DIMENSION Within the organization communication may flow downward /upward/horizontally or diagonally Downward occurs whenever messages flow from top of the organization through various levels to the bottom of the organization Types of downward communication Job Procedures/instructions:-direction of what to do or how to do the things-The performance appraisal must be completed by 1st of December 2008(instruction) Job rational:-Explanation of purpose of doing a task in a certain way-We ensure that subordinates complete their self assessment and are ready for their assessment

Downward communication The problems -when communication passes through various hierarchical channels it gets distorted by the time it reaches the targeted person -sender different level of understanding than the receiver -receiver interprets the message differently and is not what the sender intends -very often in practice communication hindered by the recipient not having the ability to understand the communication

Downward communication The message may also be insufficient or unclear -example-communication quoting the location of the meeting without any instruction how to find the location The message could be too big to be fully understood in the time available -example a manager attempting to explain too much of a complex task at a time- result may be confusion/worst exasperation -message passes through many channels –will get delayed or lost These problems do not undermine the importance of the downward communication

Upward communication Messages flowing from subordinates to superiors are termed as upward communication “We will have the job done by tomorrow ”-is a reply to an enquiry from the boss “I have figured a way to perform this task in a shorter time” –suggestions for improvement from subordinates to superiors “I am getting frustrated I have been working in the same job for over a year now & want more responsibility”-subordinates feelings to the boss

Upward communication Upward communication is important because it helps the top management in knowing about -attitudes/behaviour/opinions/activities/feelings of the employees on the job On the basis of such knowledge and information the management may improve its behaviour/introduce motivational plans /improve controlling functions Subordinates get an outlet for their grievances/suggestions and opinions -The employees feel that they are contributing towards the goals of the organization

Upward communication Despite the importance of upward communication employees find it difficult to participate in it -Being frank with superiors can be risky-when the news is not what the boss wants to hear Busy superiors may also be too occupied to pay attention to employees Responsibility to make the upward communication successful is with the managers/They begin the process and announce their willingness to hear -open door policy/grievance procedure/periodic interviews/group meetings/suggestion scheme Informal channels-effective if managers will genuinely value the ideas

Horizontal & Lateral This is a communication between persons of the same hierarchical level The main objective of this type of communication is to co ordinate the efforts of different but related activities It is between members of the same division of an organization/in the same department/co workers on a construction project-the contractor cell calls the personnel department to verify & certify the contractors payment Examples“-Lets go together this afternoon and set up a production schedule”-task coordination

HORIZONTAL “It takes a week for my unit to get reports from yours how can we speed things up”-problem solving “Tax relaxation are being offered by the government in the coming budget let us wait till that”-information sharing “I heard that you were complaining about my work to the boss If you are not happy I wish you would tell me first”-conflict resolution I liked the way you solved the conflict –building rapport

Horizontal Horizontal communication helps in coordinating the activities of different departments at the same level -The departmental heads may sit together and thrash out problems /wastage of time /money/labour and materials The main problem is the difference in approach and vision of different functionaries who look at things from their own angles

Diagonal/Spiral or Crosswise Diagonal communication cuts across functions and levels in an organization -when a supervisor in the credit department communicates directly with a regional marketing manager-who is in a different department and also higher level in the organization -Why would individuals resort to diagonal communication? -Answer is efficiency and speed/new bonus scheme -In some situations by passing vertical and horizontal channels it expedites action and prevents others from being used merely as a mediator between sender & receiver

Diagonal Increased use of electronic mail system in organizations has made diagonal communication much easier Major problem with this form of communication -it departs from the normal chain of command -to minimize the communication gaps most diagonal communication also encompass a vertical communication to superiors /subordinates who may have been bypassed

Conclusion Communication is required at every level from every direction depending upon situational need Formal network channel facilitate the flow of information in every direction –downward/upward/horizontal and diagonal Although communication along every dimension entails its own merits and problems We cannot do without any of them