do you mean by upward communication? or Define Upward Communication. I guess that you will get advantage from here.

When information flows from the lower level employees to the superiors then it is known as upward communication. In an organization employees also need to convey message to the executives or to provide feedback.

R. Pal and J.S. Korlahalli said, “The communication which pushes the flow of information upward is known as the upward channel of communication.”

                                                            Fig: 7 Upward Communications
In the light of above definition it can be stated that upward communication is the opposite system of downward communication which allows the flow of information from the down to the up.

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Advantages of downward communication

Advantages of downward communication

Hello dear friends here you will get the advantages and disadvantages of downward communication. I guess here you will get advantage from here.

Advantages of downward communication:
Advantages of downward communication are as follows:
1. Discipline:
Downward communication follows the official chain of command thus discipline can be maintained.

2. Operational efficiency:
In case of downward communication employees always receive instruction from the executives, as a result their operational efficiency increased.

3. Warning the employees:
Downward communication is a means of control. If performance of an employee is deviated from expectation, then through downward communication his or her immediate superior can warn him to correct the fault.

4. Notification/Announcement:
New policies or any change in the existing polices can be informed to the employees through downward notices.

5. Watching the performance:
Performance of the employees can be watched or evaluated through downward communication.

6. Assignment of goals:
Executives inform the employees about their responsibilities and assign ‘the individual goals’ that must be achieved.

7. Relation establishment:
In downward communication superiors not only provide instructions but also provide inspiration to the employees. As a result relationship between top management and employees improved.

8. Delegation of authority:
An individual will not be able to perform his/her duty properly unless sufficient authority is given. Under downward communication system delegation of authority becomes easier through the chain of command.

Downward communication

Disadvantages of downward communication:
Disadvantages of downward communication are as follows:
1. Distortion:
As downward communication follows the formal chain of command information passes through the chain from top to bottom. Thus there is chance of distortion of the massage when it reaches to the ultimate users.

2. Lack of feedback:
Usually downward communication does not allow immediate feedback, which can reduce the efficiency of communication.

3. Time consuming:
As information flows orderly step by step so the process becomes time consuming.

4. Negative impact on morale:
Long process, time consuming and lack of feedback creates negative impact on the morale of employees.
5. Not suitable for motivation:
Due to over dependence on formal channels downward communication is not suitable for motivating employees.

6. Lack of interpretation:
Instructions are available in downward communication but due to lack of feedback necessary interpretation may not be achieved in time.

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What is effective feedback?

What is effective feedback?

 Hello dear friends here you will get “Feedback is essential for effective communication” ------ Do you agree? Justify your answer. Or, is feedback essential for effective communication? Or, “No feedback- no communication”----- Comment. I guess here you will get advantage from this site and post.

Feedback is the final kink in the communication process. It puts the response of the receiver back into the process and completes the communication cycle. Thus feedback is essential or indispensable for effective communication.

If no feedback is received the sender cannot be sure about the understanding of the receiver.
Ricks and Gow said, “Feed back must be providing within the communication system to make certain that mutual understanding is achieved”.

                                                               Fig. – 5: Feedback

Effective feedback

For the following reasons feedback is essential for effective communication:
1. Understand receiver’s view:
Through feedback the reaction of the receiver can be easily understood and following steps can be taken.

2. Completing communication process:
Infect without feedback there is no communication at all. Whether the messages of the sender is accepted or rejected, used or not by the receiver cannot be realized without feedback.

3. Achievement of goal:
Each and every communication has a predetermined objective. Through feedback that objective can be achieved.

4. Effective decision making:
Within the organization the feedback of employees help the top management in taking effective decision.

5. Pre-requisite for further communication:
Feedback of the previous communication is a prerequisite/ precondition for the further/ future communication.

For example; in a game of chess the next move of a player completely depends on the move of his/her opponent. Like this, in business communication future correspondence totally depends on the previous feedback of the receiver.

Thus it can be revealed that for effective communication the response of the receiver (feedback) is essential. Finally it can be stated that feedback not only improves communication but also enhance the managerial performance.

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