Top Down Communication in Organizations

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Top Down Communication in Organizations

Top down communication literally is a method of issuing communication, instructions and information within a business using the hierarchical structure. Information from the highest ranking officials within the company filter down to employees using the companies' managerial structure. Each rung on the managerial ladder learns information from the rung above until the information or command passes to all relevant tiers within the organization.

As a matter of fact, top down communication enables leadership to control the flow of information and ensures that each employment level has only the information necessary to complete relevant tasks. This keeps each employment level focused and reduces the risk that employees will focus on irrelevant information or details. A primary disadvantage arises from the risk of orders getting lost in the translation or critical details of project being left out because a high ranking supervisor forgot to include it in a report. This can cause gaps in project development, particularly when there are no checks and balances system in place to ensure all departments receive the correct information.

An employee may also use a top down communication strategy through an evaluation method of receiving detailed information techniques to succeed. The management feedback on the employee performance and strategies to achieve goals. In addition, feedback is integral to allow employees opportunities to make adjustments to techniques and strategies in the interest of improving job performance and furthering the organizations goals and objectives.

5 (FIVE) WAYS TO ENHANCE TOP DOWN COMMUNICATION

Ensuring effective top-down communication is the key responsibility of senior management. However, many organizations will struggle with ineffective communication. When a management does not consistently communicate openly with employees, the result is unproductive work environment filled with speculative rumors and a loss of trust in management, or when the CEO or president regularly communicates with all employees, whether through e-mail, video, or a town hall meeting, most employees appreciate the communication. The challenge for senior managers is that they will never be fully effective at getting the communication down to the front lines unless they are supported by managers and supervisors who place a high value on making sure employees are kept in the loop.

The following 5 tips will help increase the effectiveness when communicating with employees. These are tips that are simple, but they can make a world of difference in an organization. When managers use these techniques, employees notice not only better communication with their boss, but greater morale in their department.

1. Over-communicate: There will be an increase in the frequency of your communication, particularly during periods of rapid organizational changes.
2. Keep your door open: Whenever possible, keep your office door open. In addition, make sure your body language also tells employees that you have an open door policy, crossing your arms, sighing over interruptions, and not looking at the speaker all say that you may be accessible, but not approachable.
3. Review schedule: Keep your employees updated on your schedule. Knowing your employees will help them prioritize their work and allow them to make better decisions relevant to support you. Likewise knowing their scheduled / deadlines will help you understand their current pressures.
4. Offer Assistance: On a regular basis, ask your employees, what do you need from me? Doing so gives employees the opportunity to update you on projects. It also prompts you to provide the information needed to keep those projects on schedule.
5. Check In Frequently: If you are away from the office, touch base with your support team on a regular basis. Doing so allows you to respond quickly to messages and troubleshoot potential issues that may have surfaced in your absence.

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Source by Martin Hahn