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"The basic building block of good communications is the feeling that every human being is unique and of value.

"

HOW TO MAKE DOWNWARD COMMUNICATION WORK


BY : ANDREW B. CHASE, JR.

PRESENTED BY:

KALPNA KASHYAP NOUSHEEN KHAN

Downward communication

The flow of information from higher levels of management to subordinate individuals working within an organization. Information flowing from the top of the organizational management hierarchy and telling people in the organization what is important (mission) and what is valued (policies).

The authority line flows from the top to the bottom according to the organizational structure (hierarchy). It is needed to get things done, to prepare for changes, to deject lack of understanding and doubt; and to allow the organizational members to develop feeling of pride of being well-informed about all organizational matters

ORAL COMMUNICATIONS WRITTEN COMMUNICATIONS BOTH ORAL AND WRITTEN VISUAL COMMUNICATIONS

TYPES OF DOWNWARD COMMUNICATION

It It It It

is a two way discussion can be quickly changed is prone to error is costly

ORAL COMMUNICATIONS

It is permanent means of communication WRITTEN COMMUNICATIONS


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 of responsibilities

It involves person to person contact plus an exchange of information using written data

BOTH ORAL AND WRITTEN

It contains image aspects It is the conveyance of ideas and information in forms that can be read or viewed The subject includes graphic designs , illustration and animations

VISUAL COMMUNICATIONS

METHODS OF COMMUNICATIONS Informal Formal


Oral
Personal contacts interview & counseling Telecom Employee plant tours Company magazines Bulletin boards Daily news digests Face to face contact between superior and subordinate where written information is exchanged sound-action exhibits Closed circuit t.v Staff meetings Conferences Order-giving and instructions Company policies Management news letters Company reports Company meetings where reports and data are pesented

Written

Both oral and written visual

Motion picturtes Slides Chart talks

Causes of ineffective downward communications

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

Ineffective downward The lack of clearly defined existed commun- icationsobjectives because of:

The lack of proper understanding by management from top to bottom regarding responsibility for downward communication Managements failure to take time to see whether or not their present communication techniques are effective

The lack of an established communications training program Managements non responsiveness to holding regular meetings

PHYSICAL ELEMENTS

PSYCHOLOGICAL ELEMENTS

1.Objective for communication 2.Content of message 3.Communication technique

-Accurate
-Definite & specific -Forceful -Suitable & receiver oriented -Simple -No hidden meaning

Recognize & understand the differences

Agreement of goals of company & employee

Recognize & understand the differences

Theoretical closed communication flow plan

-Communication training program

-Regular talk with employees


-Frequent meetings between supervisory & non-supervisory personnel

3 Phases 1. Introduction of management personnel to various formal & informal networks 2. Discussion 3. On-the-job self evaluation

Introduction of management personnel to various formal & informal networks

D is c u s si o n

a. objectives for communicating

b. effective communication methods c. responsibility distribution


d. content of message

Regular visit into the plant & talk to employees Regular supervisory & nonsupervisory discussion groups
No set formula

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